In this guide: A getting-started checklist for club management on Fluid. Each step covers what to configure and how to launch—then links to a dedicated guide for the details.
Use the checklist to prepare the workflows your club needs before opening bookings. Every club plan includes open play, waitlists, simple in-club tournaments and scrambles. Multi-division tournaments use Fluid's separate tournament software. Review club plans for recurring leagues, POS and other plan-specific tools.
Before you begin
Gather:
- Club name and location
- Logo or branding (optional)
- Staff who need access
- Court information
- Membership pricing
Assign an owner for setup and allow time to test bookings, member access and payments before launch. Clubs moving from another system should also plan the migration and record checks.
1. Create your club
Your club profile is the foundation for registrations, memberships, and communication.
What you'll configure
- Club name
- Location
- Branding
- Contact info
Recommended setup
Use your official public-facing club name and the physical location members will attend. Add a logo if you have one—you can fill in the rest later. See Add Your Club Profile for step-by-step instructions.
2. Configure club settings
Set operational defaults for registrations, waivers, and how your club behaves before you open sign-ups.
What you'll configure
- Registrations
- Waivers
- Notifications
- Visibility
Recommended setup
Configure waivers and registration defaults before opening registrations. Review notification and visibility settings so admins and members get the right updates. Ask the team to review the settings and defaults that apply to your club before opening bookings.
3. Add courts
Courts are used for scheduling, reservations, and events. Add your courts before creating events.
What you'll configure
- Court names
- Court availability
Recommended setup
Start with clear, simple court names and add every court your club uses before creating events. See Set Up Courts for Your Club for step-by-step instructions.
4. Set up memberships, if offered
Memberships define how players join your club, access benefits, receive discounts, and unlock member-only experiences. If your club sells memberships, configure and test those plans as part of launch.
What you'll configure
- Membership plan type (subscription or on-demand)
- Billing cycles and pricing
- Credits, passes, and reservation limits
- Fees, discounts, and optional add-ons
- Member-only visibility settings
Recommended setup
Start with one or two plans that match how your club operates today—you can add more as you grow. See Set Up Club Memberships for step-by-step instructions.
5. Add team members and staff access
Invite staff who help manage your club. Assign roles and permissions to control what each person can access.
What you'll configure
- Name
- Role
- Club access
- Event access
Recommended setup
Start with only the people helping run your club and give the lowest level of access they need. See Add Team Members and Staff Access for roles, permissions, and club vs event access.
6. Configure communication
Set up email and text communication so you can stay in touch with players and members.
What you'll configure
- Email messaging
- Text messaging
- Notifications
- Announcements
Recommended setup
Start with email communication. If your club uses texting, confirm the club SMS number, sender setup, sending allowances and any usage charges with the team. Writing Messages to Players and Members walks through email and text campaigns. Review member communication preferences before sending.
7. Create your first event
Create an event so players can start engaging with your club. Many clubs begin with a simple recurring activity.
Examples
- Open play
- Round robin
- Clinic
- Ladder night
What you'll configure
- Schedule
- Registration settings
- Capacity
- Pricing
- Courts
Recommended setup
Start with a program that matches your club's needs. Creating an Event covers club event setup and registration. For a multi-week program with a single charge, confirm the current series registration and payment flow with the team before using the repeatable private-event example.
8. Configure payments and products (optional)
Pro and Scale include Point of Sale (POS) tools for selling products at the front desk. Check plan availability before adding this workflow to your launch.
What you can configure
- Registration fees
- Membership payments
- Merchandise
- Rentals
- Snacks and drinks
Recommended setup
Start with only the products or payments you need today and expand over time. Selling Products in Fluid PB covers POS setup, inventory, and front desk checkout.
Club launch checklist
Before going live, review this checklist.
Required
- Club profile created
- Club settings reviewed
- Courts added
- Memberships configured and tested, if offered
- Team members invited
- Communication configured
- First booking or event tested
Need help? Reach out to our team at help@fluidpb.com.