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Clubs register their athletes in bulk through the club portal. As an organizer, you create the clubs of your organization and decide who administers them; for orders paid by bank transfer, you verify and approve the payment.

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Managing clubs

Open Settings → Clubs (/organizer/clubes), or the Clubs card on the organization dashboard. Which clubs you see. The list All clubs gathers the clubs you created here plus those your athletes picked when registering for any of your events. You only see and manage clubs tied to your events. A club can appear in several organizations’ panels; it is a single record, so a name or email change is seen by all. Statistics (across all your events): Clubs, Athletes via club, Orders via club panel, Billed via club panel and a Top 5 clubs by registered athletes. For a per-event breakdown, use the event statistics. Create / edit / delete. New club asks for Name (required), Email and Country (optional, a code such as ES). The club is tied to your organization, so its administrators see your open events in the portal. Deleting archives it; people who only administered that club lose the Club role. A club’s country is used only as a last resort for country bonuses, when the event form doesn’t ask the athlete’s country. Administrators. The Administrators icon opens Administrators of (club): Give access (name and email; a new user receives an email to create their account, an existing one receives a notice) and a current list with Revoke.

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Bank details for transfers

Your clubs can pay by bank transfer as soon as your organization has bank, account number and contact email loaded. They are the same bank and contact details of your organization (see Account setup); Rocky Global loads them when registering your organization, and updates must be requested from support.
There is no separate switch: the transfer option turns on by itself for all your clubs when the bank and account number exist. Club administrators will see those bank details and your organization’s contact email, where they will send proofs of payment. Make sure they are correct and that someone on your team reads that inbox.

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Approving a transfer

The club emails you the proof of transfer. In Finances → Orders the order shows the status PENDING_TRANSFER. Open it (/events/{id}/finances/orders/{order}). You’ll see:
  • Club athletes (N): name, email, rate and status, 5 per page, paging without reloading the screen.
  • Export Excel: the same list with all form data, to validate before approving.
  • The Payment summary, whose total should match the transfer.
Before approving, check the amount, that the proof is valid, and that the athletes’ data is correct. You don’t have to work out the capacity yourself: athletes in review don’t take up spots, so the system re-validates the event’s and rate’s capacity every time you approve and warns you if the order no longer fits (see When there is no room left). Which button. On an order in review you’ll see two buttons: Approve failed payment (solid red; generic manual approval for money received outside the platform, which covers the order with an internal 100% discount) and Approve transfer (red outline). For a club transfer, always use «Approve transfer»: it is recorded as normal revenue of your organization, with the platform service fee. «Approve failed payment» also re-validates capacity and, on a club order, approves all its athletes (not just the first), each getting their confirmation email. The approval window has three optional fields: Payment reference (up to 255 characters), Notes (up to 2000) and Proof of payment (PNG or PDF, up to 5 MB, drag and drop with a thumbnail preview). Its buttons are Cancel, Save and Approve transfer.
  • Save keeps what you typed without approving: the order stays in review, and the reference, notes and file appear pre-filled the next time (with a link to view the saved file), even for another team member. A new file replaces the old one. When you approve later, what was saved carries over, so you don’t need to re-attach the proof. Pressing Enter in the reference field triggers Save, never approval.
  • Approve transfer: the order becomes Paid (method Bank transfer), all registrations become OK and count toward the event’s enrolled total, a discount code use is recorded, every athlete gets their own confirmation email at their address (as many emails as athletes in the order, individual or team rate; none if purchase emails are turned off for your event), and the payment is logged in the order timeline.
After approving, the order permanently shows a Transfer approval card: Approved by (the approver’s full name, always recorded from the session and never optional), Date, Capacity exceeded on approval (only if you approved past a limit: which limit, how many were confirmed, how many the order added and the excess), Payment reference, Notes and the Proof (thumbnail or PDF link). An order in review does not expire on its own, and no automatic process cancels a pending club order.

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When there is no room left

Athletes of an order in review don’t take up a spot, so the event or rate may have filled up since the club created the order. The system re-validates capacity every time you approve, without trusting what the screen shows (it may have stayed open for hours), both with Approve transfer and with Approve failed payment. If the order no longer fits:
  1. The order detail shows an amber Capacity reached notice explaining which limit would be exceeded: one card per limit (Event and/or Rate «…») with the limit, how many are confirmed, what this order adds and the excess.
  2. When you press Approve transfer, the window repeats the notice (The limit will be exceeded) and the Approve transfer button stays disabled until you tick the box saying you understand the limit will be exceeded and want to approve anyway. Save works without ticking it.
  3. With the box ticked, the order is approved even though it exceeds the limit. It is your decision: the system never prevents you from approving, but never does it without your confirmation.
If you opened the order when there was room and it filled up while the window was open, pressing approve approves nothing: the window reopens with the notice and the box unticked, and what you typed (reference, notes and proof) is kept as a draft. With Approve failed payment, after its usual confirmation, the notice is a Capacity reached dialog with the same information and two options: Cancel (nothing changes) or Approve anyway. If you continue, the order is approved and its timeline records Approved over capacity. The check applies to any order that confirms registrations (club, team or individual); store, hotel and extras orders don’t take up a spot and are not affected. How it is counted: confirmed are the already registered (OK) registrations of the event or rate, and this order adds the order’s athletes not yet registered. The excess is the result of adding them and subtracting the limit. An event or rate with no limit set never triggers a notice.