Welcome! Clubspark is the easiest way for you and your organisation to manage the business side of your sport, saving hours on administration and helping you operate in a more efficient way.
Contents
2.0 Getting Started with Clubspark
2.1 How to set up your LTA registered Venue, Coaching Account and LTA Accreditation+
2.2 How to register as a Venue or Coach
2.4 Venue Registration
2.4 Signing In
3.0 Your Venue's Profile
3.1 Clubspark Account Number (CAN)
3.2 Venue Details
3.3 Your Reply-To Email Address
3.4 Social Media
4.0 Getting Started with the Coaching Module
4.1 Registering for STRIPE
4.2 Setting Up Coaching Programmes
4.3 Adult and Junior Coaching
4.4 Coaching Reporting
5.0 Getting Started with Website Manager
5.1 Setting Up Your Website Pages
5.2 Website Settings
5.3 Google Analytics
5.4 Search Engine Optimisation (SEO)
6.0 Getting started with the Membership Module
6.1 Registering with GoCardless
6.2 Creating a Membership Package
6.3 Importing Your Existing Members
6.4 Sending Payment Requests
6.5 Export Your Membership Data
6.6 Communications With Your Contacts
7.0 Getting Started with the Contacts Module
7.1 Adding Contacts
7.2 Email Your Contacts
7.3 Tag Your Contacts
7.4 Inviting Your Contacts to Register
7.5 Exporting Your Contacts
8.0 Getting started with the Booking Module
8.1 Accepting Online Payments
8.2 Booking Module Settings
8.3 Managing Your Courts
8.4 Booking Calendars
8.5 Roles And Responsibilities
9.0 Open Up Your Bookings Schedule
9.1 Terms of Use
9.2 Booking Your Courts
9.3 Booking Data
9.4 SmartAccess
10.0 Getting Started with Events
10.1 Open Days
10.2 LTA Big Tennis Weekends
10.3 Team Challenge
10.4 Custom Competitions
11.0 Getting Started with the Apps
11.1 ClubSpark Coaching App
11.2 Booker App
11.3 Check-In App
12.0 FAQs
2.0 Getting Started with Clubspark
2.1 How to set up your LTA registered Venue, Coaching Account and LTA Accreditation+
Before you get started, it’s important to understand the difference between a venue and coaching organisation.
Registering as a venue allows you access to all areas of Clubspark such as; taking court bookings, managing membership packages, creating courses and events and more that take place at your venue.
Signing up as a coaching organisation allows you to create courses and decide which venues you would like these to take place at.
Support Guide for Venues & Coaches
2.2 How to Register as a Venue or Coach
- Visit https://clubspark.lta.org.uk/
- Scroll to the bottom of the page and select the sign-up button for either a venue or coach.
2.3 Venue Registration
Find your venue in the registration screen (you can request a new venue to be set up if your venue isn’t there).
Once registered, you will see your new Clubspark account immediately and be taken through the registration process as an administrator.
2.3 Signing In
- Sign in to your new Clubspark account and navigate to the admin area by using the login method you chose at registration (email & password or LTA / Microsoft / Google+ / Facebook account). It is important to use the same method each time you log in to pick up your memberships, bookings and admin rights.
- Click on your name in the top right corner, select ‘admin area’ from the drop-down menu – this will take you to the back end of ClubSpark.
3.0 Your Venue's Profiles
3.1 ClubSpark Account Number (CAN)
Starting with CS, this is your ClubSpark account number. You can find this by clicking 'home' on the left side of your screen within your admin area.
3.2 Venue Details
Ensure that your contact details and address are correct by editing these details in the profile module within the admin area.
If you have any details that need updating, get in touch with the LTA via their web contact form.
Support Guide for Setting Up Your Venue
3.3 Your reply-to email address
It is important that you set your reply-to email address. If this box is blank, any replies sent out via ClubSpark will not be delivered or stored.
Support Guide for Your Reply-To Email
3.4 Social Media
Stay connected with your members and players by entering your social media channels.
4.0 Coaching Module
The coaching module will be available when you first sign up for your venue or coaching account.
4.1 Registering for STRIPE
To accept online payments for courses, you will need to register for a STRIPE account.
Courses set up with a price will not show on your website unless you have registered for a STRIPE account. Courses showing as £0 (free) will show on your website without a STRIPE account set up.
4.2 Setting Up Coaching Programmes
To start creating your Custom Courses, Holiday Camps, LTA Youth/Start courses, LTA Pair & Play, LTA Cardio Tennis, Tennis Xpress Courses (coaches only), follow our support guides.
Support Guide for Coaching Programmes
Some of these courses require training – please contact the LTA to find out more, via their web contact form.
4.3 Adult & Junior Coaching
You can add players to adult and junior classes sent payment requests and enable these courses and classes to show on your website. Your players will be able to book online from these pages.
Support Guide for Adult and Juniors
4.4 Coaching Reports
Coaching reports give you the ability to view, manage and export reports for coaching courses, camps, sessions, and participants.
These reports will help allocate your resource, manage more effectively, and measure your success.
Support Guide for Coaching Reports
5.0 Getting started with Website Manager
To begin using the website manager, you first must activate the website module from within your admin area. Your homepage will go live automatically, and you can start adding content and images.
Support Guide to Activate Your Website
5.1 Setting Up Your Website Pages
Membership
You will need to activate your membership module to include membership on your website.
Bookings
You will only be able to include a booking page if your booking module is activated.
Support Guide for Court Bookings
Coaching
Website manager allows you to publish all the courses you have created ready for online booking.
News
This section allows you to publish articles of interest to your members and contacts.
Custom Pages
This custom page allows you to display information such as club/venue news, upcoming events or match play.
Support Guide for Custom Pages
Contacts Page
Here you can put all the necessary information needed for your members to get in touch with you.
5.2 Website Settings
Settings are where you can set up your preferred URL, add your logo, set up a logo link override and edit your colour settings.
Support Guide for Website Settings
5.3 Google Analytics
If you have a Google Analytics account, we can add the code to your site to track your website statistics. Contact us at support@clubspark.com with your Google tracking code starting with “UA” and we will do this for you.
Support Guide for Google Analytics
5.4 SEO (Search Engine Optimisation)
Within the website manager, you have fields where you can enter a meta title and meta description. These will allow you to work on your SEO rankings.
6.0 Getting Started with the Membership Module
The membership module can be activated within the admin area once you have signed in.
Select the ‘apply today’ button and we will send you an email when your membership module has been activated. If your LTA registration is not up to date, we will contact you to let you know.
6.1 Registering with GoCardless
To take payments online, ensure that you are registered with GoCardless.
Support Guide to Register GoCardless
6.2 Creating a Membership Package
You can create seasonal and day of purchase membership packages. You should create different packages for all membership types run at your venue.
Support Guide for Membership Packages
6.3 Importing Existing Members
To import your members you will first have to create a membership package for the group you require e.g. create an adult membership package to import adult members. You should create a package for all memberships available at your venue.
6.4 Sending Payment Requests
You have the ability to invite your adult, junior and group members to join and pay. Or, simply invite them to register so they can be recognised in the system, as a member for court bookings.
Support Guide for Payment Requests
6.5 Exporting Your Membership Data
ClubSpark allows you to export your member's data to a CSV or PDF file. You can export your member's data from within any of your membership packages or your ‘all members’ view.
Support Guide to Export Your Data
6.6 Communicating With Your Contacts
Keep in contact with your members by emailing them with your club information.
Support Guide to Sending Emails
7.0 Getting started with the Contacts Module
7.1 Adding Contacts
Contacts will be populated with the ‘contact details’ from your membership upload.
Support Guide to Adding Contacts
7.2 Email Your Contacts
You can send emails from within any of your membership packages or your ‘all members’ view’.
Support Guide for Sending Emails
7.3 Tag Your Contacts
Adding tags to your contacts makes group communication easier and saves time on managing larger contact lists.
Support Guide for Tagging Contacts
7.4 Inviting Your Contacts to Register
You can send invites from the profile of any of your contacts when they have an email address in their record.
Support Guide for Inviting Contacts
7.5 Export Your Contacts
You can export your member's data to a PDF/CSV file.
Support Guide for Exporting Data
8.0 Getting started with the Booking Module
8.1 Activating Your Booking Module
You can activate this in the admin area once you have signed in.
Click on the ‘apply today’ button and we will email you when that booking module has been activated.
If your LTA registration is not up to date, we will contact you to let you know.
8.2 Accepting Online Payments
To accept online payments you need to set up STRIPE to process those payments.
Support Guide to Accept Payments
8.3 Booking Module Settings
Enter your court hours, access rules for various members/booking roles, booking sheet accessibility, activate online payments for the booking sheet, set cancellation refund window.
8.4 Managing Your Courts
Set up the courts that are available to book with location, surface descriptions, floodlights and more.
Support Guide to Manage Your Courts
8.5 Booking Calendar
Choose the days when your venue is open and closed throughout the year.
Support Guide for Managing Your Calendar
8.6 Roles & Responsibilities
Create different types of non-member booking roles e.g. Coach, Team Captain, Maintenance
Support Guide for Roles & Responsibilities
9.0 Open Up Your Booking Schedules
This is where you confirm who can play and at what price e.g. Members play for free/non-members can book for a fee (or not at all). Set up these rules on your schedule and apply different rules to different times of the year.
9.1 Terms of Use
Upload your terms of use document to let players know about specific rules and regulations for playing at your venue.
Support Guide for Uploading Terms of Use
9.2 Booking Your Courts
You can book courts via the web-based ClubSpark or via the Booker App.
Administrators can make advanced bookings block book your courts, or make recurring bookings.
9.3 Exporting Booking Data
Your booking dashboard allows you to export booking data through a CSV or PDF file. You can do this through your booking module in your admin area.
Support Guide for Exporting Booking Data
9.4 SmartAccess
Automate your venue access, bookings and light control with our online management system.
Learn More Here: SmartAccess Guides
10.0 Getting started with Events
There are hundreds of events taking place across the UK, that you can sign your venue up to and be a part of all throughout the year.
10.1 Open Days
Free events with sessions to suit all abilities.
Create an Open Day
10.2 LTA Big Tennis Weekends
LTA Big Tennis Weekends - free events over the summer.
Create your LTA Big Tennis Weekend event
10.3 Team Challenge
Fun team competitions with prizes and giveaways.
10.4 Custom Competitions
Create your own custom event at your venue.
Create a Custom Event
11.0 Getting started with the Apps
11.1 ClubSpark Coaching App
Registered Coaching administrators can use the app to check-in attendees on Court, record payments, send emails and SMS
11.2 Booker App
Registered players can find your venue and book courts via their smartphone/tablet
11.3 Check-In App
Check-In App
12.0 FAQs
Why can’t my members book a court?
How can parents book a coaching course for a child?
How can parents of child members book a court?
How do I reconcile online payments with my bank account?
How can I upload documents to my website?
How can I reduce (pro-rata) the membership cost throughout the year?
How can I make the membership a different price for an individual?
For further support, please get in touch with our support team.
Any comments?
If you have any thoughts or comments on this article, please contact us at support@clubspark.co.uk