Inviting members with a sign-up link and QR code

A sign-up link lets people register themselves, so you do not have to enter them one by one. The key difference from before: if someone is already in your member list, we connect them to their existing account — including their team and their Sportlink link. So no second member is created.

Step 1: Open Sign-up links & QR

1. Go to Members in the menu.
2. Click Add member at the top right and choose Sign-up links & QR.

You now see the links you already have. If there are none yet, the form to create one is open straight away.

Step 2: Choose who the link is for

Click New sign-up link and pick a team or the whole club under Who is this for.

Prefer one team. When someone signs up, we then look for them within that squad instead of among all your members — with twenty names a mix-up is far less likely than with four hundred. And the coach can paste the link into the team group chat, where the parents already are. Choose Whole club for a poster or a QR code on the noticeboard.

A team link does one more thing: anyone new lands in that team straight away. Someone who is already in your member list keeps the teams they have — their squad at the club takes precedence over the link they arrived through. With Whole club nobody is placed in a group.

Step 3: Set the options

• Valid until — leaving this empty means six weeks. A link that stays open for a year is a way in for a year.
• Maximum sign-ups — how many people may use the link.
• I approve every sign-up myself — leave this on. The last step explains what happens if you turn it off.
• Asking for a phone number and date of birth — these are what you will use to judge whether it is the right person.

Then click Create sign-up link. The QR button gives you a code you can print or share.

Step 4: Approving sign-ups

As soon as someone signs up, the Sign-ups & families button appears at the top of the member list. For each sign-up you see the name, the team and the age, and whether the phone number and date of birth match what you already had.

• Approve connects the person to their existing account and only then sends them an email to log in.
• I don't know them rejects the sign-up.

Having second thoughts? You can undo an approval up to seven days afterwards.

Step 5: Parents signing up their child

Children under 16 do not sign up themselves. A parent fills in their own details and types their child's name. After your approval the child gets a managed account: no login of its own, and all messages go to the parent. If the parent's email address was still on the child's record, it is freed up in the process.

This choice belongs to the Family accounts feature. If your club has it switched off, the sign-up form shows no Who are you signing up? choice — everyone signs up for themselves.

Frequently asked questions

Can I turn approval off? Yes, but know what you are giving up. Without approval we deliberately do not check whether someone is already a member — otherwise somebody could use another person's name and end up with their account. Everyone who uses the link becomes a new member, including people who were already in the list. Only use this for people who are certainly not members yet.

Do my old registration links still work? Yes. Links you created earlier keep doing what they did: asking only for an email address and creating an account straight away. You can recognise them in the overview by the old style label.

Someone is now in the list twice. That happens with a link without approval, or with a member who came in through an old registration link. Contact 4planning to merge those two accounts.