app2dat for clubs

Introduction & roles

In app2dat your club is represented by an organization profile (ORG). It owns and manages groups — from the central member group to training groups and events. The guiding principle for administration: members maintain their own data. The club only defines which information it needs — the tedious master-data upkeep disappears.

Roles within groups

In addition there are administrators and managers at the profile level of the organization itself (see Profile administration) — so several board members can run the club together.

Quick start: your club in 15 minutes

1. Create the organization profile — user menu → New organization; enter name, logo, category (chapter 3).
2. Define data fields — in the automatically created member group, set up the columns your club needs: contact data, fee, specifics (chapter 8).
3. Take in members — via invitation link/QR poster, import from a CSV list, or create them individually (chapter 7).
4. Structure groups — create training groups as event groups with sessions (chapters 5 and 6).
5. Start communicating — create chat topics, post the first announcement (chapter 11).
6. Optional: verify — for public groups, events and promotion (chapter 4).

Organization profile

1. Choose user menu → New organization.
2. Enter your club's name; optionally provide a main-group template right away (template code + PIN from an association) — your member group then starts fully equipped with data fields, chats and automations.
3. In the Profile tab maintain the logo, description, categories (e.g. sport) and address — Check location validates the address for proximity search.

Together with the organization profile the member group is created automatically — the main group where all club members come together. It is the basis for data fields, fees and for copying members into further groups.

The organization profile's tabs

Verifying the organization

Only verified organizations can offer public groups and events and book promotion. The verification (€55/year) confirms that a real club stands behind the profile:

1. Organization profile → Profile tab → Verify now.
2. Fill in the details: organization name, address, founding date, register number.
3. Select the responsible person — a verified personal profile.
4. Upload an official document (e.g. register of associations excerpt, max. 15 MB) and submit.
5. The document is checked automatically; final approval is given by the app2dat team.

Creating & configuring groups

Group types

Create a new group

1. Open the organization profile → Main groups tab (standard) or Event groups.
2. Tap , enter group image, name and description.
3. Set visibility, member type and PIN (see below), save.

The most important settings ()

Templates: reuse your structure

With Share as template you turn a group into a template (PIN required). Other organizations — for instance your clubs as an association — simply enter template code + PIN when creating a new group: data fields, chat topics and automations are copied automatically. All clubs start with the same structure.

Shares for individual profiles

Via Add share you grant individual profiles access to a group — e.g. a guest coach from another club. Per share you control whether the person may edit and be contacted.

Group context menu

The ⋮ menu on each group bundles the administration: Edit, Invitation (link + QR), Promote, Copy, Move to, Archive/Unarchive, Delete and Automation Manager. Show or hide archived groups via the archive icon.

Event groups & folders

For sessions the hierarchy is folder → event group → session:

• Event group folder — a purely organizational container, e.g. "Trainings", "Exams", "Events".
• Event group — the actual group with participants and session management, e.g. "Beginners".
• Session — the single appointment with date, location and attendance list.

1. Event groups tab → → create a folder (name, description, image).
2. Enter the folder and create the event groups inside.
3. Set up the sessions in each event group (chapter 10).

Cross-club events

If an event group is public, other clubs can register and enter their own participants — ideal for courses, exams and competitions. Each club only sees its participants; you as the organizer see the full list. For this, set the event group's member type to organizations; you manage the participating clubs in the Participants tab.

Managing members

The management's Members tab shows the member table with all data fields as columns — sortable (multi-level too), searchable, with a selection mode for bulk actions and direct edit mode in the table.

Four ways to take in members

1. Invitation link & QR code: Group menu → Invitation generates a reusable registration link with QR — perfect for the notice board and website. Anyone following the link registers themselves with all required profile data.
2. Via profile code: Scan the member's profile QR or enter profile ID (P…) + PIN — Add takes them in directly, Invite sends an invitation to accept themselves.
3. CSV import: import whole member lists from a CSV file; a MAP file assigns the columns to the fields. The preview automatically detects existing members.
4. Create new: The club creates a managed profile itself — also for members without a smartphone. It can be handed over to the person later.

Member status

Every membership has a status — via the context menu Change status you control the lifecycle:

The status history documents every change with date and originator. Via a member's context menu you also reach profile data, email, private message and removal from the group.

Exporting

• CSV export — freely choose profile and group fields; for event groups including attendance in a period (as a count or per session).
• QR codes & profile images — e.g. for membership cards.
• Label PDF — stickers in a grid with configurable dimensions (Avery-compatible), presets can be saved.

Data fields (group data)

Data fields are the columns of the member list and at the same time the form members fill in themselves. Configuration: Members tab → Available data fields.

Field types

Permissions per field

Fees & payments

Set up a fee

1. Create a data field of type Payment in the group (chapter 8).
2. Set the amount and currency.
3. Choose the interval: one-time or recurring (monthly, every 2/3/6/12 months) — plus the due date.

Recurring fees are checked on the server daily: for every due period a new payment request is created for the member automatically.

The club's payment methods

In the profile administration under Payment accounts you store how members can pay:

• Bank transfer — bank name and IBAN; members see the details in the payment dialog.
• PayPal — with your own PayPal business account (client ID + secret); enables direct payment and card payment in the app, including subscriptions for recurring fees.

Booking incoming payments

Online payments book themselves. If a member pays cash or by bank transfer, you mark the payment field in the member table as paid — the status turns green and the transaction is credited to both sides. Every payment appears in the profile's transaction overview (filterable by period and text).

Sessions & attendance

Creating sessions

1. Event group → Sessions tab → .
2. One-time session (multi-day possible) or recurring session — the series repeats weekly on the weekday of the start date until the end date.
3. Set the time from/to and the location — saved locations are reused across the group (the address is validated).
4. Optionally assign responsible persons (e.g. the coaches of the training).

Recording attendance

• Checklist: session → Attendance — all members at a glance.
• QR scan at the entrance: activate the QR scanner in the same dialog and scan the arriving members' profile QR codes — every attendance is documented in seconds.
• Self-service: members sign up or off themselves, with an optional comment. Once the session has started, the entry is closed.

Recorded attendance flows into the CSV export — as a rate or broken down per session. Ideal for exam requirements and grant applications.

Cancelling or hiding a session

Via Change status you cancel a session with a reason — members see the reason and are notified; recorded attendance is cleared. In a series, a single occurrence can also be hidden (e.g. during holidays).

Communication

Creating chat topics

In the Chats tab you create topics via — e.g. "General", "Announcements", "Questions". Per topic you control whether comments are allowed and which emoji reactions are available; topics are visible to all members or selectively to chosen ones.

Announcements with reach

Messages marked as announcements additionally appear as a story in the feed of all members — the club news also reaches those who don't check the chat daily.

Surveys

Via the paperclip → Create survey: define the question, answer options (sortable, optionally with emoji) and behavior — Multiple selection, Anonymous for participants (only counts), Fully anonymous (including administration), Delay results until voting ends. You see the results per option with participants; the survey can be locked at any time.

Direct line

• Private message to any member — right from the member list.
• Copy email address — via a member's context menu (Copy email).
• Push notifications go out automatically for messages, sessions and tasks — members control them per group and topic via the bell .

Tasks

In the Tasks tab you distribute the club work — from tournament setup to auditing the books:

• Create via ⊕ with title and description; set priority, due date (date + time) and status directly in the table.
• The effort (time spent) can be recorded per task.
• Every task has its own task chat — questions and progress stay with the task.
• Admins and managers can edit; members see the tasks and discuss in the chat.

Documents & content

In the Content tab you provide material to the group:

• Folder structure — nested as needed; rename or delete folders via the context menu.
• Documents — upload with title, description and optional version; open, edit, copy, delete via the context menu.
• Links — external web addresses with preview.
• Storage — the usage ("X of 5000 MB") is shown at the bottom.

Members can view and download; admins and managers manage.

Stories & promotion

Stories: free reach

Posts from your organization profile appear in your members' feed — with text, photos, links, categories and location. Announcements from group chats land there as well. For everything internal this is the fastest channel.

Promotion: paid visibility

With promotion you make a group or a session visible in a targeted way — to people who are not members yet, by region and interests. Prerequisite: a verified organization profile.

1. Group or session context menu → Promote.
2. Choose the reach: a radius of 10–500 km around the venue, or nationwide.
3. Set the budget (daily or total budget, min. €5) and the runtime — the cost preview calculates everything.
4. Confirm. Billing is based on actual impressions (CPM €5/1000) and clicks (CPC €2) — never more than your budget.

You top up the required credit in fixed packages (€25–400) in the profile administration. Running promotions with impressions, clicks and costs are listed there in the Promotion tab — pause, resume or delete at any time.

Profile administration

The profile administration (Administration in the profile tab) is the control center of the organization profile — with four areas:

Several administrators

Via Add user you authorize additional accounts as administrator (full access including user management, merging, deleting and payment accounts) or manager (administration with limited rights). The board runs the club together — without a shared password.

Merging profiles

Duplicate profiles (e.g. one created by the club and one self-registered) are merged losslessly with Merge profiles — memberships and attendance are preserved; the log documents the process.

Automation & AI

Nobody has to do recurring administrative work by hand. app2dat brings three tools for this:

Automation Manager

The magic-wand icon in the header opens the Automation Manager — a fully-fledged script editor with tree view, folders and execution reports. Scripts (JavaScript) access members, sessions, attendance, messages, PDF and CSV functions via the a2d API. Triggers:

• Menu trigger — the script appears as an action in the group menu,
• Event trigger — runs automatically on data changes (e.g. new attendance, status change),
• AI trigger — the support assistant may offer and run the script on request.

Typical examples: attendance export as PDF, reminders for open fees, transferring data between groups, bulk notifications.

Automation assistant (AI)

The built-in automation assistant creates the scripts for you: describe in plain language what should happen — it reads the real structure of your groups, writes the script, checks it and explains the flow. For open decisions it asks targeted questions with options to choose from. In the editor, the AI Copilot additionally helps with suggestions on the open script — changes appear as a proposal and are only applied when saved.

Support assistant for your members

The AI Assistant also answers administration questions in context and highlights the matching buttons right in the app. Existing automations with an AI trigger are offered as a one-click solution.