Volunteer Guide

1 Logging in

There's no password. The club sends you a code each time you log in.

1. Go to club.balwynblazers.com.au.
2. Enter the email you registered with in PlayHQ, or another email you've already given the club. Either one opens your page.
3. Under Send the code by, choose Email or Mobile (SMS), then choose Send login code. A text only works if the club has your mobile.
4. Type in the 6-digit code and choose Log in.

Choose Log out at the top right when you've finished on a shared computer.

2 "How should the club reach you?"

Some volunteers see this page first. It means you're registered on someone else's PlayHQ account, usually a parent's, so the only email and mobile the club has are theirs.

1. Enter an email or a mobile that reaches you. One of the two is enough.
2. Choose Save and continue.

From then on the club writes to you, you log in with your own address, and your WhatsApp groups appear on your page. If the PlayHQ account really is yours, enter your details anyway, carry on, and let a club admin know.

3 My details

If you referee or supervise, the page starts by listing anything still to set up for the season: your own contact details, your PlayHQ registration, supervisor training, your bank account and your WhatsApp group. Once those are done it opens on just the three things that change each week — your availability, your roster and your shift sheets. Choose All my details to see everything else, and Back to this week to return.

My details is your own page. Pick the season at the top. It shows:

• Your roster for the next game day, if you referee or supervise (see Game day).
• What you do — your jobs this season.
• About you — the email and mobile the club uses, and your coaching accreditation if you coach.
• Payments — your bank details, everything the club has paid you, and the form to claim money back.
• Under each job: its roster, availability, training, teams, age groups, survey and WhatsApp groups.

Register in PlayHQ first

Every job needs a PlayHQ registration for the season: referees, supervisors, Age Group Coordinators, committee and Dribblers helpers register as a volunteer, coaches as a coach, and team managers as a team manager. Until the club has it, that job shows only a Register in PlayHQ button, and Game day isn't in your menu.

1. Register with the club in PlayHQ.
2. Your page updates after the club next takes its registrations from PlayHQ.

Supervisors also need their training confirmed before their roster, availability and group appear.

If you coach or manage a team, each team under Your teams shows its grade, how many players, coaches and team managers it has and when and where it trains (each session on its own line where it trains more than once a week, and marked Draft while the season's training plan may still change), and its name is a link to its sheet in Team Sheets, with the players, families and the rest. The team sheet has a My details button that brings you back here.

If you're registered but the club hasn't given you a job yet, What you do asks what you're helping with. Tick your jobs and choose That's what I do. If a job or team is wrong, tell a club admin.

4 Your email and mobile

Do this on your first visit, so club messages reach you and not someone else.

1. On My details, open About you, then How we reach you.
2. Enter the email and mobile you actually use.
3. Choose Save.

You can then log in with that email too. An email another volunteer already uses can't be saved. Details in PlayHQ itself can only be changed in PlayHQ.

If the club pays you, add your Bank details under Payments on My details as well.

5 Your WhatsApp groups

Your page lists the groups you should be in: one for each job, plus the age group groups for the teams you coach or manage and the age groups you coordinate.

1. Choose Join beside a group you're not in yet.
2. WhatsApp opens the group's invite. Join it there.

Groups you're in read Joined. It can take an hour or so to change after you join.

Payments, and claiming money back

If the club pays you — for supervising, refereeing, coaching, coordinating an age group, or to pay back something you bought — Payments on My details lists every payment: when it was paid, what it was for (each game or shift with its amount), anything on its way or waiting to be paid, and the total for each financial year.

Supervisors, referees, the referee coordinator, Age Group Coordinators and committee members can claim something they paid for on the club's behalf — a Working with Children Check, a police check, medical, canteen or stationery supplies, or anything else.

1. On My details, open Payments and find Money back for something you paid for.
2. Choose what it was for, enter the amount and say what it was for, and attach the receipt, invoice or certificate — a photo is fine. Other needs no receipt, but does need a word on what it was.
3. If the club doesn't have your bank details yet, enter them here. They're kept on your own record and used only to pay you.
4. Choose Send it to the club.

Your claims are listed above the form with where each is up to: Submitted (waiting on the club), Approved (paid in the club's next payment run), Declined with the club's reason, or Paid.

If the club pays you and doesn't have your bank account yet, you'll be emailed asking for it — add it under Bank details in the same section and you're paid on the next run. Coaches and Age Group Coordinators who would rather not take the honorarium can tell the club, and their line then reads Declined pay. If the club has switched those emails on, you're emailed when a payment goes out, saying what it was for, and when the club decides on something you sent in.

6 Availability — referees and supervisors

Tell the club which games you can do each round.

1. On My details, find Availability.
2. The next Round is already picked. Choose a later one if you need to.
3. Under I'm available as, tick referee, supervisor or both.
4. Tick each game time you can do. Set Most games you'd like, say under When and where you're playing or coaching if your own team has a game that day, and add anything else the club should know.
5. Choose Send.

Your teams this round. Once the club has the fixture for the round, the form lists the teams you play in, coach or manage, and your children's teams, with when and where each plays — marked Away at another club's venue, or no game this round. A game time that any of those games takes is shown in amber among the ticks, and so are the times half an hour either side of a game at another venue; hold the pointer over one to see which game it is. Every game is treated the same, whether you play in it, coach, manage or it is your child's. The colour is only to help: you can still tick that time, and nothing is ticked or unticked for you. Your children's teams are the players on your own PlayHQ account — a brother's or sister's team isn't listed. With the list showing, the box underneath only needs anything the fixture doesn't know. The same list sits with Your roster.

Sending again replaces your last answer. Once the club closes a round you can't change it, but you can still see what you sent. Once you've sent a round, the section folds away on your week's page so your roster is on top; open it again any time.

7 Game day and Your roster

Your roster

Where the club has the round's fixture, Your teams this round under your roster says when and where your own teams and your children's play that day — whether or not you're rostered.

When the club publishes a round's roster, Your roster appears at the top of My details. It shows when to arrive and finish, where, each shift or game, who you're on with, and whether you open or close the venue. Arrival times already include time to get set up. Until the round is published it says the roster isn't out yet — that goes for referees too: your games to referee show once the club publishes the round, not before.

The Game day menu

Referees, supervisors, Age Group Coordinators and the committee have Game day in the menu, showing the whole round at the club's venues:

• Supervisors — By venue (each court as a column of its games, with every supervisor's shift drawn as a box around the games it covers), By person or On duty at a chosen time.
• Referees — By referee, By time or the Full grid (a card per venue, a column per court, each game with its two referees; Highlight a name lights up their games).
• Fixture — By time, By venue or Find a team, which lists your own teams and your children's first. A team playing at another club's venue that round is marked Away; one with no game reads Not playing this round.

Use the day picker to change the date, and Back at the top to return to your page.

Shift sheets — venue and court supervisors

If the club has switched shift sheets on, each venue or court shift you're rostered for has a sheet to fill in on your phone, listed under Your shift sheets on My details. Round-wide jobs, the canteen and Dribblers have none.

1. Open the sheet from an hour before you're due. Choose Start shift — the button reads I'm at … for your venue. An adult may be asked by their phone for its location; the club only keeps whether you were at the venue, never where you were.
2. Tick the checklist as you go: opening tasks if you open the venue, closing tasks if you lock up, and the tasks for your job. Save ticks keeps them. A task somebody else at the venue has already ticked reads Done by them.
3. At the end, write anything the club should know, say why if something is left unticked, and choose End shift, then Hand in the sheet.

Forgot? Choose I started earlier or I finished earlier and type the time; the club sees that it was typed. No signal? The tap is kept on your phone and sent when you're back in range. You can reopen a sheet with Change something until the shift has been sent for payment. A shift is paid once its sheet is handed in — and always for the rostered hours. If your sheet isn't in, you're emailed two hours after your rostered finish and again the next morning.

Taking somebody else's shift

Covering for somebody? Under Your shift sheets, choose Ask to take their shift, pick the game day and the shift, and choose Ask to take it. The person who holds it, the day's Game Day Manager or the club answers — whoever does first — and you're emailed the answer. Approved, the shift, its sheet and its pay are yours. A request of yours can be withdrawn until it's answered; one for your own shift shows on My details for you to Approve or Decline.

8 Supervisor training

Supervisors train once a season or so. On My details, under Supervisor training, there are three ways to record it:

• Went to a session? Pick the session from the list and type the code word given out at it, then choose Log it. It goes to the club as Submitted, and someone confirms it.
• Can't get to one? Watch the training video on the page, then do the quiz - if you've already watched it, Start the quiz is open straight away. Eight questions are drawn from the club's bank and seven right passes - your training is recorded straight away. If you don't pass, the page says which parts of the video to watch again, and your second go opens after half the video's length - the only wait there is; you get three goes a day.
• Done equivalent training elsewhere? Say where, and Ask for an exemption. The club decides, and the answer shows on your page.

Training counts by the day it was done: it covers every season from three months before that season's Round 1 to its last game. Your page says how long yours counts for, and when the next season will need a fresh one. Once you're trained and confirmed, your supervisor roster, availability and the supervisors' WhatsApp group appear.

If you also referee, your refereeing shows as soon as your PlayHQ registration is in — it doesn't wait for training.

Referee Coordinator: your hours

If the club has switched it on, the Referee Coordinator logs the time they work. Log your hours is the first thing on My details and opens Your hours, a page of its own.

1. Under Log a stint, enter the Day, when you Started and Finished, and a note if you like, then choose Log it.
2. This week lists the week's stints; Take off removes one. Week by week shows the season so far, and earlier stints are folded underneath.

The weekly payment covers five hours. The club works out at the end of the season what is owed on top of that, and it shows under Payments once it's sent. Stints up to the last week the club has paid can't be changed.

9 Coaches

Your accreditation

Your honorarium depends on the accreditation the club has confirmed, so send it in early.

1. On My details, open About you and find Add an accreditation.
2. Choose the course, when you did it and when you were accredited.
3. Attach your certificate (a PDF or a photo).
4. Choose Send it to the club.

You can correct it until the club confirms it. If it's turned down, fix it and send it again.

The end-of-season survey

Coaches of the younger age groups fill this in before they're paid.

1. On My details, open Coach survey for your team.
2. Answer the questions about your season.
3. For each player, give their position and the five ratings (1 to 5). Comments are welcome but optional.
4. Choose Save for now to finish later.
5. When every player is done, choose Send it to the club.

If two coaches share a team, only one of you needs to send it.

10 Age Group Coordinators

My age groups lists the coaches and team managers for each of your age groups, with their team, email and mobile, and the age group's WhatsApp invite link.

• Download CSV and Download vCards at the top cover all your age groups. The buttons beside an age group cover just that one.
• On an iPhone or iPad, the vCard button opens the share sheet. Choose Save to Files, then open the file in Files and add the contacts. The phone adds them all as new contacts, even people already in your contacts, so afterwards open Contacts and tap Duplicates Found at the top, then Merge. On a Mac, Contacts offers to update people you already have instead, which is easier if most of them are already there.
• Copy tag copies the age group's coach and team manager tag, such as S26-ctmgroup-Girls-U12. Import the vCards, then search your contacts for that tag to find exactly these people when adding them to WhatsApp.
• Their email addresses copies every address, ready to paste into BCC.

Under Reports you can also open Coaches, Team Managers, People (your age groups' players, and anyone the club is still waiting on) and All-roles contacts, showing only your age groups. Coach survey shows the surveys for your age groups.

What "ready to go" means

Before the club can roster you, it needs all of these:

• The club has you down for the job this season — shown in What you do.
• You're registered in PlayHQ for the job, as a volunteer, coach or team manager. Nothing replaces this.
• The club can reach you — your own email or mobile, or the ones on your PlayHQ account.
• Supervisors: your training is confirmed. Referees: you're on the association's referee list (RefBook).

Looking after contact details

Club Volunteers holds names, emails and mobile numbers. You only see what your job needs: your own details, and for an Age Group Coordinator, their own age groups.

Use what you see for club business only. Don't pass lists on, and log out on a shared computer.

If something looks wrong

• A job or team is missing or wrong — ask a club admin. Usually your PlayHQ registration hasn't come through yet.
• Your name or details are wrong in PlayHQ — fix them in PlayHQ. The change shows here after the club's next import.
• Your email or mobile is wrong here — fix it yourself under How we reach you.
• Anything else — submit a question.

Asking the club

Ask BlazerBot

If the club has switched it on, Ask BlazerBot — the button with BlazerBot's face in the top bar, right after the app's name, or Help › Ask BlazerBot — is a chat about how things work, straight away: type a question and press Enter (or Send), and BlazerBot answers from this guide, the EDJBA by-laws and About the club — what the club is and does, and the season in numbers: players and teams by age group, volunteers by role, the season's dates and venues, and how the club's teams are going — games won, lost and drawn in a round or across the season, for the club, for an age group or for the boys' or girls' teams, with the finals counted on their own. It says which round the results go up to. It can also tell you how a particular team went — won, lost, drew or had a bye — and its record for the season. It never gives a score or says who a team played. Not sure what to ask? Press What can I ask you? on an empty chat — or just ask it — and BlazerBot lists the kinds of question it can answer for you, with examples, and what it can't. Each answer says under Where this comes from which document and section it drew on. Follow it up in the same chat — “and for the girls?” — until you press New chat or come back the next day. It can't see anybody's records (whether you've registered, what you've been paid, who's in a group) and won't advise on a particular person, game or incident. Say whether it helped: Yes or Not helpful goes to the club, which is how the guides get fixed. Up to twenty messages a day. Still stuck? Ask the club instead opens Submit a Question with your question filled in.

Submit a Question

For a problem or a question the club should answer:

1. Go to the page the problem is on.
2. Open Help in the menu and choose Submit a Question.
3. Under What's it about?, choose Login, Functionality or Other.
4. Say what you were trying to do and what happened.
5. Add up to three screenshots, photos or PDFs if they help.
6. Choose Send to the club.

The club already sees which page you were on and who you are.

Getting the answer

When the club replies you get an email with a link to it. Either reply to that email (write above the quoted message) or open Help › My tickets, open the ticket and reply underneath. Tickets waiting on you are marked Club replied. Replying to a closed ticket opens it again.

Can't log in?

Choose send the club a question on the login page. Give your email and say what happens when you try to log in. The club replies by email.

Club feedback

For an incident, an injury or the facilities, use Help › Club feedback.