BowlsTimeHelp Centre
Admin Help Guides

Step-by-step guidance for Club Admins and Selectors — covering Club Settings, Match Selection, League Management, and Competition Entries & Draws.

Everything you need to configure your club — from rink numbers and opening times to modules, branding, kiosk mode, and member management.

1. How to navigate to Club Settings

  1. 1Ensure you are logged in and have selected the club you manage.
  2. 2Click or tap your name in the top right corner of the screen.
  3. 3Select Club Settings from the menu. Alternatively, open the Admin dropdown in the top navigation and select Club Admin.
  4. 4You will land on the Club Settings page, which contains all the configuration options for your club.

2. General Club Details

  1. 1Edit your Club Name and Description — these appear throughout the app and on your club homepage if enabled.
  2. 2Upload a Club Logo — this is displayed in the header and on printed team sheets.
  3. 3Set your club Season (Indoor or Outdoor) — this affects how fixtures and sessions are displayed.
  4. 4Enter the Primary Admin Email — this is the address that receives admin notifications.

3. Rink & Session Configuration

  1. 1Set the Number of Rinks available at your club.
  2. 2Set your Opening Time and Closing Time — these define the hours members can book between.
  3. 3Set the Session Duration in hours (for example, 2 hours means booking slots are 2 hours long).
  4. 4If your club uses non-standard session times, toggle Use Custom Sessions and define each session's start and end times.
💡 Tip:If you change the number of rinks or session times, existing bookings are not affected — only new bookings use the updated settings.

4. Booking Rules

  1. 1Toggle Auto-Approve Bookings if you want member bookings to be confirmed instantly without admin approval.
  2. 2Toggle Open Roll-ups to allow members to join roll-up sessions booked by other members.
  3. 3Toggle Private Roll-ups (requires Open Roll-ups enabled) to let members create private roll-ups that others cannot join.

5. Modules

  1. 1Each module can be switched on or off independently using the toggles in the Modules section.
  2. 2Rink Booking — the core booking grid. Almost always left on.
  3. 3Match Selection — enables team selection and availability tracking.
  4. 4Competitions — enables knockout and round-robin competition draws.
  5. 5Leagues — enables internal league management with fixtures and tables.
  6. 6Club Homepage — builds a public-facing club homepage with news and galleries.
  7. 7Function Room Bookings — manage function room enquiries and availability.
  8. 8Custom Branding — design custom scorecard layouts with your club colours.
  9. 9Club Messaging — enable in-app chat channels for members.
  10. 10SMS Notifications — enable paid SMS notifications (requires a monthly allowance).
💡 Tip:Turning a module off hides it from members and removes it from the navigation. Existing data is retained if you switch it back on later.

6. Branding & Appearance

  1. 1Choose a Club Theme colour (Emerald, Blue, Purple, Slate, Rose, or Amber) — this sets the accent colour throughout the app for your members.
  2. 2Configure Team Sheet template settings — choose a style (Classic, Compact, Modern, or Bowls), primary colour, font size, and optional fields like dress code or venue.
  3. 3If you enable Advanced Mode for team sheets, you can upload a custom header image and edit the HTML template directly.
  4. 4Configure League Table print settings in the same way — style, colour, font size, and optional footer text.

7. Kiosk Mode

  1. 1Toggle Kiosk Mode to enable a touch-screen terminal where members log in by entering their unique 5-digit member ID.
  2. 2Enter the Kiosk Account Email — this is the dedicated account used to run the kiosk terminal.
  3. 3Set up the kiosk device by logging in with the kiosk account email, then navigate to the Bookings page — it will automatically enter kiosk mode.
💡 Tip:Each member must have a 5-digit Member ID assigned in their profile before they can use the kiosk. You can assign these in the Members admin page.

8. Membership Fees

  1. 1Toggle Membership Fee Enabled to charge members an annual fee online via Stripe.
  2. 2Enter the Fee Amount in pence (for example, 5000 = £50.00).
  3. 3Enter a Description — this is shown to members on the payment page.
  4. 4If your club has its own Stripe account, enter your Stripe Secret Key and Publishable Key to collect payments directly. Otherwise, the platform Stripe account is used.

9. Saving your changes

  1. 1Scroll to the bottom of the Club Settings page and click Save Changes.
  2. 2A confirmation message will appear when the settings have been saved successfully.
  3. 3Some changes (such as theme colour) may require members to refresh their browser to see the update.
💡 Tip:If you are partway through editing and navigate away without saving, your changes will be lost. Always click Save Changes before leaving the page.

10. Adding new members

  1. 1Go to Admin → Members (or click Members in the Admin dropdown).
  2. 2Click Add Member to open the new member form.
  3. 3Enter the member's Title, First Name, and Surname.
  4. 4Enter their Email Address — this is used for their login and notifications. If they do not have an email address, you can leave this blank and they will be added without app access.
  5. 5Enter their Phone Number (optional).
  6. 6Select their Membership Groups (for example: Winter Indoor Member, Summer Indoor Member, Outdoor Member, Social Member).
  7. 7Set their Role — Member, Steward, Selector, Secretary, Live Scorer, or Admin. Most members should be set to Member.
  8. 8Set their Membership Status to Approved (they can access the app immediately) or Pending (they must be approved before they can access the app).
  9. 9Click Save to add the member to your club.
💡 Tip:If you set a member's status to Pending, they will not be able to access the app until you approve them. Use Pending for members who need to pay a fee or complete a form before joining.

11. Importing members in bulk

  1. 1Go to Admin → Members.
  2. 2Click Bulk Import to open the import dialog.
  3. 3Download the CSV template if you need a starting point — this ensures your file has the correct column headers.
  4. 4Prepare your CSV file with the following columns: Title, First Name, Surname, Email, Phone, Membership Groups, Role, and Membership Status. Each row represents one member.
  5. 5Drag and drop your CSV file into the import area, or click Browse to select the file from your computer.
  6. 6Review the preview of the imported data — the system will show you how many members will be added and flag any errors (for example, missing required fields).
  7. 7Click Confirm Import to add all the members to your club.
  8. 8A summary will show how many members were added successfully and how many had errors.
💡 Tip:Bulk import is ideal for setting up a new club at the start of the season. You can import all your existing members in one go, then assign roles and membership groups individually afterwards.

12. Changing member roles

  1. 1Go to Admin → Members.
  2. 2Find the member whose role you want to change — use the search box to filter by name or email.
  3. 3Click on the member's name to open their Member Details dialog.
  4. 4In the Role dropdown, select the new role: Member, Steward, Selector, Secretary, Live Scorer, or Admin.
  5. 5Member — standard access; can book rinks, view selections, and enter competitions.
  6. 6Steward — can approve, reject, and manage bookings in addition to member features.
  7. 7Selector — can create and publish match selections in addition to member features.
  8. 8Secretary — has the same access as a Steward, typically used for club secretaries.
  9. 9Live Scorer — can enter live scores on match day in addition to member features.
  10. 10Admin — full access to all club admin features, including settings, member management, and all modules.
  11. 11Click Save to apply the new role.
💡 Tip:Be careful when assigning the Admin role — Admins have full access to all club settings and can manage other members. Only assign Admin to trusted club officials. You can change a member's role back at any time.

13. Approving pending members

  1. 1When a new member requests to join your club, their status is set to Pending. You will see a notification badge on the Members page showing how many pending members are waiting.
  2. 2Go to Admin → Members.
  3. 3Click on the Pending filter tab to see all members awaiting approval.
  4. 4Review each member's details — name, email, and any information they provided when requesting to join.
  5. 5To approve a member, click Approve next to their name. They will immediately gain access to the app and receive a welcome email.
  6. 6To reject a member, click Reject next to their name. They will be removed from the pending list and will not gain access to the app.
  7. 7To approve or reject multiple members at once, select them using the checkboxes and click Bulk Approve or Bulk Reject.
💡 Tip:When you approve a member, they receive an automated email with a login link. If they do not receive the email, ask them to check their junk or spam folder, or contact them directly with the app URL.