Note: Squad reports are sent out weekly on Fridays when enabled for a club and squad.
Automatically Creating Squads
The ClubZap platform can automatically create squads for your club. To turn this option on:
Go to dashboard.clubzap.com
Select Membership -> Membership Settings
Click on the Active Season Name (e.g.: 2026)
Check the box Create Squads Automatically
Select the button Update Club Season
What squads are automatically created?
The following are created as part of this process:
A squad is created for every Boys year up to under 18 with the naming convention YEAR Gender - Example: 2012 Boys
A squad is created for every Boys year up to under 18 with the naming convention YEAR Gender - Example: 2010 Girls
To avoid having groups going back to 1950 we only create Squads up to U18s (e.g Born 2008 in Season 2026) and then have a catch all
18+ Male Players
18+ Female Players
Adult Male Non Playing
Adult Female Non Playing
Are members automatically added to these squads?
Yes. If the club is in its first season with ClubZap then no existing member records will exist in our system so the squads will only be created in real time when a new member signs up.
Example: When the first 2012 Boy member signs up a new squad called 2012 Boys is created and this new member and any other 2012 Boys after this are added to this squad.
If the club has had a previous season with ClubZap and have enabled the automated creation of squad reports then all their existing members whether paid/pending_renewal/subscribed etc will be added immediately to the automatically created squads and any new members to the club will also be added to these squads.
Are these squads rolled over when a new season is created?
Yes, and with the naming convention of 2012 Boys and 2010 Girls etc. the names will always be relevant irrespective of the season name.
Can a member be automatically added to multiple squads?
No - We only auto assign members to 1 squad. To assign to another squad or remove from a squad you would need to manually Assign Players & Coaches to the Squads.
Please note any automatically creates squads will not be auto populated.
What if I need more squads to be created?
You can Create your own custom squads to exist in tandem with the Automatically created squads.
How do I add coaches to these squad reports?
Check out details on how Assign Players & Coaches to your Squads.
How do I send these reports to the coaches?
Check out Managing your squad member types and assigning new admins to receive automated email updates.
Manually Setting up and Managing Squads
Any administrator who has access to club membership can setup and configure squad reports. The following are the steps:
Login to the ClubZap admin portal and click on the Squads link via the membership menu.
Create your Squad and assign admins to receive an automated weekly email on membership status for their team.
Assign Players & Coaches to the Squads you created.
Managing your squad member types and assigning new admins to receive automated email updates.
Enable or disable squad reports for all squads in your club
Squad reports can be turned on or off at a high level for your club and this will overwrite the setting per individual squad as detailed below.
To manage squad reports for your club:
Login to the ClubZap admin portal (dashboard.clubzap.com/signin)
Select Membership -> Membership Settings
Click on the Active season year
Tick the checkbox with the description Send squad reports to enable sending and uncheck to turn off squad reports.
Enable or Disable Automated Squad Email reports per squad
Squad reports can be turned on or off for a particular squad in your club.
When setting up a new squad you can tick the check box on whether you want email reports on membership sent to squad admins for that particular squad. To change this status (enable/disable) you can edit the squad at any stage.
This report is emailed weekly and includes a list of paid and unpaid members.
What member types are included in Squad reports?
Members with a payment status of pending_renewal, paid, subscribed can be included on Squad Reports. If a subscription transitions to subscription_errored or subscription_cancelled it would also show if that member was included on the squad report. The squad report does not display members who have a status of Non_Renewal or Hibernated because clubs now have the option to export members for registration with their Governing body based on Squad reports and members with this status would not be registered with the governing body.
How can I see how many squad reports are enabled for my club?
Login to the ClubZap admin portal (dashboard.clubzap.com/signin)
Select Membership -> Membership Settings
Click on the Active season year
The Squad Reports Active information will show how many squads have reports enabled.
How can I manually send a squad report?
Squad reports are automatically sent on Fridays to coaches but if you need to manually send the report check this out:
Login to the ClubZap admin portal (dashboard.clubzap.com/signin)
Go to Memberships -> Squads
Click on your squad name
Click on the button entitles Send PDF
Executive Membership Report
To create a report on all teams in your club and all member types you can generate a Executive Report as follows
On the ClubZap admin portal go to Membership -> Squad Reports
Select Executive Report
All Members gives a breakdown of numbers across the different member types available.
Member Type: Name of the member types available for purchase
Member Count: Total Unique Members for previous season and new members this season
Paid: Count of members who have a full payment completed or active subscription
Unpaid: List of members who have not renewed from last season
Completed: percentage summary of membership sales numbers versus last season.
Sample report shows a color coded breakdown of membership across all your teams.
Payment Status Explained
Paid - Full payment complete
Pending Renewal - Member last season but not paid up for this season yet
Subscribed - Paying via Instalments which are automatically collected.
Troubleshooting - I have stopped receiving the Weekly squad report?
This can be as a result of either
1) The checkbox for sending squad reports has been disabled:
or
2) The Season has currently ended so no more reports are sent.
In the Membership -> Membership Settings section you can define the start and end date for your season and if the season has ended no more reports will be sent until the new season if created.