Every club ends up keeping a few details about its members that live nowhere in particular — who has a locker and which one, what kit size they take, who has signed a Gift Aid declaration, someone's governing-body number. They usually end up in a spreadsheet on one person's laptop.
Club records are your own custom fields on a member. You decide what they are called and what kind of answer they take, you fill them in yourself, and from that moment you can search by them, show them as a column in your members list, and include them in a download.
They are never shown on your sign-up form. Nobody is asked — the club simply keeps them.
It helps to hold a club record next to the thing it is not.
- A registration question is something a member answers when they join — “Do you have any medical conditions?”, “Who is your emergency contact?”. It appears on your sign-up form, and the member is the author.
- A club record is something your club knows and wants to find people by later — Locker Number, Kit Size, Gift Aid Declaration. It is never shown on the sign-up form, and a manager is the author.
That is the whole distinction. If a field belongs on your sign-up form, it is a registration question. If it is something you fill in about a member, it is a club record.
- Locker or key-fob number — who has which locker, and who still has a key you want back.
- Kit issued and kit size — so the next order is a lookup, not a WhatsApp thread.
- Gift Aid declaration — a Yes/No you can chase, and the single most valuable one for most clubs.
- Governing-body or licence number — an England Boxing number, a county affiliation number, a competition licence.
- Paperwork returned — a signed code of conduct, a photo-consent form, a parental agreement that came back on paper.
- Grade, belt, handicap or classification — whatever your sport uses to band people.
- Car-park permit, bar account or clubhouse key — the small facilities admin nobody has a home for.
- How they found the club, or when a trial period ends — useful for a season, then forgotten.
- Life member, honorary member, founder — the standing that never expires but is never written down.
The test is simple: if it is a fact about a member that your club needs and Teamo does not already hold, it is a club record.
Plenty of things about a member already have a proper home in Teamo, and those homes do more than a club record can. Reach for them first:
- What someone pays, and whether they have paid — that is a membership in Club Products, tracked in the Payment Centre. A club record could only ever be a label you retype; a membership actually takes the money, renews, and reports.
- Anything you need to ask members — make it a registration question so they answer it themselves, and it stays up to date without you.
- Qualifications, DBS and certificates with an expiry — use Qualifications & Checks, which stores the attachment and warns you before it lapses.
- Which team someone is in, or what they can see — that is teams and groups, plus Manage Club Roles.
- Photo permissions and publication consent — already switches on the member's profile.
Club records are for everything left over — and every club has a list.
Manage Club → Club Records, under People — directly after Registration, because the two ideas sit side by side. Registration is what members are asked. Club Records is what the club keeps.
The screen lists every club record you already have, with its answer type and whether it is live, and links straight through to the editor.
Screens throughout this page come from a demo club, so the record names you see are sample data — yours will be whatever you name them.
There is a second way in — a Club Records section at the bottom of Edit Club Details — but the menu card above is the front door.
From the Club Records screen, choose Manage club records to open the editor.
- Select Add a club record.
- Give it a Field name — this is the label on members' profiles and the heading on your column, so name it the way you would say it out loud: Locker Number, not What locker do you have?
- Choose an Answer type.
- Select Save, then switch the record to LIVE.
A record has to be live before you can use it. Until you switch it on it will not appear on member profiles and will not be offered as a column. If you are still deciding on the wording, leave it not live and nobody will see it.
Which answer types can I use? Four — the four a manager can fill in from a profile:
- Yes/No — Gift Aid declaration, code of conduct returned, key handed back. Anything you are ticking off.
- Short Text — locker numbers, licence numbers, references.
- Long Text — a note that needs room.
- Multiple Choice (one answer) — a fixed list, when you want everyone recorded the same way.
For anything with a known set of values — kit sizes, grades, bands — use Multiple Choice rather than Short Text. Free typing is where “large”, “Large ” and “L” creep in, and an exact-match search will treat them as three different answers.
Open anyone in the Members Centre and look in the DETAILS block, just above Address. As a manager you see every live club record, including the empty ones — an empty record shows a dash, with a pencil beside it.
Showing the empty ones is deliberate — the blank record is usually the one that needs your attention, and the profile is the only place to fill it in.
Select the pencil and the row turns into an editor in place — a text box, a Yes / No picker or a list, depending on the answer type. Nothing opens in a new window.
Select Save and the answer is recorded straight away — ready to search on.
This is what club records are for. In the Members Centre search box, type ClubRecord: followed by the record's name.
- ClubRecord: Gift Aid Declaration — everyone who has an answer recorded.
- !ClubRecord: Gift Aid Declaration — everyone who has none, including members who were never asked.
- ClubRecord: Kit Size = Large — everyone whose answer is exactly Large.
The ! version is usually the one you actually want: who has not signed the Gift Aid declaration, who has not returned their code of conduct, who is still unaccounted for. It is the chase list, and it is one search away.
You do not have to remember the syntax — it is listed in Search Help alongside the other search terms.
In the Members Centre, choose Configure → Select visible columns. Every live club record is listed at the end, under its own name, and every one is off by default — a club with fifteen imported records should not open its members list to fifteen extra columns.
Switch one on and it behaves like any other column, and is remembered for next time you open the members list.
Downloads too. The members download wizard offers your club records as columns alongside your registration answers, so “export the whole club with their kit sizes” is a single download rather than a merge.
If these details already live in a spreadsheet — and they usually do — the member import is the fastest way in. Records and answers arrive together, in one run.
When your file has a column the importer cannot match to anything in Teamo — locker, kit_size, gift_aid — it offers to create it, and asks “Where does it belong?”. The answer defaults to Club record (not asked at sign-up), with Registration question as the alternative.
That default is worth understanding. Import ten unmatched columns as registration questions and your sign-up form quietly grows by ten questions nobody meant to ask, in front of every future member. As club records, the same ten columns are held by the club and shown to nobody.
The confirmation step lists them back to you by name before anything runs, labelled as club records held by the club and never shown on the sign-up form. And if a record already exists, the importer offers it as a mapping target marked (club record), so a second spreadsheet maps onto the fields you already have instead of duplicating them.
One thing to know: a club record created in the import dialog is created as soon as you confirm it, not when the import finishes. If you cancel the import afterwards, the record is still there — delete it from the Club Records editor if you do not want it.
- Managers and club admins — see every live club record, empty ones included, and are the only people who can edit them.
- The member themselves — see only the records that have an answer, read-only.
- Anyone else — the same: answered records only, read-only.
- Someone filling in your sign-up form — sees nothing. Club records are never on the form.
Members cannot edit their own club records — that is deliberate, and it applies to managers on their own profile too. A club record is by definition something the member is never asked, so the member is not its author. “Has this person signed their Gift Aid declaration?” should not be answerable by the person it concerns.
Members also never see a column of blank labels. If a record has no answer for them, it simply is not there on their view of their profile.
- Live is the switch that matters. Not live means no profile row, no column, no search results.
- Name it as a label, not a question. The name is used as a heading and as your search term.
- Club records are never on the sign-up form — if you need to ask members something, create a registration question instead.
- They are yours. Your records, your names, your order — nothing is shared between clubs or imposed on you.
- Deleting a record removes it from your club, and any column showing it disappears with it.
- Personal data still applies. Only record what your club has a reason to hold, and remember club records are visible to your managers.
- Club Roles, Visibility & Permissions — who counts as a manager, and what they can see.
- Help Centre — everything else, including registration, memberships and member management.
Still stuck? Use the Support button in the app and we will pick it up.
