Club Admin Guide 🛡️

As a Club Admin, you manage your club on LigiOpen. You’re responsible for keeping the club profile up to date, building your squad, registering players, inviting them to join the app, and entering your teams into league competitions.

What Does a Club Admin Do?

You are the digital club manager. Here’s a summary of your responsibilities:

• Keep your club profile accurate (name, logo, colors, stadium, contacts)
• Create and manage your teams (First Team, Reserves, Youth, etc.)
• Register players (even before they join LigiOpen)
• Invite players via email to claim their profiles
• Release or transfer players when they leave
• Register your teams for league divisions
• Track your squad’s fixtures and manage availability

How Do I Get the Club Admin Role?

A Super Admin assigns you the Club Admin role and links you to your specific club. You’ll receive an email notification when this happens.

Once assigned, switch to your Club Admin role from the Profile tab → Switch Role → Club Admin.

Your Tabs as a Club Admin

📊 Dashboard Tab

The Dashboard gives you a quick snapshot of your club:

• Number of active players
• Number of shadow players (not yet claimed)
• Upcoming fixtures
• Team summary (which teams you have and their division status)

Use this as your daily starting point to see what needs attention.

👥 Squad Tab

The Squad tab is where you manage all your players.

Browsing Your Squad

You’ll see a list of all players across all your teams. Each player card shows:

• Player name
• Position
• Jersey number
• Status badge — Active (has a LigiOpen account) or Shadow (profile exists, but player hasn’t claimed it yet)

Search and filter at the top:

• Search by player name
• Filter by team (e.g. show only First Team)
• Filter by position (e.g. show only Goalkeepers)

Player Detail Screen

Tap any player to open their detail screen. You’ll see:

• Full bio (name, age, position, jersey number, foot, height, weight, nationality)
• Current team assignment
• Stats for the current season
• Emergency contact info
• Club history

Adding a New Player (Shadow Registration)

When a player joins your club, register them on LigiOpen — even if they haven’t downloaded the app yet. This creates a shadow player profile.

1. Tap the + button in the Squad tab.
2. Fill in the player’s details:

1. Tap Save.

The player now appears in your squad with a Shadow badge. They have a profile, but they haven’t joined LigiOpen yet.

💡 Shadow players still count in your squad. They can be assigned to fixtures, and their stats are recorded by the Content Admin during matches. When they eventually claim their profile, all their existing data transfers to their account.

Inviting a Player to Claim Their Profile

Once you’ve added a shadow player, invite them to join LigiOpen:

1. Open the shadow player’s detail screen.
2. Tap Send Invite.
3. The player receives an email with a “Claim My Profile” button.
4. When they tap it, LigiOpen opens on their phone.
5. If they’re new, they register an account and it links automatically.
6. If they already have a LigiOpen account, it links instantly.
7. Their status badge changes from Shadow to Active. ✅

⚠️ The invite link expires after 7 days. If the player doesn’t claim their profile in time, go back to their detail screen and tap Send Invite again to send a fresh link.

Releasing a Player

When a player’s contract ends or they leave your club:

1. Open the player’s detail screen.
2. Tap Release Player.
3. A confirmation dialog appears. Enter an optional release reason (e.g. “Contract ended”, “Mutual agreement”).
4. Tap Confirm.

What happens:

• The player is removed from your squad
• Their departure is recorded in their club history with the reason and date
• The player receives an email notification that they’ve been released
• Their LigiOpen account remains active (they keep the Player role, but are no longer tied to your club)

💡 If the player gets picked up by another club on LigiOpen, their history record shows their time at your club neatly.

Transferring a Player

When a player moves to another club:

1. Open the player’s detail screen.
2. Tap Transfer Player.
3. Select the destination club from the list.
4. Optionally select the specific team within that club.
5. Enter a transfer reason (e.g. “Permanent transfer”, “Loan”).
6. Enter a transfer fee if applicable (optional — for records only).
7. Tap Confirm.

Both clubs receive an email notification. The player’s history is updated automatically.

Editing Player Information

To update any player’s details (e.g. jersey number changed, wrong position entered):

1. Open the player’s detail screen.
2. Tap the edit icon (pencil) at the top right.
3. Update any field.
4. Tap Save.

🏟️ Club Tab

The Club tab has two sections: your Club Profile and your Teams.

Editing Your Club Profile

Keep your club profile accurate and up to date:

1. Tap the edit icon on the Club tab.
2. Update any of the following fields:

1. Tap Save.

To change the club logo:

1. Tap the club logo image on the Club tab.
2. Your photo gallery opens.
3. Select the image you want to use.
4. It uploads automatically. ✅

Managing Teams

Your club can have multiple teams — First Team, Reserve Team, U-20, Women’s Team, etc.

Viewing teams: Tap the Teams section in the Club tab. You’ll see a list of all your teams.

Tap any team to see:

• The team’s player roster
• Their current division registration status
• Their standings

Creating a new team:

1. Tap the + button in the Teams section.
2. Enter the team name (e.g. “Gor Mahia Reserve Team”).
3. Tap Save.

⚠️ Team names must be unique within your club. You can’t have two teams called “First Team”, for example.

Registering a Team for a Division

When a new season begins, you need to register each of your teams for the division they’ll compete in.

1. Navigate to the team’s screen.
2. Tap Register for Division.
3. Select the league and division (e.g. “KPL → Premier Division 2025/26”).
4. Select the season.
5. Enter the roster count (number of players in the squad for this registration).
6. Enter the registration fee amount (for records — your league admin will verify payment separately).
7. Tap Submit.

Your registration is now Pending review by the League Admin.

Registration statuses:

Withdrawing a registration (before it’s confirmed):

1. Go to the team’s registration.
2. Tap Withdraw.
3. Enter a reason (e.g. “Squad not ready”, “Financial issues”).
4. Tap Confirm.

💡 Once a registration is Confirmed by the League Admin, you cannot withdraw it without contacting them directly.

📅 Fixtures Tab

The Fixtures tab shows all upcoming, completed, and postponed matches for your teams.

Tap any fixture to see the full details, including:

• Both teams, date, time, venue
• Match status
• Player availability declarations

Managing Player Availability

As a Club Admin, you can declare availability on behalf of your players:

1. Tap a fixture.
2. Scroll to the Availability section.
3. Tap a player’s name.
4. Select Available, Unavailable, or Maybe.
5. Add an optional note (e.g. “Player injured, out for 2 weeks”).

💡 Players can also declare their own availability from their Player tab. Your declarations as Club Admin override theirs if needed.

Real Scenarios

Scenario 1: Coach Cheruiyot Registers His Squad

Coach Cheruiyot of Sofapaka FC just became Club Admin on LigiOpen. He switches to his Club Admin role and heads to the Squad tab.

He taps + and starts registering his players one by one. After adding 20 players, he notices they all have the Shadow badge.

He goes through each player and taps Send Invite. Each player gets an email. By the end of the week, 16 out of 20 have claimed their profiles — their badges now show Active. The other 4 get a reminder.

Coach Cheruiyot then goes to the Club tab → Teams → Sofapaka First Team → Register for Division and submits their registration for the NSL Premier Division 2025/26. The League Admin reviews and confirms it two days later. ✅

Scenario 2: Releasing a Player

Victor’s contract with Bandari FC has ended at the end of the season. The Club Admin opens Victor’s detail screen, taps Release Player, enters “Contract expired” as the reason, and confirms.

Victor gets an email telling him he’s been released. His Bandari FC chapter is recorded in his LigiOpen history. His account stays active — he’s still a Fan, and his Player role remains. When Sofapaka FC’s admin adds him next season, his history will show he came from Bandari. 📖

Scenario 3: Registering for a Division

AFC Leopards want to enter their First Team in the NSL Premier Division 2025/26. The Club Admin goes to Club tab → Teams → AFC Leopards First Team → Register for Division.

She selects “National Super League → Premier Division 2025/26”, enters a roster count of 23, and submits. The League Admin receives a notification. Two days later, the registration status changes to Confirmed. AFC Leopards are in the division! 🎉

👉 Related: League Admin Guide → — to understand how your registration is reviewed and approved.