Club Members
Image · Club Settings
Your roster — sign-ins, skills, dues and details.
Getting Started
Import your member roster
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Assign wristbands to members
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Add at least one beach manager
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View your live beach dashboard
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System Online
Your Club
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On Beach Now
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Active
Total Members
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group
Registered
System Health
100%
verified
Verified
Live Beach Dashboard
Real-time wristband tracking, safety alerts, and patrol status.
Signed In
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On beach right now
Signed Out
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Left the beach
Inactive
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Not yet active
Assigned
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Band issued, no session running
Unassigned
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No name assigned
Roster Breakdown
Signed In (0%)
Signed Out (0%)
Inactive (0%)
Assigned (0%)
Unassigned (0%)
Manager Summary
Total Managers
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Managers on Beach
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System Intel
Membership Forms
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Membership categories and fees. Logo, sponsors & payment details are in Club Settings.
Pending Applications
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New membership applications to review and approve.
Import Members
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Upload member data from a spreadsheet, or load a member manually.
Club Members
Your roster — sign-in status, skills, dues and details for everyone in the club.
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Membership Forms
Define your membership categories, fees, boat classes and volunteer roles, and share your branded public application form.
tune Public link, logo, sponsors, season dates & dues rules live in Club Settings → Membership & forms →
Pending Applications
Membership applications submitted through your public form — review, approve or reject each one.
Import Members
Upload member data from a spreadsheet — set a session manager, preview the rows, then import.
Create Manager
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Add someone new and generate their wristband slot.
Current Managers
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Everyone holding a wristband and their live status.
Member Groups
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Members assigned to each manager, from current roster data.
Create Manager
Add someone new — an unassigned wristband slot is created for them to link on the app.
If provided, we'll email them a link to install the LoopIn app and connect.
An unassigned wristband slot is created automatically. When a new LoopIn wristband is scanned on the app, this manager will appear in the picker to be linked.
Current Managers
Everyone holding a manager wristband and their live status.
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Member Groups
Members assigned to each manager, based on current roster data.
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Session Manager
This name is recorded against every imported member as the supervising manager.
Upload Excel File
Drop your spreadsheet here, or click to browse
.xlsx, .xls, or .csv files
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Not sure of the format?
Preview
| Name | Age Group | Ability Group | Board | Patched | Emergency Contact |
|---|
Add Member Manually
Add a single member without uploading a file — useful for walk-ins or late joiners. Uses the Session Manager name above.
Club
Profile
Image · Club Settings
Your club's name, timezone and identity codes.
Membership & forms
Image · Club Settings
Your public link, logo, sponsors, season dates and dues rules.
Location & alerts
Image · Club Settings
Where the club sits on the map, plus geofence warnings.
Messages
Image · Club Settings
Reword the emails and texts LoopIn sends for you.
Access & staff
Image · Club Settings
The dashboard TV link and staff roles.
Billing & payments
Payouts
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Card payments from members, paid out to your club via Stripe.
Billing
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Your plan, modules and subscription.
Danger zone
Close club
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Permanently delete this club and everything in it.
Profile
Displayed in the admin portal and dashboards.
Shown throughout the app instead of “Manager” and “Member”. Leave blank to use your club type’s wording.
The two roster group headings in the app. Leave blank to use your club type’s wording.
Your Google account — cannot be changed here.
Your LoopIn organisation identifier — used to link the app and dashboard. Set up or join another org
Membership & forms
The friendly name in your public membership link:
register.loopin.nz/apply/your-club.
Lowercase letters, numbers and hyphens; must be unique. Leave blank to use the default link.
Where participants complete event registration or a membership application. Used to build your public signup, applications, and payment receipt links. Leave blank to use the default.
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Your club's default membership year, shown to applicants on the membership form. Individual membership types can override it in Applications. Leave blank to show nothing.
How members are billed after they join, for every membership category. Auto-renews: dues fall due again each season (using the dates below). One-off: members pay once and are never automatically billed again. Changing this affects new approvals; members already on a plan keep their current setting until their category is next saved.
The run-up date to your next season. Anyone who joins on or after this date is treated as a member of the upcoming season, so their annual renewal falls on the following season start rather than this one. Day and month only. Leave blank to use 1 July.
If your rules name a fixed date each year that unpaid subscriptions become overdue (e.g. "unpaid by 31 October"), set it here. Day and month only. Leave blank to chase each member from their own renewal date instead.
Some constitutions end membership automatically once subscriptions are a set time overdue. When set, members overdue this long are made inactive and stop being billed. Leave on "Never" unless your rules actually require it — this ends memberships without asking.
Email address(es) that get an alert whenever someone submits a membership application. Separate multiple with commas. Leave blank to use your admin sign-in email.
Public form branding
Your public link, club logo, sponsors and intro. Logo and sponsors save as you change them; the intro saves with the button below. The confirmation-email wording and the bank-transfer details it carries are in Messages.
Club location
Where your club sits on the map. The tracking map centres here on open and shows a marker for the dock or clubhouse.
To find these: open Google Maps, right-click your clubhouse and click the coordinates at the top of the menu to copy them, then paste the two numbers here. Leave both blank to remove the marker.
Optional name for the spot. Shown alongside the marker.
Geofence zones
Get alerted when someone with a tracker leaves the area around your club. Each zone is a distance from the club location set above — add an age range to hold younger members to a tighter zone. Needs a club location; without one, nothing is checked.
Managers, coaches and admins are texted and emailed once when someone leaves — not repeatedly while they're out — and the alert clears itself when they come back.
Alert emails
Extra addresses to copy on safety & tracker alerts. Coming in a future update — these are saved but not sending yet.
Emailed when a tracker leaves one of the geofence zones above.
Emailed when someone has been signed in / on the water longer than expected.
Emailed when a GPS tracker's battery is running low.
Message wording
Rewrite the messages LoopIn sends on your club's behalf. Leave one untouched and it keeps the standard wording. Each message saves on its own.
💡 Open a message to reword it. The bank-transfer details that go inside the membership confirmation are set right in its card, under the wording.
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Dashboard Access Link
Share this link with staff and club TVs. Anyone with the link can view the live dashboard — keep it private to your club.
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Hidden items
Sections your club has switched off in this portal. Hiding applies to the whole club — everyone signed in here sees the same thing. Nothing is deleted, and your data is untouched.
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Payouts
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Close club
This deletes the club and everything in it — every member record, attendance history, vessel, document, payment record and staff sign-in. It cannot be undone once it happens.
What happens
- The club is scheduled to close in 30 days. Nothing is deleted before then.
- You can stop it at any point during those 30 days, from this page.
- Your members keep using the club normally in the meantime. They are not told by us — telling them is yours to do.
- A copy is taken before anything is removed, so an accidental closure can be escalated to support. After the copy expires, nothing can be recovered.
Only the club's owner can do this
That is the person whose email address the club was registered under. If you want to leave but the club is carrying on, ask support to transfer ownership instead — that keeps the club and everyone in it.
Typed, not tapped — this is the only thing standing between here and the wrong club.
Help centre
Everything you need to run your club on LoopIn. Search below, or browse by topic. Still stuck? Use the Feedback button in the sidebar, or email support@loopin.nz.
Membership snapshot
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A single view of your membership for the committee.
Membership movement
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Who's joined and left, plus fees at a glance.
Polls
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Email a motion to your committee and tally the votes.
AGM ballots
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Run a weighted AGM ballot with written proxies.
Membership snapshot
A single view of your membership for the committee. Family memberships (one household) count once; the people figure counts every individual. Fills in from your Applications categories automatically.
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Who's joined and left, plus fees at a glance.
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Create a poll
Email a motion to your committee. Everyone on your Committee Members list with an email address gets a private voting link; results tally below.
This is a committee vote, not an AGM ballot. Every officer gets exactly one vote and proxies aren't supported — which is how constitutions describe committee meetings. For a general-membership resolution that weights votes by category and allows written proxies, use the AGM ballot below instead.
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Polls
No polls yet.
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AGM ballot weighted
Each member's vote is weighted by their membership category's AGM votes (set in Applications → membership types).
A special resolution usually needs 75%. Quorum 0 means no quorum gate — set it to the minimum total vote-weight that must be cast for the result to count.
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AGM ballots
No AGM ballots yet.
Add committee member
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Add someone from your roster and give them a position.
Current committee
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Your officers and general committee — edit positions and role emails.
Pick someone from your roster and give them a position if they hold an office (Commodore, Secretary, Treasurer…), or set Committee Member for a general member with no specific title. Everyone here counts toward your officer register under the Incorporated Societies Act and can be sent committee polls.
Can't find someone? Only people on your roster appear here. Life members and others who never filled in an application form won't be there yet — add them under Import Members → Add Member Manually (set their membership category and status there), then come back.
Position, responsibility and email can be edited here at any time — change the boxes and press Save changes. The email is the address for the role, so it can be a club address (secretary@yourclub.nz) without touching that member's own contact details on the roster.
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Governance records
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Your Incorporated Societies Act 2022 records and self-check.
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Yachting New Zealand
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Incorporated Societies Act 2022 self-check, worked out from your own club data. Not legal advice.
Data access requests
A single sailor's record is released only when your club and the sailor both agree — one person, one stated purpose, a fixed expiry. Nothing here is a bulk export.
What you're willing to share
Once a sailor also consents, this is what your club allows released. Nothing is shared by default.
Records for the Incorporated Societies Act 2022 self-check. If your club is linked to Yachting New Zealand, saving these updates your national compliance status. Not legal advice.
The Act requires one to three contact persons, with their details (s113–116).
The society's registered office address (s110).
Confirm the register is kept, even if there is nothing to disclose (s73).
Record each officer interest disclosure (s73). Leave empty if there is nothing to disclose.
Upload your financial statements in the Documents tab (s100–104).
When you last filed the annual return with the Registrar (s109).
New document
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Upload a governance document and send it out for member approval.
All documents
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Your constitution, policies and financial statements, and their approval status.
Upload a governance document (e.g. your constitution) and choose members to approve it. Each approver is emailed a link to approve, request a change, or reject. When everyone approves, it's adopted — and for a club connected to the national registry, its compliance record updates automatically.
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No documents yet.
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Members
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Who's paid, due or overdue — record payments and assign plans.
Member Fees
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Your membership types and their prices — set a fee and it appears for members.
Ledger
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Every transaction in and out — dues, fees, merch and your own entries.
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Create event
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Schedule a club event, invite members and collect RSVPs.
Upcoming
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Your event list — RSVPs, invites and details. See the calendar view under Racing & Events → Calendar.
Upcoming
Every event, with RSVPs and details. For the day-by-day view, see Racing & Events → Calendar.
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Registration Forms
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Build branded signup forms and discount codes.
Races
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Create races and open registration.
Registrations
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View and/or export competitors entered for a Race/Regatta.
Races
Create races, attach a registration form and open signups.
Registration Forms
Build branded signup forms — categories, tiers, waivers and discount codes.
Registrations
Who’s signed up — the funnel, exports and confirmation resends.
Calendar
Events and races on one calendar. Click a day to schedule something new.
New product
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Add merch, food, gear hire or a service to sell.
Catalogue
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Everything you sell, with prices and stock.
Fleet
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Your on-water GPS trackers — health, ownership, live status and commands.