First club

Get a real club started

43 steps that take a club from nothing to one team running a real week on Wall Ball, then to the whole club. Each section says who does it. Tick each step as it is done. Ticks stay in this browser.

How it goes

The club is created. Wall Ball does it and emails the club's admin, or the admin does it at wallball.team/start. Either way the club gets its own address, and it takes a few minutes.
The admin sets it up in one sitting. Details, waivers, Stripe, fields and the first program. About half an hour, most of it Stripe's questions.
One team goes first. A coach and a handful of families register, pay and run an ordinary week on it.
Then the whole club. Once that week has gone well and the rough edges are fixed.

Tell the club this first

What Wall Ball does not do yet. Better heard now than found in week one.

It is a website, not an app from a store. It works in any phone's browser. Phone notifications are not built yet, so reminders and notes arrive by email.
Payment plans are not charged automatically. A family on a deposit or monthly plan pays each part themselves from their Money page. The club sees who is behind.
Stripe keeps its card fee on a refund. An admin refunds a card payment from the family's registration. The money comes back out of the club's Stripe balance and Wall Ball returns its own fee, but Stripe keeps its card fee: the club is out that part, or the family is if the club has families pay the fees. Withdrawing a registration does not refund anything by itself.
USA Lacrosse numbers are not checked with USA Lacrosse. Wall Ball checks that a number looks right. The club confirms it in USA Lacrosse's roster tool and marks it verified.
A disputed payment is taken back from the club if the bank sides with the family. When a family's bank disputes a card payment, Wall Ball answers the bank with what the club sends it. If the bank decides for the family, the amount comes back out of the club's Stripe balance and the family owes it again.
Start with one team. Email to more than about a hundred people at once is not reliable yet. One team is well inside that.
Club-wide events are for staff only so far. An event with no team shows on the club's board, not on family schedules. Put events on a team for now.

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1Before you invite a club

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Who: You

Three things to settle first. None of them needs the club.

Pick the club, and one person there who will be its admin. Get the email address they will sign in with.Should happen: One name and one address. That person can add more admins later.
Decide whether this club takes card payments from the first day, or starts with checks and cash.Should happen: Card payments on wallball.team are real: Stripe is live. A club can take them as soon as its admin finishes Stripe onboarding. Checks and cash can be recorded either way.
Agree with the admin on one team and a handful of families to start with, and a date to open to everyone else.Should happen: Five or so families who will forgive a rough edge, and a coach who will use it for a week.

2Create the club

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Who: You, signed in at wallball.team

Open wallball.team/platform and press New club. Fill in the club name, short name, city and state, time zone, address, colors, and the admin's email address.Should happen: The club's page opens and says the first admin was emailed how to sign in. The address you chose is the club's own site: yourclub.wallball.team.
Or let the club create itself: send its admin wallball.team/start. They sign in, name the club and pick its address.Should happen: They are the club's admin at once and land on a setup list. You get an email named New club, and the console marks the club as self-created. It has no email address of its own until its admin creates one under Club, Mail.Never run before
On the club's page, under Fees, enter the club's team store at vtc.store if Valor hosts one, or leave it empty.Should happen: The fee shows as 1% with a store and 3% without. That is the only thing Wall Ball charges, and only on card payments.
Open the club's address in a private window.Should happen: Its own sign-in page, in its colors, with its name. Nothing needs to be added in Google for this club.
Tell the admin to expect an email from hello@ their club's address, and send them the link to this page.Should happen: They know which email address to sign in with, and what the first sitting below asks for.

3The admin's first sitting

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Who: The club's admin, at the club's address. About 30 minutes.

Have these to hand: the organization's legal name, its EIN (or a Social Security number for an individual), a bank account and routing number for payouts, the club's waiver wording, and the fields you play on.

Open the email and sign in with that address, using Google or the emailed link.Should happen: You land in the club with a Club tab. If it asks for your name, give it: that is what families see in chat.
Club, Settings: add the contact email families should write to, and check the colors and logo.Should happen: They save and show across the app at once.
Settings, Season: check the season dates and each age group's birth dates against USA Lacrosse's chart for this year.Should happen: Every age group you run is there with the right dates. Age groups cannot be added or renamed once the season exists, so tell Wall Ball now if one is missing.
Settings, Waivers: read the starter waivers and replace the wording with the club's own.Should happen: Each one saves with a new version number. Families sign the version that is current when they register.
Club, Payments: start Stripe onboarding and answer Stripe's questions.Should happen: You come back to Payments and it says the club can take card payments. If Stripe still needs something, the page lists it.
Club, Payments, "Who pays the fees": choose the club or the family.Should happen: The page shows what a $500 payment comes to each way. With the family, an online payment fee is added at checkout and the club receives the full price.
Club, Fields: add each venue and its fields.Should happen: They are there to pick when an event is scheduled, and each venue can be marked open or closed.
Club, Programs: create the program the first team belongs to. Set the fee, the number of spots, and any deposit or monthly plan.Should happen: It shows on the club's public programs page, at the club's address followed by /programs, with a Register button.
Club, People: invite one more admin or a director.Should happen: They get an email, and have the Club tab once they sign in. A club should never depend on one person's login.

4One team first

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Who: The club's admin, then the coach

Club, Teams: create the team in that program and add its coach by email.Should happen: The coach gets an email. Once signed in they have the team, its roster and its thread.
The coach: add the weekly practices as a series, and the first game.Should happen: The team's line shows them. If two events land on the same field at the same time, it warns before saving.
Club, Mail: note the team's email address.Should happen: An address for the club and one for the team. A team member who emails the team's address has it posted in the team thread.

5A few families register

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Who: The admin sends the link. Five or so families use it.

Send the families the club's programs page and ask them to register this week.Should happen: Each family signs in with Google or an emailed link, with no password to make.
A parent registers a player: the player's details, sizes and emergency contact, the waivers, then a payment plan.Should happen: The player is placed in an age group from their birth date. The registration shows under Club, Registrations as soon as it is submitted.
The parent pays by card, or chooses to pay the club by check or cash.Should happen: A card payment shows as paid on the family's Money page and a receipt is emailed. A check or cash shows as owed until the admin records it.
The admin records one check or cash payment: Club, Registrations, open the family's registration and record the payment.Should happen: That family's balance drops by the amount, and they are emailed a receipt.
If a family needs money back, the admin opens their registration, finds the card payment and presses Refund this payment.Should happen: The money goes back to the family's card, the family is emailed, and the refund shows on their Money page.
The admin opens each new registration and adds the player to the team.Should happen: The player is on the coach's roster, and the family joins the team thread and sees the team's schedule on their line.
The admin checks each player's USA Lacrosse number in USA Lacrosse's own roster tool, then presses Mark verified.Should happen: The player shows as verified to the family and the coach. Wall Ball checks the number's shape only, so this check is the club's.
One parent adds a second guardian under Family.Should happen: The second guardian is emailed, and sees the same players and schedule after signing in.

6Run a week on it

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Who: The coach and the families

This is the real test: one ordinary week with the team using nothing else.

The coach asks for replies on the game. Families answer going or not going.Should happen: The coach sees who is coming, who is not, and who has not answered.
The coach presses Remind the team on an event with people still to answer.Should happen: A reminder is posted in the team thread and emailed.
The coach pins a note that asks for acknowledgement, such as which jersey to wear.Should happen: Families get it by email and press Got it. The coach sees the count go up.
The admin marks a field closed with a reason, then reopens it.Should happen: Families see the closure at the top of their line while it lasts.
After the game, the coach takes attendance and adds the score.Should happen: Both are saved on the event, and the score shows on the line.
A parent adds the family calendar to their phone from the Family page.Should happen: Practices and games appear in the phone's own calendar and stay up to date.
A parent asks Ask when the next practice is and what they owe.Should happen: Each is answered at once. A wrong answer has a Report inaccurate answer link under it, which reaches Wall Ball.
Everyone uses it on their own phone for the week.Should happen: It works in the phone's browser. There is no app to install and no notifications on the phone yet: news arrives by email.

7What you watch while they do

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Who: You, on the platform

Open the club on wallball.team/platform every day or two.Should happen: Stripe says Ready, registrations and money collected are rising, and nothing is flagged.
Open Ask answers.Should happen: Any answer a family reported is listed with the question and what Ask said. Mark each one fixed when it is dealt with.
Ask the admin to look at Club, Mail once during the week.Should happen: Email that could not be posted to a team is waiting there for them to reply to or set aside.
Talk to the admin, the coach and two parents at the end of the week.Should happen: A short list of what confused them. Fix those before the rest of the club arrives.

8Open it to the whole club

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Who: The club's admin

Create the rest of the season's programs and teams, and add every coach.Should happen: The public programs page lists everything the club is offering.
Send every family the programs page, with the date registration closes.Should happen: Registrations arrive under Club, Registrations, and spots count down on each program.
Build rosters from the registrations as they come in.Should happen: Every registered player is on a team, and every family is in their team's thread.