Club Admin Guide
Everything you need to know about managing your club's boats and bookings
Getting Started as Club Admin
As a Club Admin, you have full control over your club's boats, pricing, and booking policies. This guide will help you set up and manage your club's presence on the 2026 AMRC Boat Hiresystem.
What You Can Manage:
- Boats - Add, edit, and remove boats from your inventory
- Pricing - Set rental prices and damage excess by boat type
- Discounts - Create club-to-club discounts for partner clubs
- Promo Codes - Generate promotional codes for special offers
- Settings - Configure embargo dates and cancellation deadlines
- Reports - View booking reports and manage boat swaps
Managing Your Boats
Your boat inventory is the foundation of your club's offerings. Keep it up-to-date to ensure bookers see accurate availability.
Adding a Boat
- Go to Boats from the sidebar menu
- Click Add Boat button
- Enter the boat name (must be unique within your club)
- Select the boat type from the dropdown
- Optionally add weight class information and notes
- Click Create Boat to save
Bulk Import via CSV
Have many boats to add? Use the CSV import feature to add multiple boats at once. Click Import CSV on the Boats page and follow the template format.
Editing and Deleting Boats
Click Edit next to any boat to update its details. To remove a boat, click the delete button. Note: Boats with active bookings cannot be deleted.
Toggling Availability
Use the availability toggle to quickly mark a boat as unavailable (e.g., for maintenance) without deleting it. Unavailable boats won't appear in search results.
Supported Boat Types
The system supports the following boat types for the championships:
- 8+ - Eight with coxswain
- 4+ - Four with coxswain
- 4- - Four without coxswain
- 4x - Quadruple sculls
- 2x - Double sculls
- 2- - Pair
- 1x - Single scull
Booking Overrides
Sometimes you need to block a boat for specific events - perhaps your club is using it, or it needs maintenance during that time. Booking overrides let you do exactly that.
Creating an Override
- Go to Boats and click Edit on the boat
- Click Manage Overrides button
- Select the event(s) you want to block
- Optionally add a reason for the override
- Save to create the override
How Overrides Work
When a boat has an override for a specific event, it will not appear in search results for that event. Bookers will see other available boats instead.
Setting Pricing
Your club sets its own rental prices. Pricing is configured by boat type, so all boats of the same type share the same price.
Price per Event
The base rental price charged for each booking. This is the amount before any discounts are applied. Set competitive prices to attract bookings while covering your costs.
Damage Excess
The maximum liability amount displayed to bookers. This represents the renter's responsibility for any damage. It's shown during booking to set expectations.
Price Snapshots
When a booking is confirmed, the price at that moment is saved. Changing your pricing later won't affect existing bookings - only new bookings use the updated prices.
Club-to-Club Discounts
Build relationships with other clubs by offering them special pricing. Club-to-club discounts are automatically applied when bookers from those clubs make reservations.
Creating a Club Discount
- Go to Pricing from the sidebar menu
- Click Manage Club Discounts
- Enter the club name exactly as bookers will enter it
- Set the discount percentage (e.g., 10 for 10% off)
- Save the discount
Important Note
Club discounts and promo codes cannot be stacked. If a booker qualifies for both, the system automatically applies whichever gives them the better price.
Promo Codes
Create promotional codes to share with potential bookers. Great for marketing campaigns, early-bird specials, or rewarding loyal customers.
Code Requirements
- 3-20 characters long
- Letters and numbers only
- Automatically converted to uppercase
- Must be unique within your club
Code Features
- Set expiry dates for time-limited offers
- Track how many times each code is used
- Deactivate codes without deleting them
Understanding Embargo Dates
The embargo date controls when your boats become available for public booking. Use this to give your own club members priority access before opening to everyone.
How Embargo Works
Only you (as club admin) can book your boats for your club's internal use
Boats become visible and bookable by all registered users
Setting Your Embargo Date
Go to Settings from the sidebar to set your club's embargo date. Consider setting it far enough in advance to give visiting clubs time to plan, while reserving time for your members to secure boats first.
Viewing Bookings and Reports
The Reports page shows all bookings for your club's boats. Use it to track revenue, monitor booking status, and manage boat swaps when needed.
Available Filters
- Filter by status (confirmed, held, cancelled)
- Filter by billing club
- Filter by date range
- Sort by any column
Export to CSV
Export your booking data to CSV for accounting, analysis, or record-keeping. Click the Export to CSV button to download.
Boat Swap Feature
If a booked boat becomes unavailable (maintenance, damage, etc.), you can swap it for another available boat of the same type. Click Swap Boat on any confirmed booking to see alternatives.
Cancellation Settings
The cancellation deadline determines the last date bookers can cancel without penalty. After this date, bookings can only be cancelled by contacting you directly.
How Cancellation Works
- Before the deadline: Bookers can cancel their own bookings from "My Bookings"
- After the deadline: The cancel button is disabled; bookers must contact you
- Cancelled bookings: The boat immediately becomes available for others to book
Choosing a Deadline
Set a deadline that gives you enough notice to fill cancelled slots while being fair to bookers who may have travel changes. Many clubs set it 2-4 weeks before the championship.
Availability Rules
The system automatically manages boat availability based on race schedules. Understanding these rules helps you plan your inventory.
Blocked Time Windows
Each race creates a blocked window where the boat cannot be booked for other events:
- 60 minutes before the race start time (preparation)
- 30 minutes after the race start time (return and handover)
Booking Holds
When someone starts booking a boat, it's held for 15 minutes. If they don't complete the booking, the hold expires and the boat becomes available again. Expired holds are automatically cleaned up by the system.
Maximizing Utilization
The same boat can be booked for multiple non-overlapping events. If races are spaced far enough apart, a single boat could serve multiple bookings throughout the day.