Index

Start Here: Setting Up Your Club

Use this checklist the first time you log in as a club administrator. Work through the steps in order: several depend on the one before. For example, the default data you load depends on your locale, and scores must be imported after members.

New to the layout? Read How Golden Records Is Organised first. It explains the Club Manager and the four specialist Managers, and which roles use each one.

Checklist at a glance

Check your Archery Locale
Load default data
Set the essential settings
Check your seasons
Get your data in
Add users and assign roles
Turn on member notifications
Set up two-factor authentication
Understand your trial and billing

1. Check your Archery Locale

Where: your user menu (top right) → Account, or https://archery-records.net/clubs/account

In the Your Profile section, check that Archery Locale shows your country. If it doesn't, click Change Locale and correct it.

Why it matters: the default rounds, bow styles, age groups and round types loaded in step 2 depend on your region. Several scoring and club record options in Settings also apply only to UK clubs.

While you're on this page, check that your name, email address, address and phone number are correct.

2. Load default data

Where: https://archery-records.net/clubs/manage_core (also reached from Records Manager → Data → Manage Data)

Under Load Default Data, click Load Defaults.
This loads the standard rounds, bow styles, age groups and round types for your region.
Review the lists under Manage Master Data (Seasons, Rounds, Bow Classes, Age Groups, Types and Achievements) and add anything specific to your club.

Moving from Golden Records Desktop? Skip this step. Restoring your desktop backup (step 5) replaces all data in your online account, including rounds and age groups.

Use the preset names for categories and bow classes everywhere, including in spreadsheets you import. Variations such as "Gent" and "Gentlemen" are treated as different categories and give incorrect handicaps and classifications.

3. Set the essential settings

Where: your user menu → Settings, or https://archery-records.net/clubs/settings

Start with these settings. Click Apply under each section to save your changes.

Setting	What to decide
Organisation Name	Your club's full, formal name as it should appear on reports and certificates.
Logo	Upload a .jpg, .png or .gif. It is resized to a maximum of 100 × 100 pixels and shown on pages and reports.
Preferred Naming Style for Seasons	Outdoor/Indoor or Summer/Winter. This sets the labels used for seasons throughout the system.
Allow Score Submission	Turn on if members will enter their own scores. If it's off, only officers and administrators can add scores.
Allow Score Editing	Whether members can edit or delete scores they have submitted.
Require Submission of Scoresheets	Whether members must attach a photo of their scoresheet with each score.
Member Submitted Scores have to be Approved	Holds member-submitted scores until a Records Officer approves them. Handicaps and classifications are only calculated after approval.
Officers Can Approve Their Own Scores	Whether a Records Officer can approve scores they submit for themselves.

You can leave the other options at their defaults to begin with. These are Score Options, Club Records Options, Coaching Options and User Page Visibility. UK clubs should review Score Options and Club Records Options before entering many scores. See Configuring System Settings for every option.

4. Check your seasons

You don't normally create seasons yourself. Golden Records creates them automatically from each score's round type (for example Indoor or Outdoor) and the date it was shot. Season dates follow your governing body, not your club's shooting calendar. See Why Can't Golden Records Use The Dates Of My Club's Seasons.

Where: Records Manager → Data → Manage Data → Seasons, or https://archery-records.net/records/seasons

Check the list after loading data, and again after every import. Look for:

"Unmatched XXXX" seasons: a round has no Type. Assign a Type to the round, then rebuild the seasons table. See Why Are Seasons Unmatched.
Seasons with odd years (for example "Indoor 2052"): a score was entered with the wrong date. Correct the score. See Seasons With Odd Dates.

5. Get your data in

Choose the route that matches where your club's records are now:

Your situation	Use	Where
You use Golden Records Desktop	Restore a desktop backup (.bak)	Data → Import, "Import Backup File from Golden Records Desktop"
Your records are in spreadsheets or another system	Spreadsheet import (.csv, .txt or .xlsx)	Data → Import, "Import Spreadsheet Data into Golden Records Online"
You're a small club or starting from scratch	Manual entry	Member Manager → Add New Member, then Records Manager → Add New Score or Add Multiple Scores

Restoring a desktop backup

Restoring a backup deletes everything in your online account and replaces it with a copy of your desktop database. Do this before you enter or import anything else.

See Importing Data From Desktop Golden Records.

Importing spreadsheets

Import in this order, because scores are matched to members by name:

Members
Score Records
Anything else you hold, such as Club Records, Handicaps, Classifications, Achievements, Affiliations or Subscriptions

Before uploading, check that:

you started from the downloadable template and kept the column headings exactly as they are
the last row has End in the first column
the file has no more than 5,000 records
archer names match existing members exactly. "J Smith" will create a new member rather than match "John Smith".

See Importing Data From Spreadsheets for the full rules. When you've finished, go back to step 4 and check your seasons.

Entering data manually

Add members first, then their scores. See Adding a New Club Member, Adding a Score for an Archer and Adding Multiple Archery Scores at Once.

6. Add users and assign roles

A member is a record of an archer in your club. A user is a login. Members only need a user account if they will submit or view their own scores online, or help run the club.

Where: Users → Add User, or https://archery-records.net/clubs/adduser

Choose the member from the Name list. They must already exist as a member.
Enter and confirm their email address.
Accept or change the suggested User ID, then click Set ID.
Turn on the authorisation levels they need, then click Add User. They'll receive an invitation email to set their password.

To give lots of members access at once, use Users → Import Users with the users.csv template. This creates member-level accounts only. You can then add officer roles to individual users.

Give officers the specific role they need, such as Records Officer or Membership Officer, rather than Club Administrator. See How Golden Records Is Organised for which role uses which area, and Adding a New User Account for full details.

7. Turn on member notifications

Where: Settings → Manage Member Notifications

All member emails are disabled by default. Click Disabled next to each one you want, to switch it to enabled. The emails are:

Scores: Score Approved, Score Not Approved
Achievements: New Classification, New Handicap, New Club Record, New Achievement
Membership: Membership Renewal, Fees Statement, New Subscription, Updated Subscription, Payment Receipt

If you turned on score approval in step 3, enable at least Score Approved and Score Not Approved so members know what happened to their scores. If you'll manage subscriptions in the Member Manager, enable the membership emails.

Your own notifications

Under Settings → Manage Notifications, you can subscribe to regular email summaries for yourself. The topics are Latest Scores, New Achievements, New Club Records, Age Group Changes, Member Renewals, Expiring Affiliations and Expiring Qualifications. Set how often you want each one, in days, and click Subscribe. Account notifications are always sent, whatever you choose here.

8. Set up two-factor authentication

Your account holds members' personal data, so protect it with a code from your phone as well as your password. Until you do, each dashboard shows a "Secure your data with additional verification" reminder.

Where: click Set Up on the dashboard reminder, go to Account → Two Factor Authentication, or visit https://archery-records.net/access/two-factor

Install an authenticator app on your phone, such as Google Authenticator or Authy.
Scan the QR code shown on screen with the app.
From then on, enter the current code from the app each time you log in.

Encourage every user with an administrator or officer role to do the same. See Two Factor Authentication.

9. Understand your trial and billing

Where: Account, in the Subscription Details section

A subscription is created automatically when you register, and the first payment falls due when your free trial ends. The Account page shows your Subscription Status, Time To Next Renewal, Subscription Expires date, Auto Payment setting and Current Plan. You'll get email reminders before the trial ends.

To continue: click Manage Subscription and add a payment method (card, direct debit or PayPal). Payment on invoice is available; see Paying Invoices Offline.
To stop: cancel before the trial ends to avoid being charged.
Receipts: click View Payments.

See Managing Your Club Subscription, Understanding Free Trial Charges and Understanding What Happens After Trial Ends.

What next?

Once your club is set up, the day-to-day work happens in the specialist areas, each with its own guide:

Club Records Area Guide: scores, club records, handicaps and classifications
Member Manager Guide: members, subscriptions, renewals and fees
Coaching Area Guide (Clubs): coaches and qualifications
Equipment Area Guide (Clubs): club equipment and inventory
Club Member Guide: share this with your members

If you get stuck, use Support on any page.

Last Updated : 19/10/2026 16:49:14

Club Management Guide

Index

Start Here: Setting Up Your Club