As a club/league administrator, one of the most time-consuming tasks at the beginning of every season is to ask teams to submit their budget for the year.
Distributing budgets for teams to complete, chasing each team down to complete them, and all the back and forth questions before approval are time-consuming and exhausting to manage.
With FlipGive's new budget app we have a solution that will save you tons of time and also allow you to track team finances throughout the season!
Before we get started, make sure you have been setup with a FlipGive clubs and league admin account - if not please contact us to get that setup!
Login to club/league admin
To get started, login to FlipGive, click on the top right user icon to see the club admin link. Click on that to access your club admin.
First thing is to make sure your division is setup properly. A division is a group of teams that start and end at the same time during the year. Most clubs have just one division, but some larger clubs may have different groups of teams that start and end at different times based on age or skill level - in those cases there should be a division for each group. Your FlipGive representative should've helped you get these setup already for the year.
Once you've logged into your club/league admin click on the division tab to see the division(s) assigned to you.
Review the division details to make sure they are correct - name, sports category, start and end date. Add a logo if it wasn't uploaded, and setup any splits on money earned if your club wishes to take a share of team earnings.
If you are going to review all budgets from teams, make sure the "Team budget plans require approval" checkbox is turned on.
Setting budget templates for teams
If you scroll down further on the division edit page you will see the budget templates. These are the default values that any team under this division will see when they first view their budget. There are defaults set for both income and expense categories as well as an estimate under each.
You can edit these templates by adding new categories, editing their names, adding additional estimates using the controls as defined below. Once you're happy with the template, save the division page.
Adding teams to a division
Once your division budget template is set, now you can add your teams to a division. Simply click the "Add Teams" button and then fill out the form, setting the number of players, the fundraising objective and goal, the city where these teams reside and then for each team list their name, one on each line.
Note that the team name will automatically inherit the season (2022), club (San Diego Sluggers) and division (Opals) name, so if your team is 12 and under, just list the name as 12u and the final name of the team will be 2022 San Diego Sluggers Opals 12u.
Once you save changes the system will create these teams with you as the captain/owner of each team, and every team will also have the budget template you setup in the previous step as their starting point.
At this time your teams are also visible publicly for your team owners to claim. You view how this page will look to your team owners by clicking the "Public View" link on the left navigation.
Add team managers to teams
Now that your teams are setup you will need to add team managers to each team and give them the appropriate rights so that they can submit a budget plan. Before you complete this section, make sure you have the names and emails of all your team managers. You will need it to add them to their respective teams so they can submit a budget plan.
Note: Before starting this step we highly recommend you give all of your team managers advanced notice to look out for an invite from FlipGive and submit their team budgets through the budget app.
The first step is to go to the teams tab
From there click "View" beside the team you wish to add a team manager.
You will then be taken to the team edit view, click the button to "Add Team Member".
Then add the name and email of the person you wish to submit the budget plan and click "Save".
Once added you will see the newly added person under "Team Members". To give them access to fill out the team's budget plan you will need to make them a co-captain (which keeps you on as the captain of the team) or a captain (which will remove your rights on the team).
We recommend making them a co-captain by clicking the "Make Co-Captain" button.
And that's it! Repeat this process for every team to assign a person and make them the team co-captain. An email will be sent to the co-captain you added letting them know they have been added to the team.
If you had given them a heads up beforehand about using FlipGive they will know to accept the invite and submit a budget plan for approval.
See how team managers accept this invite and submit an approval
Completing a budget plan for club/league approval
Once budgets are completed, see how easy it is to approve them