Pavilion help

Accounts & Finance 15

• Accounting settings, explained Settings → Accounting. Four things live here, and only the first two change how figures are worked out. The rest is wording on paperwork.📅 Financial year endThe month and day your books close. Every report that says "this year" counts…
• Expenses settings, explained Settings → Expenses. Three figures, and each one is a decision your committee has probably already made without writing it down anywhere.🚗 Mileage ratePence per mile, applied to every mileage claim so nobody has to work out the sum. Many…
• Inventory (asset register) The Inventory is a register of everything the club owns and where it lives — a living stock-take that’s far easier to keep current than a spreadsheet, and handy for insurance, budgeting and handovers between committees. Find it on the…
• SumUp card payments Pavilion can take card payments through SumUp using your club’s own SumUp account, in three ways:Online — a member pays by card on a SumUp-hosted checkout page (for subs, events, hire and bookings), and Pavilion records the payment automatically once…
• 🏦 Bank Detail Change Approval Changing the club bank details (where members' money is sent) is high-risk, so Pavilion can require a second person to authorise any change. This stops one individual altering the account on their own. Turning it on Go to Settings →…
• 🏦 Banking — Statement Import The Banking tab brings your bank statement into Pavilion so it can be checked off against the ledger on the Reconcile tab. Importing does not change your ledger — it just stores the bank lines ready to match. Importing a…
• 🏷 Funds & the trustees' report A club that takes a £15,000 grant to relay the green has taken money it is not free to spend on anything else. If the accounts show one pot, the trustees are signing something untrue.Four kinds of fundGeneral — the…
• 💰 Accounts & Finance The Accounts module provides a full income and expenditure ledger, invoice management, and supplier/customer records for your club. Ledger Record income and expenditure transactions with categories, dates, descriptions and amounts. The running balance is calculated automatically. Filter by date range,…
• 💳 Payment Providers Pavilion supports four payment methods. Only one provider is active at a time, but all historical payment records are preserved when you switch. GoCardless — Direct Debit The UK market leader for Direct Debit. Members authorise a mandate once and…
• 💷 Expense claims Members can submit their own expense claims from the members' app, and the club's Treasurer approves and pays them. Every claim tracks its own status so the member always knows where it is. The lifecycle at a glance Submitted →…
• 💷 Fees & Subscriptions The Fees settings define the subscription amounts your club charges for each membership type, plus session and hire fees. Membership Fees Sports member fee — full playing member annual subscription Guest bowling fee — per-visit fee charged to guests brought…
• 📄 Trustees' annual report See Funds & the trustees' report — the fund split and the report are one explanation, and they are kept together rather than told twice.In short: the statement of financial activities split restricted / unrestricted / total, the balance sheet,…
• 📋 Stocktake The stocktake page lets you check every registered equipment item in a single session. For each item you record: condition found (New/Good/Fair/Poor/Missing) and current location. Items that haven't been checked in 6 months are flagged as overdue.Access from the Equipment…
• 📑 Year end — the club's accounts Accounts → Year End produces the statements your club needs at the end of its financial year, built from the ledger you have been keeping all along. Which statements you get depends on two settings — your year end date…
• 🔄 Reconcile Reconciling ties each imported bank line to the matching entry in your ledger, so you can be confident the two agree. The progress bar at the top shows how far through you are. Auto-match Click ⚡ Auto-match to let Pavilion…

Bookings & Green 36

• ⚡ Utilities, running costs & asset values Two questions in one screen: what the clubhouse costs to run, and what it will cost to keep.MetersRegister each meter — electricity, gas, water, oil — with its unit, supplier, tariff and contract end date. Anybody passing can take a…
• Booked on two rinks at once If somebody is already down to play at that time on another rink, the booking screen says so before it saves — naming the rink and the time of the booking they already have.It is a warning, not a refusal.…
• Booking confirmation emails When a member books a rink, the confirmation goes out in the same moment the booking is saved — not on a schedule, not on the next cron run. By the time the member sees "Booking confirmed" on screen, the…
• Bookings & Rinks The Bookings & Rinks page is the central hub for managing rink availability. It combines the rink map, booking wizard and rink management in one place. Toolbar Date picker & arrows — navigate between days (Day view only) Day /…
• Bookings arriving later than their slot When a member books a rink in the app they are asked what time will you be on the rink?. It is filled in with the session's own start, so somebody arriving on time simply leaves it alone.Where they set…
• Cashing up on the steward tablet The whole of cashing up now happens on the steward tablet itself, on top of the dashboard. It used to be a link that dropped whoever was counting into wp-admin — sidebar, admin bar, small type, and no back button…
• Club checks The record that things were checked — the toilets, the fire alarm, the first aid kit, the defibrillator. Most clubs keep this in a book on a shelf, which answers was it done? only if somebody can find the book…
• Deciding what a member is allowed to do Every member holds one of three roles, and the permissions matrix decides what each of them may do. Change somebody's role on their own profile: Members → open the member → What they can do.Club Member — books a rink,…
• Green Status The Green Status card shows members whether the green is Open, Closed, or under Maintenance in real time without them needing to phone or check a group chat.Set it in Settings → Green Status. Add an optional note for conditions…
• Guests and their fees on the tablet A Guests & fees section appears on the steward dashboard whenever guests are signed in for the day. It shows each guest, whose guest they are, which rink to look at, what is owed, and whether it has been taken…
• How many people a rota slot needs Two things decide it, and the slot wins.Each role carries a normal number under Rota → Roles — a Duty Steward role set to two means every steward slot asks for two unless told otherwise.Each slot can override it. The…
• Inductions The gap between somebody joining and somebody bowling is where clubs lose people. They come down once, stand about, and are never seen again — and the committee finds out in November when the renewal is not paid.Members → Inductions…
• Linking names already on the books Under Settings → System → Link Players. A one-off tidy-up for bookings made before Pavilion started offering the link as names were typed.It lists every player name on the books with no membership behind it, grouped by the name —…
• Linking players to their membership When a member books a rink and names who is playing, each name can either be picked from the club list or typed in. Picked names are joined to that person's membership; typed names are just text.That difference costs the…
• Maintenance Members → Maintenance. The taps, the boiler, the gutters, the mower service, the electrical inspection. Things that need doing again in six months or five years, and are remembered by whoever happened to do them last — until that person…
• Printing the daily rink sheet The Rink sheet button in the steward toolbar prints the day the dashboard is showing as a landscape sheet for the clipboard by the door: every session down the page, every rink across, and for each one who booked it,…
• Putting the Duty Steward screen on a tablet The Duty Steward screen now has a page of its own, so an iPad behind the bar can keep it as an icon rather than somebody signing in to the admin and hunting through menus every shift.1Open it on the…
• Rink Management The Rinks tab shows a live visual green map of today's rink status and a management table for adding, editing and reordering rinks. Live rink map Each active rink is shown as a glowing lane card with today's booking status.…
• Tapping the figures on the steward tablet The five figures across the top of the steward dashboard — Bookings, Members, Players, Arrived and Expected — are each a button. Tapping one opens a table of exactly what makes that number up, with a Print button underneath it.That…
• The day diary on the steward tablet Bookings & Arrivals opens on a diary of the day: every rink across the top, every session down the side, and every box drawn — including the empty ones.That last part is the point of it. The old list showed…
• The figures above the rink grid Booked, Free, Members and Players sit above the day grid, and each one opens to show what makes it up.Booked — every booking, with the rink, session, member, how many are playing and when they expect to be on the…
• The public availability page A page for your own website showing the green a week at a time: the days across the top, your session times down the side, and every rink inside each box as either taken or free. It opens on the…
• The rink sheet as a file Next to Rink sheet on the Duty Steward toolbar there is now a PDF button. Same sheet, same layout, handed back as a file instead of going to the printer.📄 Why bothPrinting is the right answer most days — the…
• The sign-in pages Signing out of the members' app lands on WordPress's own sign-in page, and by default that means a WordPress logo, a link off to wordpress.org and a dropdown offering to switch the site into another language. To a member who…
• The week view on the booking grid The members' booking grid has two views, and the switch between them sits in the toolbar.Day puts the rinks across the top and the session times down the side. It is the right view for "what is free this afternoon?"…
• Volunteers declaring availability from the app The Rota tab of the members' app now carries When you can help: the next fortnight, with a tick and a cross against each day. One tap says yes, one says no, and tapping the same answer again takes it…
• Who counts as a player on a booking Players are the people who will be bowling alongside the member who made the booking. Any of them may be another member of the club, or a guest brought along for the day — the field does not care which,…
• Your booking procedures wording Under Settings → Booking Rules → Booking procedures & information. How your club takes bookings, in your own words, with a proper editor — bold, colour, bullet points, links and headings.Write it once and it appears in two places: at…
• ⏰ Session Management Sessions define the named time slots that appear as rows on the booking grid. For example: Morning (10:00–12:30) and Afternoon (14:00–17:00), each running on different days of the week. Session fields Name — shown on the booking grid (e.g. "Morning",…
• 🌱 Greens Care Greens Care is the greenkeeper’s home in Pavilion: a maintenance diary, a register of the products and materials you apply, and a place to record readings such as green speed and track them over time. Find it under Pavilion →…
• 📁 Compliance & certificates The paperwork somebody official will one day ask to see: the insurance schedule, the premises licence, the gas safety certificate, the electrical condition report, the fire risk assessment, the music licence, the CASC or charity registration.Why this is not the…
• 📱 Sign-In Kiosk The Sign-In Kiosk is a tablet sign-in screen for the door. Members and visitors sign themselves in, the time is logged automatically, and you get a record of who is on the green. Setting it up Create a page and…
• 🔄 Roll-Ups Roll-ups are informal sessions where members turn up without a pre-booked rink and play is organised on the day. They appear on the booking grid as blue Roll Up cells. Setting up a roll-up Click + Add Roll-Up in the…
• 🚫 Blackout Dates Blackout dates prevent new bookings during a specific period — for maintenance, tournaments, club events, or any other reason. Adding a blackout Click + Add Blackout in the toolbar to open the overlay wizard. Fill in the fields: Rink —…
• 🛟 Safeguarding, DBS & qualifications Who is DBS checked, who is first-aid trained, who holds a coaching qualification — with the dates, so a lapsed check is caught before the county asks rather than after.What this replacesThe member record has carried ticks for coach, first-aid…
• 🛡 Steward Dashboard The Steward Dashboard is a simplified, large-touch interface for a tablet at the reception desk or bar. It shows today's bookings, arrivals, duty rota, and key stats. Key Features Arrival tracking — tap ✓ next to each player to mark…

Communications 12

• ✉ Email Templates The Email Templates tab lets you edit every automated email Pavilion sends — subject lines, body text, sender name, reply-to address, and footer — without touching any code. Sender settings From name — the name that appears in the recipient's…
• Mailchimp — keeping an audience in step Pavilion has its own newsletter builder and its own rule-based groups, so most clubs will never need this. It exists for the club that already runs everything through Mailchimp and would rather not move — the committee that has built…
• Notification settings, explained Settings → Notifications. These are the alerts that appear in the members' app and on a phone's lock screen — not emails, which are set under Reminders and Emails.✏️ Title and bodyEach kind of notification has a title and a…
• Sending a newsletter to members Getting the newsletter out is the commonest thing anybody does with bulk email, so there are two ways to do it and they suit different occasions.📣 The quick wayOn Communications → Newsletters, the Notify members button on a published issue…
• The weekly digest, explained Settings → Digest. One email a week to the people running the club, so that nobody has to remember to go and look.📧 What it is forEverything on it is already on a screen somewhere. The point is that a…
• WhatsApp settings, explained Settings → WhatsApp. Worth being clear about what this is before setting it up: Pavilion does not send WhatsApp messages. It gives you a link and a composed message; you press send in WhatsApp yourself.🤔 Why it works that waySending…
• ⏰ Automated Reminders Pavilion can automatically send email reminders for renewals and rota duties on a schedule you control. Renewal reminders Sends the Membership Renewal Reminder email to all members whose renewal is due within a set number of days. Configure the trigger…
• 📁 Document Library The document library publishes club documents — rules, constitution, AGM minutes, forms, policies — to members without emailing attachments round. Manage it from 📁 Documents and put [pvl_documents] on the member portal to show it.Who can read whatEach document is…
• 📮 Sending Email (built-in SMTP) Pavilion has its own built-in SMTP engine, so the club's email — booking confirmations, renewal reminders, rota alerts, campaigns and newsletters — can be sent through your own email account or provider without installing a separate SMTP plugin. Without SMTP,…
• 📰 Bowls News Feed The News Feed widget on the Dashboard aggregates the latest news from UK and international bowls organisations — displayed as a horizontal card grid, all in one place. Built-in sources 🏴󠁧󠁢󠁥󠁮󠁧󠁿 Bowls England  ·  🌍 World Bowls  ·  Bowls Development…
• 📺 TV / Foyer Display The TV Display is a full-screen dashboard for a wall-mounted screen in your clubhouse foyer. It auto-refreshes and shows live data from your club. Available panels include today's bookings, the duty rota, notices, upcoming events (only events whose “Visible to”…
• 🗳 Club Polls Create quick single-question polls from Settings → 🗳 Polls. Members vote with one tap and see live animated results immediately. Each member gets one vote.Use [pvl_club_poll] to show the latest active poll, or [pvl_club_poll id="N"] for a specific poll. Close…

Competitions & Social 6

• Asking members whether they are coming Premium. Events → Invite on any event. Members can already sign up for an event from the app, and that works for the members who use the app. The Christmas lunch, the AGM and presentation night are not events for…
• 🎮 Games Night Guide Add and manage the games available on club games nights. Each game has a name, description, rules ("how to play"), equipment needed, player count, duration, difficulty and an optional image picked from your media library.⭐ Add from library: instead of…
• 🏆 Club competitions (knockout draws) Run the club’s internal championships — singles, pairs, triples or fours — as a knockout. Enter the players, generate the draw, then record each result as it is played and Pavilion moves the winners through the bracket for you. Entries…
• 🏆 Friendly Matches The Matches tab records all friendly matches — home and away — including scheduling, results, squad, rink allocations, dress code and surface type. Result convention Pavilion displays results opposition-first, matching the standard bowls scorecard format. For example, 1–4 WIN means…
• 📅 Events & Social Calendar The Events page — Members → 🎉 Events & Socials in the navigation bar — manages club events and socials: quiz nights, BBQs, coaching, AGMs and committee meetings, with optional sign-up, capacity limits and member/guest pricing. The admin dashboard's 📅…
• 📊 Internal leagues Run a season of internal league bowls: a set of teams (or, in a singles league, individual members), a round-robin fixture list where everybody plays everybody, and a standings table that updates as results come in. Setting up Create the…

Getting Started 12

• ⌨ Navigation & Command Palette Pavilion includes a command palette for fast navigation:Press Ctrl+K from anywhere in the WordPress admin to open the search paletteType any page name, feature, or keyword to jump directly to itUse ↑↓ to navigate results, Enter to openCommon questionsDoes the…
• Duplicated demo data after a refresh Refreshing the demo data is meant to wipe what is there and lay it down again, so the demo always looks the same. If something appears two or three times over, it is because that feature's data was not being…
• Face ID and fingerprint sign-in on a demo site Passkey sign-in — the Sign in with Face ID or fingerprint button on the members' app — is switched off completely while a site is in demo mode. The button is not shown, and every endpoint behind it refuses.A demo…
• Starring the pages you use Pavilion has a lot of screens and most people who help run a club use about five of them. The treasurer wants the ledger and the bank reconciliation; the fixtures secretary wants the match calendar; the steward wants the till.…
• 🌐 Live public demo Demo mode turns a spare, throwaway WordPress site into a safe, self-resetting public demo of Pavilion — ideal for a marketing website where prospective clubs can try the software before they buy. It is exactly how the official Pavilion demo…
• 🎭 Demo Data Demo Data lets you load sample members, bookings, rota, matches, notices, member groups, newsletters and bulk email so you can explore Pavilion before entering your real club data. Everything created is tracked and can be removed in one click. The…
• 🏠 Dashboard The Dashboard gives you a live overview of your club — bookings, members, rota and match results in one place. All metrics are cached so the page always loads instantly. Setup Wizard A 🧭 Setup Wizard button appears in the…
• 💾 Automatic backups Every record the club holds, packed up on a schedule and sent somewhere that is not the club's own website.This exists because of how volunteer-run clubs actually lose their records: not a dramatic hack, but the person who set the…
• 📈 Demo usage insights When a site is running in demo mode, Pavilion sends anonymous, non-blocking usage insights back to the Keen2Support hub so you can see who is trying your public demo and which features they explore. It appears on the hub under…
• 🧭 Setup Wizard The Setup Wizard guides you through configuring Pavilion step by step. It checks what is already set up and shows exactly what still needs your attention. Accessing the Wizard On the Dashboard, a 🧭 Setup Wizard button appears while required…
• 🧾 Audit trail Who changed what, and when. Ledger entries created, edited or deleted; expense claims approved, rejected and paid; supplier bank details changed; permissions granted; settings altered; officers signing in.It is for the day something is disputed. For a charity's treasurer and…
• 🪄 Guided Wizards Guided wizards walk you through multi-step or risky jobs safely — each one previews exactly what will happen and asks for confirmation before changing anything. Find the full list on the Help page → Guided wizards panel, where every wizard…

Members & Membership 25

• App invitations — how members actually get in This is the step clubs miss, and missing it is why a club sometimes concludes the members' app "does not work".When you import your members from a spreadsheet or from membermojo, Pavilion creates a WordPress account for every one of…
• Bringing history across from Member Mojo Moving the members over is the easy half, and the Member Mojo import already does it. The half clubs actually worry about is everything that came before: eight years of “when did she join”, “did he pay in 2021”, “what…
• Club store — selling shirts, tickets and levies Nearly every club sells its members something besides membership: a club shirt, a locker, an insurance levy, tickets for the Christmas dinner, entry to an open competition. Before, that meant a list on the noticeboard and somebody collecting cash in…
• Coaching tutorials — “everything you were afraid to ask” Every club has the same problem with new bowlers. Somebody shows them how to hold a bowl on their first evening, they nod, and then three weeks later they still do not like to ask what a toucher is, why…
• Custom fields and the join form Every club asks something the next one does not: a county association number, a dietary requirement, whether somebody drives to away matches, which coach they would like. Settings → Custom Fields lets you add those questions yourself, in nine kinds…
• Leavers — recording who left, and why Members leave. Some move away, some get too old for it, some die, and some go because the subscription went up or because something happened at the club that nobody dealt with. Only the last two are things a committee…
• Lost property Members → Lost Property. Every club has a drawer behind the bar with a fleece, three pairs of glasses, a measure and somebody's car keys in it. It works perfectly well right up until the person who knows what is…
• Member groups and mailing lists Every club keeps lists: the Tuesday roll-up crowd, the people who have not paid yet, the over-70s, the ones who actually want the newsletter. Kept in a spreadsheet or somebody's address book, a list is out of date the week…
• Public Hire Public Hire records rink bookings made by non-members — community groups, birthday parties, corporate events. A trained club member must be present to supervise all hire sessions. Fees (all configurable in Settings → Fees) Per-person session fee Equipment hire fee…
• The members' Account & Settings page The page behind the [pvl_my_profile] shortcode is where a member looks after their own record, so the club does not have to. It is laid out as a list of sections down the left with one section open at a…
• The printed membership form Somebody who wants to join at the bar on a Tuesday is handed a sheet, fills it in with a biro and gives it back with the money. That is still how most people join a bowls club, and no…
• Wallet settings, explained Settings → Wallet. This puts a member's card into Apple Wallet or Google Wallet, so it sits beside their bank cards instead of being a page they have to find. It is the most fiddly setup in Pavilion, and it…
• 🌳 Org Chart The Org Chart — under Members → 🌳 Org Chart — is a picture of your club's key positions and who holds them: President, Chairman, Secretary, Treasurer, captains and anything else you add. It starts with a typical UK bowls…
• 🎛️ Officers’ App The Officers’ App is a second installable mobile app — the committee counterpart to the members’ app. It installs as its own home-screen icon and opens full-screen on a phone or tablet, giving officers a club-wide control panel wherever they…
• 👥 Member List The Member List shows all registered members with their membership status, type, renewal date and fee payment status. Membership types Full Member — full playing rights, can sign in up to 2 guests Sports Member — pays a per-session fee,…
• 👨‍👩‍👧 Household & family memberships A household membership is one subscription that covers several people. Everybody on it is a full member with their own login, their own bookings and their own rota duties — the only thing they share is the bill. Setting it…
• 💷 Renewals The Renewals screen answers two questions, in this order: how is the round going, and who do I chase next. The subscription year runs 1 April to 31 March by default (the start month is changeable in Settings → General…
• 📖 Guest Log The Guest Log records all non-member visitors signed in by a member to play at the club. It helps satisfy insurance requirements and track guest fees. Who can sign in guests? Full Members — up to 2 guests per visit…
• 📥 MemberMojo Import The MemberMojo importer migrates your existing member database into Pavilion without manual re-entry. It is safe to run multiple times — it matches by email and updates existing records rather than creating duplicates. How to export from MemberMojo Log in…
• 📱 Members Mobile App The Members Mobile App is an installable mobile app (a Progressive Web App) for members on Android and iPhone. From it members can see and make bookings, view and manage their rota duties, read alerts, follow the leagues and competitions…
• 📱 QR Codes & Barcodes Pavilion uses QR codes in three places:Member check-in — each member has a unique QR on their profile page ([pvl_my_profile]). Stewards scan at the door to mark arrival.Booking confirmation — [pvl_booking_qr] shows a QR for the member's next booking; the…
• 🔄 Member Renewal Self-Service Members can submit their renewal online without the secretary manually processing each one. Add [pvl_renewal] to a "Renew Membership" page in the member portal.Members choose their membership type for next season (fees are set in Settings → 💷 Fees), then…
• 🕓 History & contact notes Everything that has happened to a member, and everything the club has done about it, in one list in order — on their record, under History & contact notes. What lands here on its own Subscriptions recorded, reminders sent, a…
• 🗂 Member records Two things worth checking on a membership database that has been going a few years, neither of which Pavilion could tell you about before 9.99.165 because nothing anywhere looked: whether two members share a membership number, and whether anybody is…
• 🤝 Find a Playing Partner Members post "looking for a game" notices that other members can respond to by email — without any email addresses being publicly visible.Add [pvl_find_partner] to a member portal page. Members can post a date, time, and number of players needed.…

Reports 3

• Bowlers & Rink Usage — the monthly figures Under Reports → Attendance → Bowlers & Rink Usage. The monthly return most clubs have always compiled by hand from the daily rink booking sheets and the sign-in book, worked out from the bookings themselves. Step back and forward a…
• 📊 Reports The Reports tab provides summary statistics for any date range — useful for committee meetings, AGM reports, and understanding usage patterns. What's included Bookings summary — totals, cancellations, bookings by rink (bar chart), by day of week, and top 5…
• 🖨 Printed Sheets Two sheets, both laid out to be read on paper rather than opened in a spreadsheet. The sheets Rink bookings sheet — the bookings over a range of dates, for pinning up or handing to whoever is on the door…

Rota & Volunteers 4

• ⭐ Rota Roles Rota Roles define the types of volunteer duty at your club. Every slot on the weekly rota is linked to a role. Example roles: Duty Steward, Green Keeper, Bar Duty, Catering, Treasurer, Car Park Attendant. Role settings Name — displayed…
• 👥 Availability Matrix The Availability Matrix gives you a week-at-a-glance view of which volunteers are available each day — before you start assigning slots on the Weekly Rota. Reading the matrix Green ✓ — volunteer has declared themselves available that day Red ✕…
• 📋 My Rota Diary (Member Portal) Members can view their upcoming rota duties in a personal diary format. Add [pvl_my_rota_diary] to any member portal page to show their assigned and confirmed duties in chronological order, with role name, date, session time, and confirmation status.Common questionsWill it…
• 📋 Weekly Rota The Weekly Rota shows your 7-day volunteer duty schedule — one column per day, Monday to Sunday. Reading the calendar Today — highlighted with a dark green header Day badges — each day header shows "3 ✓" (filled) and/or "⚠…

Settings & Admin 26

• ⚙ Booking Rules Booking rules control when and how members can make rink bookings via the member portal. Available settings Closed days of week — the club is completely closed on these days (default: Monday) Booking window (days) — how far in advance…
• ⚙ Club Settings Club Identity settings control your club's name, address and contact details. These appear throughout the plugin — in emails, print headers, the dashboard, and the public member portal. 🧪 Test Mode The Test Mode switch at the top of the…
• ⚡ Automations (Flows) Automations let the system do routine jobs for you. Each flow follows the same shape: when something happens (the trigger), if some optional conditions are met, then carry out one or more actions in order. Open Automations from the menu,…
• Fixtures on your own website Settings → Connect a Website. Standard and above. Each panel is one line of HTML you paste into the club’s existing website, wherever that site takes HTML. It fetches from Pavilion when somebody loads the page, so it is never…
• Help assistant (AI) The help assistant is an optional AI helper in this help panel. Type a question in the “Ask the help assistant” box and it replies using only Pavilion’s own help content — the same topics and FAQs you can read…
• How long things are kept "We keep everything for ever" is not a retention policy, and until 9.99.163 it was the only one Pavilion had — nothing anywhere deleted or anonymised a single piece of member data on any schedule. A declined applicant's date of…
• If the club’s subscription lapses Nothing is deleted, and nobody is locked out. A subscription that runs out drops the club to Basic — the free plan — and that is the whole of it. Bookings, rinks and sessions, the duty rota, member records, applications,…
• Licensing — which plan the club is on Pavilion → Tools → Licensing answers three questions in one place: which plan the club is on, which package is installed on this site, and exactly which features that adds up to. It is the definitive list — everything else,…
• Locking the front door Settings → Data & GDPR → Locking the front door. Pavilion holds every member's name, address, telephone number and date of birth. The way a site like this is actually taken is not clever: somebody points a script at the…
• Removing a member’s records for good Members → Remove Records. Archiving somebody says they have left; it deliberately removes nothing, because a member who left in October is still in last season's accounts. This screen is the other thing — actually getting rid of them.🔍 It…
• Reports, and building your own Reports → Report Library lists everything the club has, grouped by subject. Pick one on the left and it runs; the answer appears beside it.Your club starts with twenty, written to be run rather than admired: who is currently a…
• Taking all your data with you Help → About → Take all your data with you. One zip containing everything the club holds in Pavilion: every table as a spreadsheet, plus a note explaining what each file is and how they join together.🔓 Why it is…
• The sixty-day window for clubs that already had Pavilion Before the plans existed, every club that had installed Pavilion had all of it. Switching the plans on would otherwise have taken the accounts away from a treasurer in the middle of a financial year, and the till away from…
• The three plans — what is in Basic, Standard and Premium Pavilion comes in three plans, and they are three separate downloads rather than one plugin with the extra bits switched off. Basic is free for any club, for as long as you want it. Standard and Premium are subscriptions. Each…
• Updates and the version check The Pavilion version panel on the Support screen shows what is installed and asks the hub what the current release is. Re-check now forces a fresh look; otherwise the answer is cached for an hour, so expect a lag between…
• Upgrading to a bigger plan Upgrading takes two steps, and the second is the one clubs miss. The licence tells Pavilion what the club is entitled to; the features themselves still have to be downloaded, because they are not on the site yet. A Basic…
• Using Pavilion with the website you already have Settings → Connect a Website. A great many clubs arrive at Pavilion with a website already — Wix, Squarespace, GoDaddy, Joomla, or something a member’s son-in-law wrote in 2011 — usually on different hosting, and often paid for annually by…
• Website settings, explained Settings → Website. Where Pavilion appears on your club's site. Everything it does on the public side happens through a shortcode on a page, and this screen is the list of them with a button to make each page for…
• Why is there a padlock on this menu? A padlock beside a menu entry, a settings tab or a page heading means one thing only: that feature belongs to a plan the club’s subscription does not include yet. It is not a fault, it is not something you…
• 🌤️ Outdoor season The Outdoor season setting (Settings → Club → Outdoor season) tells Pavilion which months your green is open for outdoor play. It is used for rain-off and green-closure statistics — for example the season-closure count and the closures-per-month breakdown. What…
• 📈 Google Analytics Google Analytics tells you how many people visit your club website, which pages they look at, whether they are on a phone or computer, and more — all in your own free Google Analytics account. Pavilion adds the tracking to…
• 📋 System Requirements Pavilion runs on a normal WordPress hosting setup. This page lists exactly what your server needs. To check your own server against all of it, open Admin Tools → Health Check — it tests every item below and flags anything…
• 📏 Validation Rules Validation Rules let you control what can be typed into data-entry fields. Create them on the Admin Tools → 📏 Validation Rules page. Filter the list by area — Members, Events, Expenses, Incidents or Suppliers — with the tabs at…
• 🔐 Data Security & Encryption Sensitive payment and messaging credentials (Stripe, GoCardless and Twilio secrets) are encrypted in the database using AES-256-GCM. The encryption key is taken from your wp-config.php file — not the database — so a database-only breach cannot read them. Checking the…
• 🔑 Roles & Permissions This screen controls exactly what each role on your site is allowed to do in Pavilion. A role is a group that members belong to (for example Club Member, Club Volunteer, Club Administrator). Change a role here and it applies…
• 🛟 Getting help Support is handled on the ModuleFest support site. Raise a ticket, follow the replies, read the help articles and put forward a feature request — all in one place, and under one account if your club uses more than one…

Step-by-step Scenarios 33

• 🧭 A day on the bar, start to finish The whole cash cycle for one session: opening the drawer, serving, and cashing up so the money balances.1Start your shiftOn the club tablet, tap your name on the Duty Steward screen and enter your duty PIN. The guest fees you…
• 🧭 A member books a rink from the app How a member books their own rink from the members’ app or portal.1Open the appThe member opens the members’ app on their phone (or the booking page on your site).↓2Pick a day and rinkThey choose the date and see which…
• 🧭 A member claims an expense From a member being out of pocket to the money back in their account.1Member submits the claimIn the members’ app, the member opens Settings → Expense claims (or the home-screen card) and taps New claim. They enter what it was…
• 🧭 A member comes down for a game What happens from arriving at the club to heading home.1Sign inThey tap their name on the sign-in tablet. If they have a rink booking today, one tap signs them in and marks them as coming to bowl.↓?Already signed in today?The…
• 🧭 A visitor comes along How a guest or visitor is signed in and recorded on the day.1Visitor arrivesA guest turns up — perhaps brought by a member, or a roll-up visitor.↓2Sign in as a visitorOn the sign-in tablet they tap “I’m a visitor”, type…
• 🧭 Answering a question with a report Somebody at a committee meeting has asked a question nobody can answer off the top of their head — how many social members have we got, who has done the most duties, what has the clubhouse cost us this year.…
• 🧭 End-of-season wrap-up Tidy up at the end of the bowls year and get ready for the AGM.1Finish the fixturesMake sure every match result is entered so league tables and player statistics are complete.↓2Crown the winnersConfirm competition finals and the season’s leaderboards for…
• 🧭 Filling the volunteer rota From empty week to every duty covered and volunteers reminded.1Set up your roles (once)Under Rota → Rota Roles, create the duties your club needs — Duty Steward, Bar, Catering, Green Keeper and so on — each with a colour and…
• 🧭 Finding a rink for four of you next week The most common request a booking secretary gets is not for a particular rink at a particular time — it is "when can the four of us get on?". This is how a member answers that themselves.1Open the booking grid…
• 🧭 Getting ready for a new season A tick-list for opening a new bowls season so bookings, fees and stats all line up.1Set the season datesIn Settings, set the season start and end so bookings, renewals and statistics use the right year.↓2Check rinks and sessionsConfirm your rinks…
• 🧭 Getting your members into the app You have imported your members and the app is set up. Nobody is using it. This is the run from there to a club that actually opens it.1Understand what you are looking atImporting created a WordPress account for every member…
• 🧭 Joining Pavilion to the club website you already have For a club whose website is not WordPress and is not on this server — Wix, Squarespace, GoDaddy, or something a member built years ago. You do not have to move it or give it up. Allow an afternoon, most…
• 🧭 Locking the club's front door Pavilion holds every member's name, address, telephone number and date of birth. Half an hour, once, and the obvious ways in are shut. Nothing here should ever be noticed by an ordinary member — that is the test of whether…
• 🧭 Logging green maintenance Set up your product register once, then log jobs and readings as you go.1Add your productsOn the Products tab, add the fertilisers, dressings, seed and any pesticides you use — with MAPP number, analysis, stock and a reorder level.↓?Log a…
• 🧭 Mistakes, voids and refunds Something has been rung up wrongly. Which of the two corrections you want depends on whether money actually changed hands.1Find the saleGo to Till & Shop → Sales and open the receipt. Everything is there — what was sold, who…
• 🧭 Moving your club's history across You have imported the members from your old system. What you have not brought is everything that came before it: what each member has paid over the years, and what the club has sent them. A club that loses that…
• 🧭 Publishing a live online demo Stand up a public, self-resetting demo of Pavilion on your marketing website so prospective clubs can try it before subscribing — the same setup the official Pavilion demo uses.1Use a separate, throwaway siteCreate a fresh WordPress install just for the…
• 🧭 Rain stops play How to close the green quickly and let everyone know.1Call the rain-offOn the green status / rain-off control, mark the green closed.↓2Everyone is toldThe closure shows on the TV display, the members’ app and your website, and a notification goes…
• 🧭 Running a match or fixture From putting a fixture in the diary to updating the league table.1Create the fixtureAdd the match under Competitions → Matches — opponent, date and home or away.↓2Pick the squadChoose your players from the availability list and fill the rinks; add…
• 🧭 Seeing who’s trying your demo How a prospective club’s visit to your public demo turns into a real name on the Keen2Support → Usage screen — end to end.1They arrive at the demoA visitor opens your public demo at /demo/. Before they go in, the…
• 🧭 Setting up expenses (first time) Everything you need to turn on member expense claims and approvals.1Open the setup wizardGo to Accounts → Expenses and click 🪄 Set up expenses. The wizard walks through every setting below and applies them in one go — you can…
• 🧭 Setting up Google Analytics See how many people visit your club website, which pages are popular, and what devices they use — all in your own free Google Analytics account.1Create a Google Analytics accountSign in at analytics.google.com with any Google account and create a…
• 🧭 Setting up the clubhouse TV display Get a rolling information screen running on a TV in the clubhouse.1Open TV settingsGo to the TV display configuration to design what the screen shows.↓2Choose the panelsPick the sections to show — today’s bookings, rota, next match, news, weather and…
• 🧭 Setting up the Officers’ app Give your committee a dashboard app they can install on their phones and use to run the club day-to-day.1Enable itUnder Settings → System → Devices → Officers’ App, switch the app on and give it a name (for example "Anytown…
• 🧭 Setting up the till for the first time Going from no till at all to serving your first pint. Allow half an hour; most of it is deciding your prices.1Run the setup wizardGo to Till & Shop and click 🧙 Run the till setup wizard. Six short steps,…
• 🧭 Setting your joining rules What somebody pays when they join part way through the season, and how to tell Pavilion your club's rules.1Go to Settings, then MembershipThe rules are set per membership type, not once for the whole club. A full member is usually…
• 🧭 Signing up a new member From first enquiry to a playing member — here is the whole journey.1Application comes inThe applicant fills in your join form (the [pvl_join] page). Their details arrive under Members → Applications.↓?Review itOpen the application and decide.Approve → a member record…
• 🧭 Somebody joins part way through the season What happens when a new member signs up in October rather than April — online or added by hand.1They choose a membershipOn the join page, or on Add Member if the secretary is entering them.↓2Pavilion works out the feeFrom the…
• 🧭 Stock, from delivery to sale How a crate of bottles becomes a number on a shelf, comes off as it sells, and gets checked against reality.1Decide what is worth countingOn the price list, tick Keep track of stock only for things that come in countable…
• 🧭 Taking a member’s renewal How a membership renewal moves from due to paid.1Renewal becomes dueAt the start of the season (or on the member’s anniversary) their renewal falls due.↓2Request goes outThey receive a renewal request showing the amount for their membership type and how…
• 🧭 Taking payments online Let members pay subscriptions, match fees and event tickets online.1Connect a payment providerIn Settings → Payments, connect your club’s payment account so cards can be taken online.↓2Set your feesUnder Settings → Fees, set the amount for each membership type (and…
• 🧭 Turning a beginner into a bowler Somebody has joined who has never bowled. The first six weeks decide whether they are still here next season — here is the run through it.1Point them at Learn to bowl on day oneWhen you send their welcome email, tell…
• 🧭 When a member leaves Somebody has rung to say they are not renewing. Here is the whole thing, in the order it matters.1Find out why, and write it downAsk, gently. Most people will tell you. This is the one piece of information that lets…

Till & Shop 9

• ⚙️ Till settings Everything that makes the till fit your club. The setup wizard walks through all of it in six steps; this screen is where you change any of it afterwards. The decisions worth thinking about How many tills — most clubs…
• 🏷 The price list Everything the club sells, and what it costs. Each item can carry a member price, a cost price and its own stock settings. The fields that matter Price — what a visitor pays. If VAT is switched on, this is…
• 💰 Cashing up The end-of-session count. Enter how many of each note and coin are in the drawer; the total builds as you type and is compared against what the till says should be there. How the expected figure is worked out Opening…
• 📂 Till categories Categories group the price list. They do three jobs at once: they decide the colour and grouping of the buttons on the till, they become the headings on your cashing-up report, and — if you post takings to the accounts…
• 📃 Sales & receipts Every sale ever rung up, with its receipt. Nothing is deleted, so the trail is always complete. What you can do with a sale Reprint it. Print prints the receipt on its own — not the admin screen around it…
• 📊 Till reports Takings over any period, broken down the ways a club committee actually asks about them. By category — where the money comes from, with each category's share of the total. By item — what actually sells, and what each line…
• 📦 Stock control Stock only moves for items you have asked Pavilion to keep count of, and every movement is written to a ledger with a reason — so the figure on screen can always be explained. The four ways stock moves Book…
• 📴 Carrying on when the website is down Broadband drops out. Hosting has a bad afternoon. Somebody unplugs the router to hoover. None of it stops people wanting a drink, so none of it stops the till. What actually happens The tablet keeps its own copy of the…
• 🧾 The till The club till: a tablet at the bar or hatch that stewards use to ring up bar, kitchen, shop and green-fee sales, take the money and give a receipt — without ever touching the WordPress admin. Putting it on a…