Admin Guide

Setting Up Your Organization

An Organization is CrewLAB’s business layer for club registration and payment management. It sits above your team(s) and adds payments, registration, waivers, and compliance tracking. If your coaches already have teams running on CrewLAB, you’re adding the organization on top of what already exists. If you’re starting fresh, you can create both the organization and the first team at the same time.

To create an organization: go to Settings → Organization → Create. Give it a name (your club name), and associate the team(s) that belong to it. An organization can have one team or many — a rowing club might have a varsity team, novice team, and a masters team all under one organization.

Connecting Stripe for Payment Management

CrewLAB uses Stripe to process payments. Before you can collect any money, you’ll need to connect a Stripe account to your organization. If your club already has a Stripe account, you can link it. If not, CrewLAB will walk you through creating one — it takes about 10 minutes.

You’ll need your club’s banking information (account and routing number), tax ID or EIN, and a club representative’s identity verification. Stripe requires this for compliance. Once connected, payments flow directly from members to your club’s bank account.

Club Registration and Payment Management

Registration, programs, and payments work together but serve different purposes. Understanding the difference is key to setting up your club correctly.

What’s a Program?

A Program is a defined offering from your club — a fall season, a summer camp, a weekend clinic, a membership plan, or an annual registration. Programs have a name, a description, a date range, and one or more payment items attached to them.

Examples of programs:

• Fall 2026 Competitive Season — $1,200 season fee
• Summer Learn-to-Row Camp (Week 1) — $350 camp fee
• Annual Club Membership — $75/year
• Spring Regatta Registration — $50 entry fee

What’s a Registration?

A Registration is the process of an athlete (or parent) signing up for a program. When someone registers, they go through a flow that can include: selecting the program, filling out required information, signing waivers, and making a payment. You configure what’s required for each program.

What’s a Payment Item?

A Payment Item is a specific charge attached to a program. A single program can have multiple payment items — for example, a season program might have a registration fee, a uniform deposit, and monthly dues. Payment items can be one-time, recurring, or installment-based.

Setting Up a Program

To create a program: go to your Organization dashboard → Programs → Create New. Configure the name, date range, description, and attach the payment items and waivers that registrants need to complete. You can preview the registration flow before publishing it.

Getting People to Register

Once your programs are set up, you need to get people into them. CrewLAB gives you two paths for club registration and payment management depending on whether people are already on your platform.

People Not Yet on CrewLAB

For new members, prospective athletes, or camp attendees who aren’t already on a CrewLAB team, you’ll use an external registration link. This is a URL that you can share anywhere — your club website, social media, email newsletters, flyers. When someone clicks it, they land on a registration page where they can create an account, register for the program, sign waivers, and pay — all in one flow.

To set up an external link: go to Programs → select your program → Share → Copy Registration Link. Embed this on your club website or share it directly.

People Already on a CrewLAB Team

For athletes already on your team, registration is even simpler. Push the program to your team through the app — members will see a notification that there’s a new program to register for. They tap through the registration flow (waivers, payment) without ever leaving CrewLAB.

You can also send a registration reminder through your team’s messaging channel with a direct link to the program.

Roster Management

As an admin, you have visibility across all teams in your organization. This means you can see every athlete, what team(s) they’re on, what programs they’re registered for, and their payment status.

Making Sure Athletes Are in the Right Team

Athletes sometimes end up on the wrong team, or need to move between teams as they progress (novice to varsity, age group changes, etc.). You can move athletes between teams within your organization without losing their payment history or registration data.

Regularly review your roster against your actual team lists. CrewLAB shows you who’s on each team, who’s registered for which programs, and who’s missing. Use this to clean up your roster and make sure everyone is where they should be.

Roles and Permissions

CrewLAB has several roles, and as an admin you control who has what access:

• Owner — Full control over the organization and all teams. Can manage payments, view financial data, and change any setting.
• Admin — Can manage programs, registrations, and payments. Can see financial data and manage the roster across teams.
• Coach — Can manage their team’s roster, training, and communication. Cannot access payment or financial data unless explicitly granted.
• Captain — Limited leadership role. Can post in chat, view some team-level data. Set by the coach.
• Athlete — Standard member. Can view their own data, register for programs, and participate in team activities.
• Supporter — Parent or supporter linked to an athlete. Can register their child, make payments, and receive communications.

To change a role: go to Roster → select the person → Change Role. Be thoughtful about who gets Admin or Owner access — these roles can see financial data and make organization-level changes.

When People Leave

Athletes graduate, coaches move on, families leave the club. When someone leaves:

• Athletes — Remove them from the active roster. Their historical data (workouts, payments, attendance) is preserved for your records. They lose access to team messaging and content.
• Coaches — Remove their coach role. If they’re the only coach on a team, assign a replacement first. Review any content or channels they owned.
• Supporters/Parents — When their child leaves, the parent’s access is automatically scoped down. They can still view their payment history and receipts.

Removing someone from a team does not delete their account or their payment history. It simply removes their access to your team’s active content.

Managing Parents and Supporters

Parents and supporters are a critical part of your club community — they pay the bills, drive to practice, and volunteer at events. CrewLAB gives them a defined role that keeps them connected without interfering with coaching.

What Supporters Can Do

• Register their child for programs and sign waivers
• Make and track payments
• View the team calendar and schedule
• Receive club-wide announcements
• Access a supporter-specific communication channel (if you create one)

Engaging Parents and Supporters

Consider creating a dedicated communication channel for parents — a place for logistics, volunteer coordination, and club announcements that doesn’t clutter the athlete-facing channels. Parents appreciate being informed without being overwhelmed.

When sending communications, you can target by role — send a message to all supporters, all athletes, or everyone. Use this to share different information with different audiences (financial updates to supporters, training updates to athletes).

Communication

As an admin, you can communicate with your entire organization — across all teams. This is different from coach-level messaging, which is scoped to a single team.

Use organization-level messaging for club-wide announcements: registration deadlines, payment reminders, event logistics, policy changes, and community updates. You can target by team, by role, or blast to everyone.

Need Help?

Every page in this help center covers a specific topic — from Payments to Roster and Squads to SafeSport. Use the sidebar to browse, or reach out to us directly at info@crewlab.io.