Help and guides
Short guides for coordinators, treasurers and convenors. Each one follows the same made-up club through a season, so the examples join up.
Bluegum Valley JFC is a made-up club we use in every guide. It has 160 families, home games at Bluegum Reserve every Saturday from 17 April to 21 August, and a $100 duty levy that each family gets back once they've done 4 duties by 31 August 2027. Priya is the volunteer coordinator, Mark is the treasurer and Tom is the registrar.
Getting started
Rosters
- Build your season’s roster Pick a template, paste or pattern your dates, and get every shift for the season in a few minutes.
- Share the sign-up link: WhatsApp, Facebook, newsletter and poster The season launch kit gives you ready-to-paste posts, a newsletter paragraph, an A4 poster with the QR code and a slide.
- Invite every family at the start of the season One email, once a season, to every family with an email address: the sign-up link and their own family page.
- Game day: check-in, walk-ins and no-shows Today’s shifts on your phone: mark people here, call no-shows and fill open places.
- Run a school tuckshop roster For P&C tuckshop and canteen convenors: a term’s roster, parents booking from the newsletter, and reminders.
Families
- What families see: booking, swaps and the family page Booking takes a minute on a phone, with no account. Here’s the family’s side of it.
- See who has done their duties Bookings turn into duties when the shift happens. Each family’s progress is always up to date.
- Remind the families who are behind Gaps lists the families still short of their duties and emails only them.
Levies and refunds
- Set a duty levy policy (with sample wording) Answer a few plain questions: the levy, what each family must do, who is exempt and how it’s paid back.
- Run end-of-season refunds and the bank file Prepare the refunds, approve them with a fresh sign-in, and upload one bank file to your bank.
- Close the season and roll over to next year Close locks the season’s figures; roll over sets up next season in a few clicks.
Running your organisation
- Working with Children Checks Record each volunteer’s check, verify it with the state register, and get warned before it expires.
- Add your committee: roles and permissions Invite the treasurer, coordinators and helpers, each with only what they need.
- Your own words, custom fields and branding Call them families or households, duties or jobs, add up to three fields of your own, and use your colours.
- Your club’s web page A simple page at yourclub.dutyhouse.com with open shifts, events, teams, fees and an enquiry form.
- Plans, invoices and paying What happens when the trial ends, how to choose a plan, offer codes, and paying by invoice.
- Get all your data out Download a spreadsheet of your families, people, bookings, duty credits and refunds, any time, on every plan.
Can’t find what you need? Email [email protected], or get the free templates.