Glossary

What a word means, in RunClub HQ specifically, in a sentence or two — with a link to the page that covers it properly.

Where you're standing

• The admin panel — where your committee sets the club up and runs a season, from a laptop: settings, membership types, seasons, your website. Your club's web address followed by /admin.
• The volunteer console (or the console) — where day-to-day club work happens, on a phone: check-in, results and records, the support inbox, expense claims, club messages, Club at a Glance. Your club's web address followed by /volunteer. See The volunteer console.
• The member app — everything a member sees once they've signed in, on the web or the mobile app. See What your members see.
• Your club's website — the pages anyone can visit without signing in. See Your club website.
• The mobile app — the installed app on a member's phone, worth having for scanning, notifications and updates over the site in a browser. See The mobile app.

Roles

Every admin holds one or more roles — Club Admin, Membership Manager, Treasurer and others — that decide what they can reach in the admin panel and the console. See Roles for who can do what.

Members and households

• Household — the people one account looks after: themselves, and anyone they manage. Every member belongs to one, even if they're the only person in it.
• Household manager — whoever signs in and acts for the household: adds people to it, pays for it, updates their details. Most households have one.
• Junior — a member with no sign-in of their own until the club or their household manager gives them one, at 13 or older.
• Dependant — anyone in a household who isn't its manager, most often a junior. Day to day we'd say "your children" or "your partner"; the help library groups their settings under this word.

See Members and households.

Prospects and joining

• Prospect — an account with no membership yet, from first contact through to Active, however they first showed up: registering interest, a self-registration kiosk, a walk-up first-timer, or an import.
• Trial — the sessions your club lets someone try before they're expected to join, set as the Trial Events Limit in Settings → Registration and tracked against every prospect on Club at a Glance.
• England Athletics — the affiliation body most clubs bring their roster in from. It holds each affiliated athlete's name, date of birth and URN, but not an email address, so an imported member starts as a prospect with no sign-in until one is added.
• URN — an England Athletics registration number. Confirmed or entered during joining for a club that affiliates.
• Affiliated — registered with England Athletics (or another body your club uses) through your club. A member's own affiliation status shows on their record; your club's affiliation fee is set per season.

See Prospects and joining and Getting your members in.

Subscriptions and seasons

• Season — your club's membership year, usually 12 months, on the dates you choose. Fees and renewals are always scoped to a season.
• Membership type — what a member can be: senior, junior, second claim, social, whatever your club offers, each with its own eligibility and its own fee per season.
• Subscription — one member, one season, one membership type and its fee, one invoice. What a member reads as joining, renewing or rejoining is a new or continued subscription underneath.
• Platform fee — the small percentage RunClub HQ takes from what a member pays, set for your club as part of your contract. It comes out of what your club receives, the same way a payment provider's own processing fee does — never an extra amount added to what the member pays.

See Subscriptions and seasons.

Renewals

• Renewal (or renewal campaign) — how a season's memberships get renewed for the next one, household by household, inside one time-boxed campaign your club runs.
• Grace period — the window after the season has started where an unpaid household is still unpaid, but access continues.
• Lapsed — the grace period has ended and the household is still unpaid. From here a household moves to resigned unless it pays or is reinstated.

See Renewals.

Payments

• Direct Debit — collected through GoCardless. A member sets up a mandate once, and every future charge collects itself, no card to expire and nothing to click.
• Mandate — the Direct Debit authorisation a member has given your club to collect payments. A mandate can go invalid or get cancelled; a member sets one up again from their own payment methods.
• Invoice — raised automatically whenever something is owed: a subscription, a renewal, an event entry, an affiliation fee. A member reads their own from Profile → Invoices.

See Payments and invoices.

Events

• Event kind — the behaviour: Attendance only, Registration required, Ticketed / paid or External event. Decides how a member takes part, and which settings even exist. Locks once anyone has registered.
• Event type — the activity: Training, Race, Social, Competition, Meeting, or one your club has added. Independent of the kind — a club race is a Race that's Ticketed; a parkrun is a Race that's External.
• Fixture — several races held together, like a cross-country match. Each race stays its own real event, with its own entries and results; the fixture page rolls them up.
• Entry (or place, ticket) — what a member calls signing up for an event. The committee's word for the same thing is entries on the event, or participants once someone's on the list.
• Ticket — an event ticket gets its holder a QR code for check-in, on a Ticketed event. The only ticket a member ever reads about — never confuse it with a support ticket.
• Waitlist — the overflow for a full Registration required or Ticketed event. Whole bookings are promoted first-in, first-out as places free up.
• Check-in — marking someone as attended at an event, run from the console or the check-in desk. See Check-in playbook.
• Self check-in — a member checking themselves, rather than a volunteer scanning them at the door, from the Check in to [event] action on their home screen.

See Events.

Results and club records

• Result — one member's time at one event.
• Club record — the fastest approved result any member has ever posted in a category, for a format. Only the fastest ones ever reach the records board.
• Category — an age and gender group a record is held within, worked out automatically from a member's date of birth and gender, never entered by hand.
• Format — the distance and surface a record is measured against, such as "5K Road" or "Marathon".
• Age grade — a member's result adjusted for their age and gender, so a season's progress can be compared fairly. Shown as a trend on a member's own Results page.
• Course — a specific route the club has set up. Running it again gives a member a personal best on that course, separate from their age-grade trend.

See Results and club records.

Communications

• Poll — a quick question to your members, answered on their dashboard, or event feedback offered only to whoever's attendance was recorded. See Polls.
• Mailing list — a real address, like committee@yourclub.org.uk, that a closed group posts to and every list member receives — a conversation among a group, not a broadcast to your club. See Mailing lists.
• Message, conversation, ticket — a member calls their thread with your club a message or a conversation, under Help & support in the member app. Your committee is looking at the same thread as a ticket. Never confuse either with an event ticket — the only other thing a member reads that word for. See Support inbox playbook → Vocabulary.

Help and activity

• Help library — the articles under Help in the member app: search, topics, and a Get help button beside anything commonly confusing that opens the exact answer. See The help library.
• Activity log — the plain-English record of everything material that happens on your club, written automatically and never edited or deleted. Everyone sees the areas their own role already works in. See Activity log and platform usage.

Getting started

• Pilot — your club on the real RunClub HQ, with your real members, before you commit to anything. A few things are deliberately switched off until you go live. See Running a pilot.
• Promotion — the moment your pilot becomes a real, permanent club: one switch we flip, not a migration you redo. Nothing moves and no member has to do anything. See Going live.
• Launch checklist — the readiness work before promotion, twelve items in total, ten of them yours and two of them ours. Shown as Getting ready to launch on your dashboard while your club is a pilot. See Going live.