Club Admin Manual · clubcomp

1

Signing in

Every club has its own admin login, separate from the member and judge logins.

Go to yourclub.clubcomp.com.au/admin/login: replace "yourclub" with your club's own subdomain, or click Club admin login from the ClubComp homepage and choose your club from the picker.
Enter your email and password.
Forgotten your password? Use Forgot your password? on the login form, and a reset link is emailed to you.

ClubComp admin login page with email and password fields — The admin login page for your club's subdomain.

2

Your dashboard

Once signed in, the dashboard is your home base: a running list of competitions and the most recent entries members have submitted.

Admin dashboard showing the competitions table and recently submitted entries — The admin dashboard: competitions at a glance, plus recently submitted entries.

The top navigation is the same everywhere in the admin area:

Competitions: create, edit, and manage every competition.
People: members, club admins, and judges.
Settings: branding, colours, logo, and cloud storage connection.

3

Branding & settings

Make the site look like your club's own, and do this early, before you start inviting people.

Settings in the admin nav covers your club's name, contact email, tagline, a custom domain if you have one, logo, and a two-colour gradient used on the submission page's title bar. It's also where you set the submission disclaimer shown above the Submit button on the entry form, and your club's maximum accepted image dimensions.

Settings: club name, contact details, and brand colours with a live preview.

Points allocation

Right at the bottom of the same Settings page is Points allocation: one plain-language block per competition type, pre-filled with the platform's default point values for every award. It's locked by default, so click Unlock to edit before changing anything, then save it along with the rest of the page using the same Save changes button.

A change you make applies to your club's whole current points year, including competitions already judged earlier this year, but a previous year's figures are never rewritten. A Reset to platform defaults button next to it puts everything back to Josh's original table if you ever need to start over.

Where these points actually show up

Every points display recalculates live from the award a judge picked plus your club's table as of that competition's judging night: judge scoring, the Results page and its exports, and Member Results (below) all update together the moment you save a change.

4

Connect your cloud storage

This is a required first step. Members can't submit anything until it's done.

ClubComp never stores your members' full-resolution photos on its own server. They go straight into your club's own Google Drive or OneDrive, organised automatically into Year / Month / Category folders. Only a small low-resolution preview stays on ClubComp, just enough for My Entries, competition pages, and judging.

Go to Settings → Entry photo storage.
Click Connect Google Drive or Connect OneDrive, and sign in with your club's own Google or Microsoft account when prompted.
That's it: new entries from here on upload straight to that account. You can switch providers or reconnect any time from the same page.

Entry photo storage section of Settings showing a connected OneDrive account — Settings → Entry photo storage, showing a club connected to OneDrive.

Before this is connected

Members attempting to submit will see a "this club hasn't finished setting up yet" message instead of the entry form. Connect storage before you invite members to enter.

Don't move or delete the ClubComp folder

ClubComp checks every day that your connection is still working, and emails your club's admins straight away if it ever breaks. Neither Google nor Microsoft lets an app stop you deleting your own files, so please don't rename, move, or delete the folder ClubComp creates: look for "DO NOT DELETE" in its name or description in your Drive/OneDrive.

5

Running competitions

Open a new competition, define its categories, and edit it later if plans change.

Opening a new competition

Click Competitions in the top nav, then New competition.
Give it a name (e.g. "August 2026 Open") and, optionally, a description. The URL slug is generated for you.
Set Closes at: the moment entries stop being accepted, the competition auto-closes. Set Judging night too, shown to members and on your own competitions list.
Leave Points type as Society – Monthly for a normal club competition; only change it for a Salon, Interclub, or December event, since it controls which award tiers a judge can pick from.
Leave Status as Open so members can start entering right away, or set it to Draft to hold it back.

New competition form with name, description, closes at, and judging night fields — New competition: name, description, and dates.

Adding categories

Each category you list is automatically created for both Digital and Print entries. Set how many images members may submit per category and which grade it's open to.

Categories section of the new competition form with Open and Monthly Competition categories, and Create competition button — Categories: one row per category, applied to both entry types.

Editing a competition later

Open Competitions, click Edit on any row. Everything is editable, including status and categories, useful for correcting a closing date or adding a category after the fact.

Edit competition form bottom half, showing Judged status and existing categories — Editing an existing competition: status and categories can change any time.

6

Managing members

Add members one at a time or in bulk, and invite them to set a password.

Members list with bulk CSV import and per-row Send reset link, Edit, Deactivate, Delete actions — People → Members: the full roster, with bulk import and per-member actions.

Adding one member

Click + Add member and fill in their member number, email, first and last name, and grade. They're automatically emailed a set-password invite.

Add member form with member number, email, name, and grade fields — Add member: member number and email are required; grade defaults to B.

Adding members in bulk

Use the CSV upload on the same page. Required columns are member_number and email; recommended columns are first_name, last_name, grade, and print_grade. Members who already exist (matching number + email) are skipped, so it's safe to re-upload an updated roster. Nothing is emailed automatically on import. Once you're happy with the list, use the Send invites button to email everyone their set-password link in one go.

Deactivate, don't always delete

Ticking members and choosing Deactivate is reversible: they keep their entry history but can't sign in until reactivated. Delete removes the account entirely (their past entries stay on record, just no longer linked to a live member).

7

Managing club admins

Any club admin can invite another, useful for handing off to a committee successor.

Admins list showing two admin accounts with Edit and Send reset link actions — People → Club admins: everyone with admin access to your club.

Click + Add admin, then enter their email, first name, and surname.
Leave the password field blank. They'll get a welcome email with a set-password link, valid for 24 hours.
If their welcome email never arrives, use Send reset link on the admins list to fire off a fresh one.

Add admin form with email, first name, surname, and optional password fields — Add admin: leave the password blank to send a welcome email instead.

8

Getting a competition judged

Assign a judge once the competition is closed; they score entries anonymously in their own portal.

Once a competition is closed, go to People → Judges → Assign a judge.
Pick a judge from the platform roster, or add one just for your club; either way they're emailed a sign-in link. Don't know a judge? People → Find a judge (PSQ) browses PSQ's directory of accredited Queensland judges.
Set the date results are needed back by. If a judge hasn't returned results by 6am the morning after that date, the system returns whatever they've scored automatically.
Choose which competitions to assign, and whether they're judging both digital and print, or just one, useful when different judges cover each type.

Assign a judge form top half with judge dropdown, due date, and entries-to-judge options — Assign a judge: choose who, and what they're covering.

Assign a judge form bottom half with competitions checklist and Assign and email judge button — Pick which closed competitions to hand them.

While a competition is out for judging

Track progress from People → Judges, then Manage next to any judge. From here you can assign more competitions, send a password reset, or remove them from your club (this only affects your club; their platform account is untouched).

Once a judge returns a competition, they lose the ability to edit it, but they can still view a read-only copy of their own scoring and download the same CSV you can, in case they want to check their notes later.

Manage judge page showing a returned competition with a Re-open button — Manage judge: this club's assignments for one judge, with a Re-open option once returned.

Need to fix something after they've returned it?

Click Re-open, either next to the competition on this page or on the competition's Results page. You'll be asked to pick a new results-due date first: this matters, since leaving the old date in place (usually already passed) means the system would automatically return it again within the hour. Re-opening puts it back in the judge's portal so they can correct a score, and moves the competition back to closed until they return it again. If you'd already released results to members, click Un-release on the Results page first; otherwise members keep seeing the old results while the judge is still making corrections.

9

Results & exports

Once a judge returns a competition, results are ready to view, export, and release.

Competition results page with award, score, and comments columns, and export buttons for PPTX, Excel, CSV and print — Results: sorted by grade and award, with awards, scores, and judge comments.

From the results page you can:

Download a ready-to-run PowerPoint for presentation night: one photo per slide, full resolution, fetched fresh from your Drive/OneDrive.
Download an Excel sheet split by grade, or a plain CSV.
Print / PDF a print-friendly version straight from your browser.
Click Release to members when you're ready for members to see their own awards and comments on their dashboard. Numeric scores are never shown to members, only the award, and comments if the judge allowed it.

Results appear a day later than you'd expect

Even once you release results, members won't actually see them until the day after judging night, never on the night itself. This is deliberate, so nobody sees an award before it's announced at the meeting. Release any time before or after judging night: the day-after date is what actually gates visibility.

Need to view a specific entry or download everything for a competition? Open it from Competitions → Entries.

Entries list for a competition with Download ZIP and Edit competition buttons — A competition's entries: download the whole set as a ZIP, or view one at a time.

Entry detail page showing competition, type, member, entry key, and images — Entry detail: full submission record for one entry.

10

Member Results

A running tally of each member's points, awards, and images for the year, built automatically from your judged competitions.

Member Results sits in the top nav, its own link rather than nested under Competitions or People. It shows two tables: this year (with last year's total alongside for comparison) and last month, each with its own Download as CSV button. Every row shows a member's name, comp number, grade, a count of each award tier (Out, Accepted, Credit, Merit, Honour), their digital and print image counts, and their total points.

Only regular monthly club competitions count. Salon, Interclub, and December events use a different award vocabulary and are deliberately left out.
A competition only counts once a judge has returned it, and only from the day after its judging night, matching the same rule that governs when members see their own results.
If two competitions were judged in the same calendar month (say, an Open and a Set Subject), last month's table combines them into one row per member.
Your club's points year normally runs 1 January to 31 December. Change the start date on the Settings page if your club's year runs differently.

Each member also sees their own running points total for the year on their My Entries page, so this isn't just an admin-only view: it's worth mentioning to your members once it's populated.

11

Getting help

The in-app Help page (linked from every admin screen) covers the same ground as this manual and stays up to date as features change. For anything else, email hello@clubcomp.com.au.