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FAQs - Group Chat
FAQs - Group Chat

Here are some of the most frequently asked questions on how the chat feature works.

Declan Murphy avatar
Written by Declan Murphy
Updated over a week ago

Why do i not see the consent form on my event invite?

The reason is you are not running a release of the ClubZap app where this feature was introducted. To ensure you have the latest release go to the app store as detialed here.

Why do I not see the option to track attendance?

The option to track attendance is only available for chat groups setup as type: team.

To change the group type check this out.

Are forms included in an event mandatory to complete?

No, the reason is that some people may have completed a form in paper format or via another means which our system would not be aware of so its up to the person to fill in the form or not.

What type of groups does the system support?

  • Private Group - Members must request to join or be invited by an admin.

  • Open - Anyone can join without an admins permission. 

If someone hasn’t RSVPed, as a group admin can I still record their attendance somehow?
Yes, everyone that is in the group and who was invited can be tracked in the attendance log irrespective of whether they RSVPd or not.

If they responded, No, and show up can I record their attendance?
Yes you can, by default everyone who RSVPd No will be marked as No for attending and you can change this status to show they attended.

If they responded Yes, and don’t show up can I record their non-attendance?
Yes you can, by default everyone who RSVPd Yes will be marked as Yes for attending and you can change this status to show they did not attend.

Can group chat be enabled to enable players/parents send text responses?
Yes, the group chat feature can be enabled or disabled at any time by the group admin via the Settings menu. Enabling chat will open the group for discussion where anyone can provide a response similar to Whatsapp groups. Disabling the group chat feature means players/parent can only respond to events created by the admin selecting one of the predefined answers. e.g: Yes | No

How can I contact the admin if group chat is disabled?
The "Message the Admin" button will create a 1:1 private chat between you and the group admin.

Can you have multiple administrators in a chat group?
Yes, there is currently no limit to the number of administrators associated with a group. Personnel can be upgraded or downgraded to/from administrator privilege at any time. By default whoever creates the group is the administrator and if a new coach takes over they can be made the main group admin.

Is there an audit trail of messages communicated using the chat feature?
Yes, a full audit trail exists detailing the messages sent and received in the group available to the club executive searchable on date, time and phone number.

How can I see who is in the chat group?
In the chat settings menu (accessed via the 3 vertical dots in the top right) select the Group Info option to see who is in the group. This includes the admin list and general user list.

Can other people see my contact details such as my phone number?
Your name will exist and the last 4 digits of your number will appear with the remaining numbers masked out. E.g: xxxxxx4567

Can I mark myself as absent and set up an auto responder when I'm on holidays?
Yes, a feature similar to the out of office in your email exists where you can set yourself as unavailable for periods of time such as holidays or specific weekends and your group admin will be automatically notified of your absence when communication is sent out.

Can I be a member of more than  group?
Yes, there is currently no limit to the number of groups you can be a part of.

Can I snooze notifications?
Yes, notifications can be silenced for a configurable period of 8 hours, 1 day, 1 week or 1 month. This is done via the Settings -> Snooze Notifications menu. Messages will still appear in your chat but the notifications for new messages will not arrive to your phone.

Do you have to request access to join a groups ?
Yes, you can request to join or be invited to join a group if the group has been created as a private group. Before entering your first group you will have to confirm your age via the ClubZap bot. This is to comply with age consent regulation in place with the main sporting organisations. If a group is configured as a public group you can join with out requiring permission provided your age meets the requirements.

In order to join my club on your app, the chatbot is asking me for my full date of birth. 

To join/follow your club on ClubZap for news/fixtures/results you do not need to validate your DOB. It is only if the club are using the Group Chat feature of the app you need to validate your DOB.

Why do I need to enter my full date of birth for validation? 

While GDPR is one piece of governance clubs need to adhere to, there are other governance requirements set out by the governing bodies around communication that a club needs to implement also. These are things like Digital Age of Consent and policies around contacting underage players.
An underage player across most governing bodies is a person who is eligible to play in a game or event for persons under 18 years of age or a player who is under 18 years of age and playing above his age group. Legislation in Ireland also defines a child as any person under 18 years of age and parents/guardians therefore have a particular level of responsibility for their child’s welfare while they remain under 18 years of age.
The main NGBs policies state that when we pass on information regarding games, training or other activities for the attention of our underage players that we do so via group texts and that these group texts should be sent to the parents/guardians of underage players.  
So the reason we need the DOB in full is to determine that the person requesting to join a group or invited to a group is over 18. Asking for the year and month for example is not sufficient because someone born on say 28th February 2002 would be allowed into the group anyday before this in February 2002 even though they are still 17.

The option to RSVP to an event is not available?

If you are not seeing the buttons to RSVP to an event please make sure that you have set your status up correctly in the group. More details on setting your status and adding your Childs name here.

Can I attach media files or documents to a chat?

Sharing of media files (photos & videos) and documents (pdf, word docs etc) is not currently available in group chat but you can share as link to a shared file. So if you store a document or media file on a shared folder on Google Drive or Dropbox etc you can paste (hold down in the text area and a clipboard menu will appear allowing you to paste) in the link to the file in your chat.

Why do I not see some group members in the RSVP list?

As a group admin you need to make sure that all your group members status is setup correctly. You can manage the status of your members in the Group Info section by clicking on a members name and selecting set status.

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