Frequently asked questions
Each question matches a problem users really ran into. An answer fits in five sentences and leads to its article.
Getting started with GestiClub
How do I learn to use GestiClub?
Start with the tutorials of this documentation: they set up your club step by step, in order. The manual then details each module, screen by screen. The replays of the ten live presentation evenings are online at gesticlub.ch (in French). For a precise question, click Create a ticket, at the top of this page.
Reference article: 1: GestiClub's help
Keywords: learn, training, live, replay, video, tutorial
Where do I start when the club has just opened its account?
Follow the tutorials in order: "My first steps in GestiClub" (your profile, the club's information, the season, the groups and the committee's access), "Preparing the accounts and invoicing", then "Bringing in your members". Check the season dates right from the start, in Settings › General settings: they drive the subscriptions, their prorata and the first fiscal year.
Reference article: 1: Introduction
Keywords: start, begin, configure, set up, setup, season
Can we ask for a new feature?
Yes: create a ticket that describes your concrete need. GestiClub is the same software for all clubs. It evolves when an improvement serves the greatest number, but there is no custom version for a single club.
Reference article: 1: GestiClub's help
Keywords: improvement, new feature, request, custom, evolution
Dashboard
Why can't I see the revenue on my dashboard?
The Debtors, Cumulative revenue and Monthly revenue blocks require the View right of the accounts. By default, only the Administrator, the Committee, the Secretary and the Accountant have it: a coach or a member therefore does not see the club's finances.
Reference article: 2: The available blocks
Keywords: revenue, turnover, finances, block, widget, coach, rights
How do I add a block to my dashboard?
Click New block, hover over a category, then click the block you want: it is added at the bottom of the left-hand column, and you then move it by its title bar. A greyed-out block is already on your dashboard. You only see the blocks your role allows.
Reference article: 2: Organising your dashboard
Keywords: block, widget, add, dashboard, home
Contacts
Why does my search not find my member?
Type at least two letters, without worrying about accents or capitals. The search covers the contact's record: first name, last name, company, family, emails, phones, city, postal code and member number. The parents' names are not part of it: a child is found by their own first name or last name. With several words, only the records that contain each of the words stay displayed: if in doubt, type a single word. If nothing is shown, check on the left that no filter, group or distribution list narrows the list.
Reference article: 3: Searching for a contact
Keywords: search, find, member, name, first name
How does GestiClub avoid duplicates?
During entry, the Person already exists window points out a parent or a contact person who has the same first name and last name, and offers to make them a member. When saving, the Possible duplicate window shows the records with the same name, even with a slightly different date of birth: keep Create anyway for genuine namesakes. If the first name, the last name and the date of birth, or the first name, the last name and the email, match an existing record, saving is refused. To find and merge the duplicates already there, the Administrator and the Secretary click Duplicate contacts.
Reference article: 3: Duplicating a member and avoiding duplicates
Keywords: duplicate, double, merge, same person, namesake
I imported the same file twice. Have I created duplicates?
In principle, no. The import recognises an existing member by their first name and last name, ignoring accents and capitals. With the same date of birth, or the same email if the file has no date of birth, the existing record is updated. Otherwise, the Potential duplicates window lets you choose New, Update or Skip. A different spelling, such as "Jean-Marc" and "Jean Marc", is not recognised: after the import, run Duplicate contacts.
Reference article: 3: Importing contacts
Keywords: duplicate, import, twice, excel, reimport
An empty cell in my file erased some information. Why?
For a member already on file, the file is the reference for every column it contains: a filled-in cell replaces the record's value, an empty cell erases it. A column missing from the file changes nothing. To update only a few pieces of information, import a file that contains only those columns, with the first and last name. The first name, the last name and the date of birth are never changed by the import, and neither is a subscription already invoiced for the current period.
Reference article: 3: Updating members already on file
Keywords: import, empty cell, erased, update, column, subscription
Some members are missing after the import. Why?
A row with no first name or no last name is not imported. At the end of the import, the Summary window gives the number of rows in error, with their number in the file: correct them, then import the file again or add these people by hand.
Reference article: 3: Importing contacts
Keywords: import, missing, row, error, summary
Did the imported members receive an email?
No. The import creates no access and sends no email, apart from the resignation emails of a member whose exit date is in the file. To give the imported members access, select them in the grid, then click For selection › Send validation: each one receives a link, valid for 7 days, to check their data and create their access.
Reference article: 3: Importing contacts
Keywords: import, email, invitation, validation, access
How do I delete a member?
An active member cannot be deleted directly: their row offers Record resignation. Once the resignation is recorded, they become a former member (Former members filter), and their row offers Delete. For a normal departure, the resignation is enough: the record, the history and the invoices remain. These buttons only appear to the Administrator and the Secretary, and they are greyed out on your own row.
Reference article: 3: Resignation and reactivation of a member
Keywords: delete, resignation, erase, member, departure, leaving
My mobile number is refused. Why?
GestiClub checks the number of digits according to the country code chosen on the left of the field. A Swiss number is entered with or without the zero, with or without spaces: "079 555 22 33" and "79 555 22 33" are accepted. The message saying that the number does not match a number of its country points to a digit too many or too few, or a wrong country code, for example a French number left on +41.
Reference article: 3: Adding an adult member
Keywords: mobile, phone, number, refused, format, country code
Forms & registrations
Where is the group given to registrants set?
For a By group form, on each course, with the Assigned group field. For a By course form, on each slot: the course window then has no group field, and each slot can send its registrants to a different group.
Reference article: 4: The form by course
Keywords: group, course, slot, assigned, registrant
My course shows "4 places left" although I entered 20. Why?
The places count the members already in the assigned group, not only the form's registrations. If the group already has 16 members, there are only 4 places left.
Reference article: 4: The form by group
Keywords: places, left, capacity, group, full
I cannot find the "Default group" and "Default subscription" fields.
They only exist for a Simple form. As soon as you choose By group or By course, they disappear: the group and the price then come from the course or slot chosen by the registrant.
Reference article: 4: The simple form
Keywords: default group, subscription, field, missing
Tests & Grades
Can I record a failed test?
No. Recording a pass means that the member passed: there is neither a mark nor a fail. A member who fails simply has no record.
Reference article: 5: Recording a pass
Keywords: fail, failed, mark, result, pass
Can I delete a test of the catalogue that has already been used?
Yes. The test's name is copied into each pass when it is recorded: deleting or renaming a test of the catalogue does not change the members' history. To simply stop offering it, turn off its Active switch instead: the test stays in the catalogue, greyed out.
Reference article: 5: The test catalogue
Keywords: delete, catalogue, test, history, inactive
Documents
How do I open a private drive to a specific group?
First declare the group in Settings › Documents, Access groups section. Then select the drive, click Edit disk, leave it Private and choose the group in Visible to (groups). The drive is then only visible to the active members of this group and to the person who created it: an administrator who is not in the group does not see it either.
Reference article: 6: Creating and setting up drives
Keywords: drive, disk, private, group, access, visibility
Is a drive's visibility final?
No. Select the drive and click Edit disk: the switch toggles between Public and Private at any time. Making an internal drive public immediately shows its content to all the members.
Reference article: 6: Creating and setting up drives
Keywords: public, private, change, drive, disk
I cannot delete a folder or a drive. Why?
A folder that is not empty cannot be deleted: empty it first. A drive must be completely empty, trash included: permanently delete what is left in its trash.
Reference article: 6: Deleting and restoring
Keywords: delete, folder, drive, empty, impossible
How do I know how much space I have left?
Open Settings › Quotas: the page shows the disk space used and free, as well as the number of contacts, against the limits of your plan. The files in the trash and the old versions count too: the trash empties itself after thirty days, or straight away with Delete permanently.
Reference article: 6: The available space
Keywords: quota, space, storage, full, limit
Emails & newsletters
I sent a message: how do I know it really went out?
It appears straight away in the list, in the Sending state, then Sent when all the emails have gone. A notification then gives the number of sends that succeeded, failed or had no address. To know who received it, double-click the email, then click View recipient details.
Reference article: 7: Checking and sending
Keywords: sending, message, in progress, sent, notification
Which addresses does a message to a member go to?
To the main address of their record, with the record's other addresses in copy. For an adult, it is their own address. For a child, it is the address of the Primary contact parent, with the other parent and the child in copy if they have an address: for a 14-year-old player, the message goes to her mother, with herself and her father in copy. For a group or a list, each member is handled the same way, and brothers and sisters whose records have exactly the same addresses receive a single email.
Reference article: 7: Writing a message
Keywords: address, recipient, copy, parent, child, minor
A recipient says they did not receive the email. What should I check?
First ask them to look in their junk mail and in the other folders of their mailbox. In View recipient details, the Failed and No email filters show the emails that did not go out. Finally, check the addresses on their record: the message goes to the main address, the other addresses in copy.
Reference article: 7: Following the statistics
Keywords: not received, spam, junk, failed, address
Can I attach large files?
Each file, and all the attachments of an email together, are limited to 10 MB. For a heavier document, compress the PDF, or put it on the club's website and place the link in the message: the email stays light and is less likely to end up in junk mail.
Reference article: 7: Attaching files
Keywords: attachment, size, file, large, 10 MB
Where has the club's signature gone? I do not see it in the editor.
It is added when messages are sent and never appears in the editor. Click Preview & Test: it is at the bottom of the preview, as your recipients will receive it. Do not copy it into the text, or it would appear twice. It is set in Settings › Email signature. Newsletters have no signature: their footer plays that role.
Reference article: 7: The email signature
Keywords: signature, club, editor, missing
My signature shows the wrong function. How do I change it?
Everyone sets what the signature says about them: My profile, Edit, Connection data tab, Email signature block. If you have several functions, choose the Function shown in the signature; tick Include my phone and Include my email if needed, then click Save account. The functions come from the groups where you have one: if one of them is wrong, ask the secretariat to correct it.
Reference article: 7: The email signature
Keywords: signature, function, phone, profile, president
Do recipients see the other people's addresses?
No. Each recipient receives their own email, including those of the CC field: so there is no need for a blind copy. Only the addresses of the same record see each other, since they receive the same email: the main address and its copies.
Reference article: 7: Writing a message
Keywords: copy, CC, BCC, privacy, addresses
Schedule & attendance
Can I choose the colour of an event type?
Yes. In Settings › Selection lists › Appointment types, click the type's colour dot, choose a colour in the palette, then click Save. You need the Types right of the Scheduler: by default, the Administrator, the Secretary and the Technical Commission have it. An event can also have its own colour, chosen in its window.
Reference article: 8: Event types
Keywords: colour, color, type, event, customise
A member added to the group does not appear in the attendance list. Why?
A session's list is created the first time it is opened, with the group's members at that moment. If someone joins the group afterwards, the window shows New members detected: click Add to list. The following sessions count them automatically.
Reference article: 8: Recording attendance
Keywords: attendance, list, new member, missing from the list, group
Can we add a member who is not in the group to a session?
Yes. At the bottom of the Attendance List window, type three letters of their name in Add a member, then choose them: they are added to this session only.
Reference article: 8: Recording attendance
Keywords: attendance, add, guest, other group, session
After a new import into the BDNS, my old attendance has disappeared. Why?
🇨🇭 In Youth+Sport's BDNS, reserved for Swiss clubs, each import replaces the activities and the attendance already recorded for the course. GestiClub, however, has kept everything: redo the J+S export with the season's start date in From, then import it again. Then keep this date for each export: each file then contains all the sessions since the start of the season.
Reference article: 8: To J+S
Keywords: j+s, bdns, import, attendance, lost
Events & bookings
How do I organise an outing or a barbecue?
It all depends on what you expect from the members. For them to register, with a deadline, limited places or a price, create a Simple event in Events & bookings. To invite a group and know who is coming, create an event in the Schedule and tick By invitation only: each person confirms or declines from the email received.
Reference article: 9: Creating a simple event
Keywords: barbecue, outing, dinner, party, registration, invitation
Why can't I choose "Billable" for an item?
Invoicing requires a fiscal year and product accounts in the chart of accounts. With no fiscal year, the Billable option is greyed out; with no product account, Save stays greyed out. First create the fiscal year in Accounting, then come back to the item.
Reference article: 9: Creating a slot booking
Keywords: price, product account, billable, greyed out, fiscal year
The "Confirm booking" button stays greyed out. Why?
Choosing a day in the calendar is not enough: you must click the slot to select it. If there are several prices, also choose yours. The button then becomes active.
Reference article: 9: Booking, on the member's side
Keywords: confirm, greyed out, button, slot, inactive
In Events & bookings, the Edit and Delete buttons stay greyed out. Why?
They act on the item you have first selected in a management list. On the left, under Management, click All elements, then click the row of the event or the resource: Edit, Slots & registrations and Delete become active. Under Book, which shows the items as the members see them, these buttons stay greyed out.
Reference article: 9: Managing the items
Keywords: edit, delete, greyed out, management, item
Does my multisession card have an expiry date?
No. A card only counts sessions: it stays valid as long as some are left, whatever the season.
Reference article: 9: The multisession card
Keywords: card, expiry, validity, sessions, expired
Invoicing
Does GestiClub handle VAT?
No. Invoices have neither a VAT rate nor a VAT line: the amount invoiced is that of the lines. This is the case for clubs not subject to VAT; a club subject to VAT handles it outside GestiClub.
Reference article: 10: VAT
Keywords: vat, tax, subject to vat
Can I change the starting number of my invoices?
Only as long as no invoice exists, not even a draft. The Starting number locks as soon as the first invoice is saved.
Reference article: 10: The General tab
Keywords: number, numbering, starting, invoice, locked
Does the subscriptions preview already create invoices?
No. It works out the invoices without saving them: you can close it with no consequence. Check the amounts, invoice by invoice, before clicking Send, which creates the invoices and starts the sending. If the Invoices for periods already over box is shown, tick Do not send these past periods to only invoice from the current period.
Reference article: 10: Invoicing the subscriptions
Keywords: preview, subscriptions, dues, check, before sending
Does a member who arrives during the season pay the whole subscription?
It depends on the subscription's Billing rule, in Management › Subscriptions. At season start: they pay the whole year. At mid-season: for an annual subscription, they pay half if they arrive in the second half of the season. On entry date: the Proration rule reduces their first period, according to the days or months left. Only their first invoice is concerned.
Reference article: 10: Defining the subscriptions
Keywords: prorata, proration, mid-season, new member, during the season, subscription
Why does a reactivated member pay the registration fee?
Because a member reactivated during the season counts as a new member. With Once, on joining, the registration fee is added to their first subscriptions invoice of the season, as for a first arrival.
Reference article: 10: The General tab
Keywords: fee, registration, reactivation, new member
How do I invoice a family?
There are two ways. For a family rate, assign the subscription to the family itself, in the Billing data tab of its record, and remove its members' individual subscriptions: otherwise, they would pay them on top. To keep each person's subscription but send only one invoice, choose the Grouped Billing mode: the family receives a single invoice, with one line per member. Check the result in the preview before sending.
Reference article: 10: Families
Keywords: family, family subscription, grouped invoice, household
Which parent receives a child's invoice?
Only one: the legal representative ticked Receives invoices on the child's record. Without this choice, the invoice goes to the primary contact, then to the other legal representative, then to the child's address; with no address at all, it is printed for the post. To change parent, open the child's record and tick Receives invoices on the other card. In a family with grouped invoicing, the child is invoiced with their family.
Reference article: 10: Who receives the invoice
Keywords: invoice, parent, child, receives invoices, recipient
Why does my invoice have no QR payment part?
🇨🇭 The QR-bill is reserved for Swiss bank accounts. An invoice on an account from another country carries an RF creditor reference, and an invoice on the Cash account has no payment part. Check the bank chosen on the invoice, or the Default bank of the invoicing settings.
Reference article: 10: Setting up invoicing
Keywords: QR, QR-bill, payment slip, IBAN, reference, payment
How do I find a paid invoice to print it again?
The Paid current season, Paid previous season and Paid +2 years filters sort the paid invoices by the payment date; the search also accepts the number or the name. Click the invoice: its panel offers Print and Generate PDF, and Receipt for a paid invoice.
Reference article: 10: The workspace
Keywords: paid invoice, settled, reprint, find, receipt
How do I get a member's account statement?
Select one of their invoices, then click Account statement in its panel. The PDF lists their invoices and their payments between two dates, one year back by default, with the total to pay; untick Include paid invoices to keep only the open invoices. Only the invoices actually sent appear in it, not the drafts. To see all of the club's unpaid invoices, open Debtors.
Reference article: 10: Following an invoice
Keywords: statement, account, member, unpaid, debtors
How do I keep a record of printed invoices?
Save the PDF yourself in the Documents module. GestiClub offers to file printed reminders in Documents, but not invoices.
Reference article: 10: Sending invoices
Keywords: archive, record, print, pdf, documents
Why can't I cancel an invoice?
An invoice that has received a payment cannot be cancelled. First delete the payment in the invoice's panel, if it is not yet posted, or settle the rest with Record payment. With no payment, the panel offers Cancel via credit note for a sent invoice, in accounting with debtors, or Cancel for an invoice never sent or accounting without debtors.
Reference article: 10: Credit notes
Keywords: cancel, invoice, payment, credit note
How do I settle an invoice already sent with a credit note?
A credit note is deducted by itself from the member's next invoice, but not from an invoice already sent. To offset them, select the invoice, click Record payment, choose Settle the invoice and, in Account to use, Credit notes (accounting with debtors) or Offset (no movement). Then do the same on the credit note, with Settle the credit note and the same account. No money goes through the bank.
Reference article: 10: Credit notes
Keywords: credit note, offset, settle, credit, deduct
Can we import the payments received at the bank?
Yes. Click Import, choose the format, then your bank's file: for a Swiss account, the CAMT54 statement (the XML file) or the CSV statement; your bank will tell you how to get it. GestiClub recognises the invoices by their reference. The payments and the partial payments are recorded by themselves, and an invoice paid in part stays open for the balance. Only the Amount too high and No match lines are handled by hand, with Record payment.
Reference article: 10: Importing bank payments
Keywords: import, bank, camt, camt054, statement, partial payment
Accounting
Why can't I choose the start date of the fiscal year?
The first fiscal year starts at the Season start set in Settings › General settings, and each following fiscal year the day after the end of the previous one. So set the season dates before creating the first fiscal year. If your first fiscal year was created with a wrong start date, contact support.
Reference article: 11: The first fiscal year
Keywords: fiscal year, accounting period, start, season, date
Can I go back to cash-basis accounting after switching to double-entry?
No. You switch from cash basis to double-entry by opening a new fiscal year, but going back is impossible. Think about the method before creating your first fiscal year.
Reference article: 11: Switching from cash basis to double-entry
Keywords: cash basis, double-entry, change, go back, method
Posting fails with "Accounts missing from the chart".
The message gives the numbers of the missing accounts. Either the account does not exist in the fiscal year's chart of accounts: add it (Chart of accounts › Add). Or an account used by invoicing is not filled in or no longer exists: check the accounts of the cog › Finance settings, in the Accounting module, and the product accounts of your subscriptions and your articles. Then run Post again. After each change to the chart of accounts, do this check.
Reference article: 11: The Finance settings
Keywords: post, error, missing account, chart of accounts
How do I find an account without knowing its number?
Type part of its designation: the field accepts the number as well as the name. In the Swiss chart, "subsid" offers all the subsidy accounts: Confederation, cantons, municipalities, J+S, Swiss Olympic… A hidden account is not offered: first make it visible in the chart of accounts.
Reference article: 11: Recording an entry
Keywords: account, search, number, designation, find
There is no account for sports equipment. Is that normal?
Yes: the Swiss chart of accounts installed by GestiClub does not provide one. Create it in Chart of accounts: select the expense group that must contain it, click Add, then enter a free number and the designation.
Reference article: 11: The chart of accounts
Keywords: equipment, sport, account, missing, create
Can I hide accounts of the chart of accounts?
Yes: untick the account's Visibility box, in the chart of accounts. A hidden account is no longer offered when you enter an entry, but it stays in the chart, with its entries. Hiding a group also hides the accounts placed directly under it. At closing, GestiClub flags a hidden account that has entries, without blocking.
Reference article: 11: The chart of accounts
Keywords: hide, account, visibility, chart of accounts
Can I delete an entry?
Yes, an entry you entered: select it, then click Delete. An entry that came from invoicing cannot be deleted: Edit only corrects its date and its accounts. Opening and reversal entries cannot be edited; an opening balance is changed with Tools › Opening balance. In a closed fiscal year, nothing can be changed any more.
Reference article: 11: Editing, reversing or deleting an entry
Keywords: delete, entry, erase, mistake, correct
Do I need to open the new fiscal year to prepare the budget?
Yes: the budget is entered in the fiscal year it concerns, and you can open the new fiscal year before closing the old one, with Fiscal years › New fiscal year. Both stay open. Then finish the old fiscal year's entries, click Post in invoicing, then close it: the closing recalculates the new fiscal year's opening entries, no need to enter them.
Reference article: 11: Fiscal years
Keywords: budget, new fiscal year, closing, order, opening
The Close button stays greyed out. What should I check?
The Closing window shows a checklist and marks the blocking point with a red cross: the previous fiscal year must be closed, the profit, retained earnings and opening accounts of the Finance settings must exist, the total of the debits must equal that of the credits, and all the accounts used must be in the chart of accounts. A hidden account used in the entries is only flagged. Before closing, click Post in invoicing: an invoice dated in a closed fiscal year can no longer be posted.
Reference article: 11: Closing a fiscal year
Keywords: close, closing, year-end, balance sheet, balanced, blocked, check
Can the accounts be reset to zero?
Yes, on request to support: either the whole club (members, invoices and accounts), or the accounts alone (chart of accounts and settings), keeping the members and the invoices. The operation cannot be undone: support asks you to confirm your choice. After a reset of the accounts, check the Finance settings and the invoicing accounts.
Reference article: 11: The first fiscal year
Keywords: reset, reinitialise, start again, erase
Club settings
Where do replies and undelivered emails arrive?
A message, an invoice, a reminder or an invitation written by a person of the club carries their address as reply address: the replies and the non-delivery notices arrive with them. For the club's other emails, such as the confirmation of a registration, the replies and the notices arrive at the E-mail of Settings › Club information. Left empty, this field sends everything to a technical mailbox that nobody reads: give an address that is checked regularly.
Reference article: 12: Club information
Keywords: reply, return, undelivered, bounce, club address
The AVS number is required for the profile validation. Can it be made optional?
🇨🇭 Yes. It is required when the Club affiliated to J+S box is ticked, in Settings › General settings, because Youth+Sport requires it, like the nationality and the country. If your club is not affiliated to J+S, untick it: these fields become optional and the J+S tools disappear.
Reference article: 12: Youth+Sport (J+S)
Keywords: avs, required, validation, j+s, optional
Our contacts quota is almost reached. What should we do?
Former members and companies count too. First delete the records the club no longer needs, for example imported companies or former members who left long ago: a deleted contact no longer counts. Otherwise, move to a larger plan. For a subscribed club, nothing is blocked as long as the limit is not exceeded by more than 5 %; during the trial, adding contacts stops at the limit.
Reference article: 12: Quotas
Keywords: quota, limit, contacts, companies, subscription, plan
Member & family portal
I did not receive the email to create my access. What should I do?
First look in your junk mail and in the other folders of your mailbox. The link is valid for 7 days: if it has expired, the page it opens offers Get a new link. Otherwise, ask the secretariat to send you the email again: For selection › Send validation for a member, Resend invitation on a parent's card. For a child, the email goes to their parent who is primary contact.
Reference article: 13: Creating your access
Keywords: invitation, validation, email, access, expired link
My profile is filled in, but the validation does not go through. Why?
Look at the messages in red: a required field is marked with a red asterisk, like the AVS number for a club affiliated to J+S. Also wait for the anti-robot check to show "Success!", tick I certify that the information above is correct and complete, then click Validate my profile. If the anti-robot check failed, wait for it to show "Success!" again and validate once more.
Reference article: 13: Creating your access
Keywords: validation, profile, blocked, anti-robot, required
"This e-mail address is already used by another account": what should I do?
An email address only serves one access: this one already belongs to another person who logs in to GestiClub, often a parent or a spouse who shares the same address. Use a personal address, or ask the secretariat to check: the Duplicate contacts tool finds the same person recorded twice.
Reference article: 13: Creating your access
Keywords: address, email, already used, account, duplicate
I have forgotten my password. What should I do?
On the login page, click Forgot password?, then enter your email address or your username: you receive a link to choose a new password, valid for 60 minutes. The club does not know your password and cannot change it for you.
Reference article: 13: Creating your access
Keywords: password, forgotten, lost, login, reset
I have lost my phone and no longer have the login code. What should I do?
On the code page, choose Use a recovery code and enter one of the codes written down at activation: each one only works once. Once logged in, open My profile, Edit, Connection data tab: turn two-factor authentication off and then on again with your new phone, and write down your new codes. With neither a phone nor a recovery code, create a ticket with GestiClub support.
Reference article: 13: Two-factor authentication
Keywords: 2fa, two-factor, phone, code, recovery
Where do I change my username or my password?
In My profile: click Edit, then the Connection data tab. There you change your username, your password, two-factor authentication and what your signature says about you. This tab does not exist in the record opened by the club: the club never creates anyone's login details and does not know their password.
Reference article: 13: The connection data
Keywords: login, username, password, connection, tab
My session expired and I lost what I had entered. How do I avoid it?
For security, GestiClub closes your session after 30 minutes without activity, for example while writing a long text that was never saved: the Session expired window then offers Log in, and what was not saved is lost. Save long entries regularly. Email drafts, however, save themselves every minute.
Reference article: 13: Creating your access
Keywords: session, expired, logout, loss, entry
Roles and access rights
How do I give access to a person already recorded?
Select them in the contact grid, several at once if needed, then click For selection › Send validation. Each one receives a link, valid for 7 days, to check their data and choose their username and password. They then log in with the role of their record.
Reference article: 14: Opening a person's access
Keywords: access, invitation, validation, login, account
How do I know what a role can see?
Download the table of default rights, in chapter 12 (Roles & permissions): it shows, module by module, what each of the seven provided roles can do. For example, the Coach sees neither the accounts nor the revenue. If no role fits, create one from the closest, then remove the extra permissions.
Reference article: 14: The seven provided roles
Keywords: role, rights, permissions, see, coach
Do children have the same role as their parents?
No: each person has their own role. As long as a child has no access of their own, it is their parent who logs in, with the parent's role. For a young instructor to work with their own role, enter their personal email address, different from their parents', then click Invite … to create their account, in the Connection data block of their record, under their legal representatives.
Reference article: 14: Opening a person's access
Keywords: child, minor, role, instructor, parent, access
A member has just turned 18: how do I give them their own access?
When they turn 18, their parents' access to their profile ends by itself. Enter their personal email address, different from their parents', then click Invite … to create their account, in the Connection data block of their record. As long as their parents stay recorded on their record, however, the club's emails and their invoices go to them: for the member to receive them, click Unlink on each legal representative's card, then save.
Reference article: 14: Opening a person's access
Keywords: adult, 18, independent, parents, unlink, access
Can I give a role to a company?
No. A company has neither a role nor an access to GestiClub, and neither do its contact persons. If one of them must log in, for example a sponsor who sits on the committee, add them as a member: the Person already exists window offers Yes, convert, and their record becomes a member's, to whom you then give a role.
Reference article: 14: Giving a person a role
Keywords: company, role, rights, business, sponsor
How does the free trial work?
The trial lasts 30 days, with all of GestiClub's features. An email from GestiClub offers to extend it once, by 30 days. To carry on after that, click Buy, in GestiClub's footer: a window opens where you choose your plan and confirm the purchase. Even after the trial has ended, you can log in to buy your plan: your data is kept.
Reference article: 1: The GestiClub window at a glance
Keywords: trial, free, extend, extension, subscription, plan, buy