Help & Getting Started

For members

How do I submit an entry?

1. Go to your club's site (your club admin will have shared the link, e.g. yourclub.clubcomp.com.au).
2. Sign in with your email and password. (First time? Use the set-password link your club emailed you, or Forgot password.)
3. Pick the competition you're entering and tick Digital, Print, or both if you're entering the same images in each.
4. Drag your images in, or click to browse. Each image needs a title.
5. Read the terms, tick "I'm not a robot", then click SUBMIT ENTRY.
6. You'll get a confirmation email and an entry key, so save the key: it lets you edit later.

Can I edit my entry after submitting?

Yes, right up until the competition closes. Sign in and open My entries to see everything you've submitted, then edit any entry while its competition is still open.

I didn't get the confirmation email

• Check your spam / junk folder. New senders sometimes land there.
• The entry key on the confirmation page is your proof of submission, so save it.
• Sign in and open My entries to look your entry up at any time.
• If you still need it, ask your club secretary: they can see all the entries in the admin area.

What file types and sizes?

• JPEG only.
• Up to 3 MB per image. If an image is larger than 3 MB you'll see a warning and won't be able to upload it: please resize it and try again.
• Images bigger than your club's maximum size (1920×1080 by default) are automatically resized down. If you tick "Do not resize", your file is kept as-is.
• How many images per category depends on the category: your club's admin sets that.

How long are my images kept?

Your full-resolution images are uploaded straight to your club's own Google Drive or OneDrive account, not stored on ClubComp's server. Retention and deletion of those images is managed by your club, not by ClubComp. A low-resolution preview stays on ClubComp so you can always see your entries in My Entries.

When can I see my results?

Results appear on your entry from the day after your competition's judging night, once your club has released them (never on the night itself, even if your club releases results early). Open any entry from My Entries to see the judging night date and, once available, your award. If your club's Points table is switched on, your running points total for the year shows on your My Entries page too.

I forgot my member number

Your club's secretary has the member list and can tell you. ClubComp doesn't email member numbers out automatically.

For club admins

How do I sign in?

• Go to yourclub.clubcomp.com.au/admin/login (replace "yourclub" with your club's slug).
• Or click Club admin login from the platform homepage and choose your club.
• Forgot your password? Use the "Forgot your password?" link on the login form: a reset link will be emailed to you.

Connect your club's Google Drive or OneDrive (required first step)

1. Go to Settings → Entry photo storage and click Connect Google Drive or Connect OneDrive. Sign in with your club's own Google or Microsoft account when prompted.
2. This is a one-time setup step, but it's required: members can't submit any entries until it's connected. If they try, they'll see a "this club hasn't finished setting up yet" message.
3. Full-resolution images upload straight to your club's own account from then on, organised automatically into Year / Month / Category folders. ClubComp never stores the full-size files, only a small low-resolution preview for My Entries, competition pages, and judging.
4. You can switch providers or reconnect any time from the same Settings page.

ClubComp checks your connection every day and emails your club's admins straight away if it ever breaks. Please don't rename, move, or delete the folder ClubComp creates in your Drive/OneDrive: look for "DO NOT DELETE" in its name or description.

Opening a new competition

1. Click Competitions in the top nav → + New competition.
2. Name it (e.g. "June 2026 Open"), set the closing date/time, leave status as open.
3. Set Points type: leave it as Society – Monthly for a regular club competition. Only change it if this competition is a Salon, Interclub, or December event: it controls which award tiers a judge can choose from.
4. Add categories. Each category creates a digital + print pair sharing the name. You set max images per category and the grade (A, AB, B, or all).
5. Members can now enter from your club's home page, as long as your Google Drive or OneDrive is connected (see above).

Adding members (one at a time or in bulk)

• One at a time: People → Members → + Add member. Member number, email, first/last name, grade. They're automatically emailed a set-password invite.
• Bulk via CSV: On the same Members page, use the CSV upload. Required columns: member_number, email. Recommended: first_name, last_name, grade, print_grade. Members who already exist (same number + email) are skipped. Then use Send invites to email everyone their set-password link.
• Deactivate or remove: tick members to deactivate (reversible: they keep their history but can't sign in) or delete them, individually or in bulk.

Getting a competition judged

1. Close the competition, then assign a judge from Judges (pick one from the roster or add a new one: they're emailed a sign-in link and a due date). Don't know a judge? People → Find a judge (PSQ) browses PSQ's directory of accredited Queensland judges.
2. The judge scores entries anonymously in their own portal, or you can download a tidy ZIP of every image to hand over manually.
3. When the judge returns the competition, view the Results page, export a CSV, or print it. Judges can also see and download their own returned results, but can no longer edit them.
4. When you're ready, release results so members can see their awards on their dashboard: this only actually shows on their side from the day after judging night, even if you release earlier.

Need to re-open judging? If a judge already returned a competition but something needs fixing (a missed entry, a scoring mistake), you can re-open it two ways: go to People → Judges → Manage next to that judge, or open the competition's Results page, then click Re-open. Either way you'll be asked to pick a new results-due date first. This puts it back into the judge's portal so they can edit their scores, and moves the competition's status back to closed until they return it again. Picking a new date matters: leaving the old one in place means it's usually already passed, so the system would return it again automatically within the hour. If you'd already released results to members, click Un-release on the Results page first, so members don't see outdated results while the judge makes corrections, then release again once they're done.

Changing how many points each award is worth

Scroll to the bottom of Settings for the Points allocation section: one plain-language block per competition type, pre-filled with the platform's default table. It's locked by default, so click Unlock to edit before changing anything, then Save changes with the rest of the page. A change applies to your club's whole current points year, including competitions already judged this year, but never touches a previous year's already-final figures. A Reset to platform defaults button is there too if you want to start over.

Member Results

Member Results in the top nav shows every member's accumulated points, award-tier counts, and image counts for the club's current points year (with last year's total alongside for comparison), plus a "last month" table, each downloadable as a CSV. Only regular monthly competitions count (Salon, Interclub, and December events use a different award system and aren't included), and a competition only counts once a judge has returned it, from the day after its judging night. You can change when your club's points year starts on the Settings page.

Branding & terms

Settings in the admin nav lets you set your club's name, contact email, tagline, accent colour, logo, maximum image size, and the submission disclaimer / terms shown above the SUBMIT button on the entry form.

Inviting another admin to your club

1. People → Club admins → + Add admin.
2. Enter their email + first name + surname.
3. Leave the password field blank. They'll get a welcome email with a set-password link (24 hours to use it).
4. If their welcome email never arrives, use the "Send reset link" button on the admins list to fire a fresh one.

For visitors & club organisers

What is ClubComp?

A multi-club photo-competition platform built for camera clubs across Australia. Each club gets its own subdomain, branding, and member list. Members submit entries through their club's site, admins run competitions, and judges score them through a dedicated portal.

Can my club use it?

Yes. Sign up your club, pay by card, and you're live immediately, or apply to be invoiced instead. Not sure yet? Request a free 14-day trial with full access before you commit. Any questions, email hello@clubcomp.com.au.

Privacy & data

For details on what personal information ClubComp collects, how it's used, who can see it, how long images are kept, and your rights under the Australian Privacy Principles, see our Privacy Policy. Your use of the platform is also governed by our Terms and Conditions.