Getting Started
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Roster Breakdown
Manager Summary
System Intel
Members
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Create Manager
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
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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
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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
Displayed in the admin portal and dashboards.
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.
Your Google account — cannot be changed here.
Your LoopIn organisation identifier — used to link the app and dashboard. Change org
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.
Your club's default membership year, shown to applicants on the membership form. Only the day and month are kept — the year is ignored, so this never needs updating. Individual membership types can override it in Applications. Leave blank to show nothing.
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.
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 Alerts
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.
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.
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Hide Tabs
Hide tabs your club doesn't use from the app's bottom bar. Tick a tab to hide it. Choose who it's hidden for.
Alert Notifications
Automated alert emails — coming in a future update. These addresses are saved but not used yet.
Will receive an email when a member has been signed in for more than 3 hours.
Will receive the daily session summary at 5 PM.
Will receive an alert when an IRB or Jet Ski has no active operator on beach.
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.
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
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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Membership movement
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 Officers list with an email address gets a private voting link; results tally below.
Polls
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Add an officer
Choose a club member and give them a committee position. Every committee member counts as an "officer" under the Incorporated Societies Act, whether or not they hold a specific title — pick "Committee Member" below for anyone without one. Officers can also be sent committee polls.
Officers
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Governance & Compliance
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 for approval
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.
Documents
No documents yet.
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