Using ClubHub responsibly

ClubHub works best when Clubs keep information relevant, access appropriate and selection decisions transparent.

This guide is about good everyday use of ClubHub. It does not replace your Club's own policies, Association requirements, child-safety or safeguarding obligations, the ClubHub Privacy Policy or the ClubHub User Agreement.

Only add what selection needs

ClubHub is designed for cricket administration and team selection.

Keep player information relevant to those purposes.

Good examples include:

• date-range and match-specific availability
• team and grade information
• registration or transfer information
• player-points information
• selection history
• match roles
• information needed to understand a selection warning or decision.

Avoid putting unnecessary personal information into ClubHub, particularly in free-text notes.

Do not enter working-with-children check numbers, copies or screening details in notes or other free text. ClubHub is not a screening-management system.

For example, do not record detailed medical, family, financial or other sensitive personal information simply because there is somewhere to type it.

If a Selector only needs to know that a player is unavailable, record the availability rather than unnecessary details about why.

Put child safety first

Community cricket includes children and young people. Their safety, wellbeing and privacy should always come before administrative convenience.

Follow your Club's child-safety or safeguarding policies and the requirements that apply where your Club operates.

Depending on your jurisdiction and Club activities, this may include rules about:

• who is permitted to work with children
• working-with-children checks, worker screening or other vetting
• how adults communicate with junior players
• when parents or guardians need to be involved
• reporting concerns
• sharing photographs or player information
• appropriate use of online systems.

ClubHub does not replace those obligations.

Only record information about a junior player that is needed for cricket administration, selection or an appropriate eligibility check.

If you would not reasonably put the information on a Club selection record, think carefully before putting it into a ClubHub note.

Respect Club access

ClubHub uses roles and team access to control who can see and manage information.

Club Admins manage Club setup, people and access.

Selectors build, review and Finalise teams within the access they have been given.

Use information in ClubHub only for your legitimate Club responsibilities.

Do not:

• share your login with someone else
• use another person's account
• try to access teams or Clubs you are not authorised to work with
• copy internal information simply because you can see it.

If someone's Club role changes, their ClubHub access should be reviewed as well.

Draft means Draft

A Draft selection is working Club information.

Players may move between teams. Warnings may still need review. The selection may change before it is Finalised.

Treat Draft selections accordingly.

Do not present a Draft team as the Club's confirmed team unless your Club has deliberately decided to communicate it that way.

Finalise deliberately

Finalising a team tells ClubHub that the Club considers that version to be its authoritative selection at that point in time.

Before Finalising, take a moment to check:

• the intended players are selected
• availability has been considered
• match roles are correct where used
• any warnings or conflicts have been reviewed
• any required external or Association checks have been completed.

ClubHub keeps Finalised versions so Clubs have a clear record of what was actually selected.

Two-day matches: change the team the right way

A two-day match remains one match. Once Day 1 has been confirmed as played, the continuing XI is locked so Day 1 history is not rewritten.

If a player needs to change between days:

• use Record a change between days, not ordinary reselection
• record the player out, player in and the cricket reason
• review the incoming player's Day 2 availability, eligibility, rules and team points
• keep the Day 1 participants and plan as historical information.

If ClubHub cannot find a governing Association rule, an authorised Admin may be required to record a reason before proceeding. That is a Club decision, not an Association approval.

A reason such as injury or illness may disclose health information. Use the minimum category or explanation needed and ensure any required authority or consent. Do not record diagnoses, treatment details or medical documents.

Checks help. People decide.

ClubHub can provide supported checks using the player, competition and rule information available to it.

These checks are there to help Selectors make better-informed decisions.

They are not an official Association ruling.

If rule wording is ambiguous, ClubHub may ask for human review instead of turning it into an automatic blocker or approval.

A ClubHub check does not guarantee that a player is eligible.

Rule coverage can vary between Associations, competitions and seasons. Some requirements may depend on information ClubHub does not have, an Association decision, a permit, registration approval or Club judgement.

If ClubHub says something:

• needs review
• is unknown
• cannot currently be checked
• requires further evidence
• requires external approval

complete that check before relying on the result.

Do not treat "ClubHub couldn't identify a problem" as the same thing as "the Association has approved this player".

Performance figures can help with selection and planning, but depend on correct player identity and source coverage. Missing figures do not mean zero performance, and public scorecard figures do not replace the Club's confirmed participation record or an Association ruling.

Keep information accurate

Selection is only as useful as the information behind it.

When you notice something is wrong, update it or raise it with the appropriate Club Admin.

This includes:

• availability
• player details
• grade or team information
• competition mappings
• manually entered match dates, format, competition and phase
• registration information
• player-points information.

If ClubHub shows conflicting or incomplete information, investigate it rather than working around the warning simply to make it disappear.

Use overrides thoughtfully

Where ClubHub allows a warning or issue to be acknowledged or overridden, use that option only when there is a genuine cricket reason to do so.

An override should mean:

We have considered this and have a reason for proceeding.

It should not mean:

We wanted the warning to go away.

Where a comment or explanation is requested, keep it factual and relevant.

Notes should be respectful and cricket-relevant. Write them as though the player could eventually read them.

Where an override records that no governing rule was found, do not treat that as proof the Association has approved the decision. Follow up externally where the competition requires it.

Share deliberately

Internal ClubHub information should stay within the Club unless there is a legitimate reason to share it.

When a team is ready to communicate, use the Finalised selection as the source.

Before sharing, consider:

• who needs the information
• which information they actually need
• whether the communication channel is appropriate
• whether junior-player information is being handled appropriately.

Take additional care when sharing information about junior players. The fact that information is available inside ClubHub does not automatically mean it is appropriate to publish or distribute outside the Club workspace.

Follow your Club's child-safety, privacy and communication requirements when deciding what to share.

ClubHub's copy/share tools help prepare team information, but the Club remains responsible for where that information is sent.

Check a Game Day Plan before printing, saving a PDF or sending it: player names, dates, Day 1/Day 2 details, fielding plans and reminders can need different audiences. Shared copies do not automatically update when a selection or plan changes.

An Admin can separately opt into the public Clubs using ClubHub listing and remove it. It publishes Club details, not selected teams or player records. Optional launch emails are drafts you send yourself; marking an action as sent does not prove delivery.

The Player & Parent Portal is Coming soon. Finalising a team currently does not release it automatically to players or families.

Protect your account

Use your own ClubHub account and keep it secure.

Do not share:

• passwords
• password-reset links
• authentication links
• access to a signed-in device.

If you think someone else may have accessed your account, change your password and contact your Club Admin or ClubHub.

Provide PlayHQ credentials only through the authorised connection workflow, with permission from the organisation responsible for them. Do not put API keys into notes, email drafts, match plans or shared documents.

Follow the requirements that apply where your Club operates

ClubHub may be used by Clubs in different locations.

Follow the laws, Association requirements, child-safety or safeguarding obligations and Club policies that apply where your Club operates.

If local requirements are stricter than this guide, follow the stricter requirement.

If you are unsure

Use a simple rule:

If the information or action is not reasonably connected to your Club role, team selection or cricket administration, don't use ClubHub for it.

If you are unsure about:

• your access
• player information
• a selection check
• an Association requirement
• a child-safety or safeguarding issue

speak with your Club Admin or the appropriate Club official before proceeding.

Report incorrect information or access concerns promptly to your Admin or ClubHub support.

Good selection needs good information. Use what you need, protect what you have, and keep the focus on cricket.

More information

• Privacy Policy
• User Agreement
• Junior player data
• Your data & hosting

Support
support@clubhubselect.com.au

Privacy enquiries
privacy@clubhubselect.com.au