How the club treasurer runs the money side of the club in the app: run nights, attendance and credits, the bank, the spreadsheet, link requests, the cash float and handing over to the stand-in treasurer. No technical knowledge needed. Everything is done on your phone.
Handover window: 18 Dec to about 10 Jan. The stand-in treasurer runs the nights; the treasurer keeps an eye on the support email and monitors the data, then takes the duties back after the window. See section 8.
1. Getting in
Open the app in Chrome (Android) or Safari (iPhone).
Tap Sign in with email and type your email address.
Check your email for the sign-in message. Tap the link, or type the code from the email into the app and tap Sign in.
Put it on your home screen: Chrome menu > Install app (Android), or Share > Add to Home Screen (iPhone).
If Home doesn't show the treasurer tasks (Attendance, Bank, Claims, Link requests, Export), your treasurer access isn't switched on yet. Ask the club admin.
"Your sign-in has expired" just means repeat steps 2 and 3.
2. On the run night
Take attendance
Home > Attendance. Pick tonight's run, or add it if it isn't there.
Choose Type names or Quick pick at the top. Your phone remembers your choice.
Type names: start typing a member's nickname and tap the suggestion, or type it and move on. One match is ticked; no match adds a new visitor; several matches show a dashed row, so tap the right one.
Quick pick: the regulars are at the top. Tap More to see more names.
Each name gets a code. Tap the code to change it:
Code
Means
Cost
A
Ran, pays with credits
1 credit
D
Ran, double (for example with dinner)
2 credits
C
Paid cash on the night
$10 cash to you
H
Hare (set the trail)
free
V
First-timer or visitor
free, or C if they paid
There's no Save button. Every tick saves straight away. The banner shows Saving… then Saved. With no signal it says Saved on phone, sends when online. Don't sign out until it says Saved.
The banner shows how many are on the run and the cash you should be holding ($10 for every C).
Close the run
At the end of the night tap Close run and confirm.
This takes the credits off everyone (A −1, D −2), books the cash and locks the run.
Made a mistake? Tap Unlock, fix the names, and close it again. Only the differences are charged, so nobody is charged twice.
Cash and the float
Count the cash at the end of the night. It should be the float plus the cash shown in the banner.
Write the total and the run number on a slip and keep it with the cash.
During the handover window the stand-in treasurer is given a float and no physical banking is needed: keep the cash and slips together and hand them back with the float.
Hares' costs: Home > Claims. Pick the run and the hare, type the costs, add photos of the receipts, then Mark paid once you've paid them.
3. Link requests
New members sign in with their email and ask to be linked to their nickname. The treasurer gets an email when someone asks.
Home > Link requests.
Check you know the person, pick the right nickname (search box) and tap Approve.
Not sure? Leave it for the club admin.
4. Bank reconcile (once a week is plenty)
In your banking app, export the last 30 days of the club account as a CSV file. Overlapping exports are fine.
App > Home > Bank > choose the CSV file.
The app reports something like "x new · y already imported · z already recorded":
already imported: that exact bank line was loaded before, so it's skipped.
already recorded: the same member, amount and exact date is already in the books, so it's linked with no double-up.
To review: check each line.
Accept if the suggested member and credits are right ($100 = 11 credits, $200 = 22, $400 = 44; other multiples of $10 work out pro rata).
Fix if the member or credits are wrong. Tick Remember this bank name so it's right next time.
Part is merch: for example $135 = $100 of credits plus a $35 shirt. Type the merch amount and the credits for the rest are suggested.
Possible duplicate: tap Same payment if it's the entry shown, otherwise Not a duplicate: fix.
Not club money for anything else (bank fees, transfers between accounts).
Matched lists the last 30 days of accepted payments. Tap Amend to change the member or credits and say why. Nothing is deleted; a correction is added.
If you're unsure about a line, leave it in To review.
5. The spreadsheet (sheet sync)
The club's master spreadsheet stays the record of attendance and credits. The original sheet kept by a previous treasurer is never touched.
Closing a run updates the spreadsheet automatically within a few seconds: each member's code goes into the run's column on the attendance tab, and the credit and cash rows are added to the ledger tab. You don't need to do anything. It never overwrites a code someone typed by hand, and closing twice doesn't double up.
Re-closing a run: if you unlock a run and close it again, new people are added to the spreadsheet automatically. Removals and code changes are not written to the spreadsheet. Instead the treasurer gets an email listing the before and after, with a link to the sheet. Make those changes by hand:
the run's column on the attendance tab, and
the reconciled credit-used rows on the ledger tab.
If nothing changed, nothing happens and no email is sent.
6. If the app is down (paper fallback)
Write attendance on paper: nickname and code (A / D / C / H / V), plus the run number and date. Take a photo.
Keep the cash with a slip as usual.
Try again later. Usually it's just no signal, and the app keeps ticks on the phone until it's back online.
When the app is back, open the run, tick everyone in from the photo, then Close run.
Still down after a day? Send the photo to the club admin. Don't also type it into the spreadsheet, because that would double up.
The footer on every screen shows the version and build time, which helps when reporting a problem.
7. Don'ts
Don't give your sign-in to anyone else.
Don't delete rows in the spreadsheet. Add a correction instead.
Don't share members' real names, emails or bank details.
8. Handover (18 Dec to about 10 Jan)
The stand-in treasurer looks after run nights while the treasurer is away. Duties go back to the treasurer after the window.
The stand-in treasurer runs the nights: attendance, close run, cash on the night, hares' claims and link requests.
The treasurer keeps an eye on the support email and monitors the data (bank imports, balances, the spreadsheet) during the window.
Float: the stand-in treasurer is given a float. No physical banking is needed during the window.
Before the window
[ ] Stand-in treasurer signs in once with their email and asks to be linked; approve it in Link requests.
[ ] Club admin switches on their treasurer access.
[ ] Optional: practise one run night on the practice copy of the app, which has fake data.
[ ] Walk them through one run night with this guide.
[ ] Hand over the float (counted, both sign) and the receipts folder.
[ ] Make sure link-request emails reach them, or ask them to check Link requests on run nights.
[ ] They only need the app. No other system access is needed.
After the window (back to the treasurer)
[ ] Take back the float and the cash with its slips; check the slips against the C codes for each run.
[ ] Review anything they changed in the app.
[ ] Club admin switches their treasurer access off. They stay an ordinary member and still see their own balance.
[ ] Take back any spreadsheet edit access or email forwarding.