🛠️ Administrator Guide

1. Create your club

After creating your account, choose "Create a club". A wizard guides you through a few steps:

1. Club identity — name, description, address, logo.
2. Season — SmartFalco automatically creates an annual season (September to June by default); you can adjust its dates. Courses and membership fees are attached to it.
3. Basic configuration — the essential modules are pre-enabled.
4. Payments (optional) — connect a Stripe account to collect payments online; you can do this later.

The club's creator automatically becomes its first administrator.

2. Configure the club and its modules

In Club settings, you choose which modules are visible to your members: courses, events, shop, resources, news, classifieds, licenses, sponsors, accounting… The availability of some modules depends on your subscription plan.

Custom forms

Every module (members, courses, events…) uses a configurable form: you can add, rename, make required or hide fields (text, date, address, attachment, reference…). Your members only fill in what your club actually needs.

Required documents

Define required documents (medical certificate, statement, parental consent…) for membership, for enrolling in a course or event, or for a license. The app automatically requests them from the members concerned, and you approve them in one click.

3. Invite and manage members

• Email invitation — from the directory, send an invitation; the recipient joins the club in one click, even without an existing account.
• Membership requests — people who find your club can ask to join; you accept or decline each request.
• Family profiles — a parent can enroll their children under their own account; each child appears as a full member in your directory.

The member directory centralizes records, contact details, membership status, membership fees and documents. You can reach a member by internal message directly from their record.

4. Roles and sub-roles

• Administrator — full access to club management and settings.
• Animator — creates and manages their own courses and events, tracks attendance.
• Member — takes part in activities, signs up and pays online.

An animator can hold additional sub-roles:

• Teacher — identifies the club's instructors (HR records, linked to the season).
• Treasurer — grants access to the club's accounting.
• Technician — for managing equipment and resources.
• Licenses — handles federation licenses and may open the documents a license requires (the approval decision stays with the administrator).

5. Courses, events and tournaments

• Courses — year-long activities attached to the season (time slots, capacity, price, teacher). Online enrollment can require documents and a payment.
• Events — one-off or recurring, free or paid, with capacity management and automatic reminders.
• Tournaments — organize internal competitions with dedicated registrations.

6. Online payments (Stripe)

Connect your club's Stripe account (built-in wizard in the settings). Payments — membership fees, course and event registrations, shop, resources — go directly to your club's Stripe account; SmartFalco charges no additional commission.

• Real-time tracking of payments and their status.
• Refunds handled from the app (including manual offline refunds).
• You can also record cash or check payments for a complete picture.

7. Shop, resources, licenses, sponsors, documents

Online shop

Sell your club's gear and products. The public catalog can be shared with a simple link — your buyers don't need an account to place an order.

Structures & equipment (club assets)

Courts, rooms, equipment — on loan or consumable, free or paid. Slot-based booking, unit management, per-member billing.

Federation licenses

Track your members' licenses (multi-federation, multi-sport), the associated medical statements and their validity dates.

Sponsors & partners

Partner registry, partnership tiers, public showcase, tracking of sponsorship income and agreement generation.

Club document binder

The club's shared shelf: bylaws, internal rules, minutes of general meetings, letter templates. Club staff publish (title, description, version, tags, attached file) and every member reads. There is no confidential document and no approval workflow here: whatever is filed is visible to all members.

8. Accounting and treasury

The accounting module keeps a cash journal (income/expenses) fed automatically by online payments and completed with your manual entries. Country-specific categories, locked period closings, exports for your accountant. Accessible to the administrator and to the treasurer sub-role.

9. Club subscription

Every club starts with a 60-day free trial, with no credit card and every feature of the Pro plan. After that, the club's subscription is managed by its administrator from their SmartFalco account; a plan change applies with prorated adjustment. If a quota is reached, nothing is deleted: a larger plan simply lets you create again. Without a subscription at the end of the trial, the club becomes read-only: everything stays viewable and exportable, but nothing can be created or changed.

10. Backup and data

• The club's data is hosted in Europe and backed up automatically.
• GDPR compliance: every member can export or delete their personal data (see the privacy policy).
• Moderation of published content (classifieds, messages) lets you handle reports from members.

11. Finding help

The app carries its own help: the Help entry, pinned at the bottom of the side menu.

• Frequently asked questions, with a “Help on this screen” filter that shows only what concerns the page you came from.
• Report a problem — describe what went wrong; the answer arrives in “My reports”. The 🐞 icon in the top bar attaches a screenshot of the screen you were on.
• User guide — this guide, opened at the page for your role and in your language.