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Club Administrator

Club administrators, or club admins, are those with primary responsibility for their club on OpenTrack.

Club admins can:

  • Add new members to their club on OpenTrack
  • Edit details about their club members
  • Edit details about their club
  • Manage club members' federation licences (in countries using OpenTrack for licensing)

To be a club admin, you need an account, and need to be granted admin access to your club by a federation administrator.

Getting Help

If this manual does not help, contact your national administrator:

Managing Your Club

To get to the page for a club you are an administrator of, use the dropdown in the top right-hand corner that appears when you click on your name.

In this dropdown, click 'Manage CODE', where CODE is the club code of the club you are an admin for.

Club page

Club pages consist of a number of tabs, depending on what functionality is in use for that federation.

At the bare minimum, all clubs have an Info tab, containing details about the club, and a Members tab, containing a list of club members.

Additionally, the Officials tab lists users who have special roles with that organisation - for example, club admins, team managers, or competition directors.

Additionally, for clubs using OpenTrack's functionality to manage and keep track of coaches, a Coaches tab will appear.

Info Tab

This contains information about the club, which club admins can edit.

Members Tab

All registered athletes appear on the Members tab. Some federations will also separately show inactive members.

Members can be added using the ADD A MEMBER and BULK ADD MEMBERS buttons, for one and multiple people respectively.

Information about club members can be downloaded using the XLS or PDF buttons.

Managing Athletes' Club Memberships

At the end of each row in a club's members list is an edit icon. This can be used to manage the role an athlete has with a club.

The menu that appears after clicking the button allows you to DELETE the role, or UPDATE it with a new start/finish date.

Licence status

Athletes' licence statuses are displayed in a variety of ways:

Users without club/federation admin permissions see:

  • A green tick if the licence is currently active,
  • No icons for all other statuses.

Users with club/federation admin permissions see:

  • A green tick if the licence is currently active,
  • A yellow paper plane if the licence is expired but can be renewed.
  • A red cross (to cancel renewal) if a licence is pending

Note

In Estonia they use a social security number, which is publicly known and encodes the date of birth. In all other countries we ask for the date of birth instead. If the person is new it will be added, if they are already existing a warning will be given and the federation notified before they can be licensed.

Coaches Tab

New coaches can be added by entering a name in the box above the coaches list, and then clicking +.

Only coaches from a federation’s national list can be added. When you start typing, a list of suggested names will appear. Click on the one that you want, and the coach will be added to your club.