Getting started guide

Create the club and invite the board

A BasketBoard account belongs to a single club, and that choice is final. The first person creates the club from the welcome screen and becomes its owner.

So that the other board members (secretary, scheduling officer, treasurer) work on the same club, open Settings, Invitations tab, and generate the invitation code (it starts with JOIN-). Each of them creates an account and enters the code at first login. No limit to the number of accounts per club.

• The code is valid for 30 days; you can disable or regenerate it at any time, and the old one stops working.
• The owner can remove a member from the Members tab.
• SMS settings, message templates and the subscription are reserved to the owner.

Import members

On the Members page, click Import members and drop the FBI CSV export as it is. You can pre-assign a team and roles to the whole file.

Before writing anything, BasketBoard shows a line-by-line preview: creations, updates and errors. Members already present (same licence number) are updated, the others are created.

• Required columns: last name, first name, licence number. Email and phone are used for call-ups: without either, an official cannot be notified.
• For members, only CSV is accepted, not the Excel file.
• The national number is encrypted and masked everywhere, except for the owner in the member's form.

Import fixtures

On the Matches page, Import accepts the FBI Excel export (.xlsx): team 1, team 2, division, date, time, venue and match number.

Only home fixtures (your club as team 1) are imported, since those are the ones where you provide the officials. The others show as Away in the preview. Missing opponents and venues are created automatically.

• A match can also be created by hand with + Add a match.
• The Postponed status neutralises a fixture without deleting it.

Official roles

There are four roles: Referee, Table (scorer's table), Venue manager and Bar manager. Player is not a role: a player is defined by their team.

A role is assigned from the member's form, through a bulk action on the list (select several rows), or during the import. One person can hold several roles.

• Per match: at most two referees, three people at the table, one venue manager, one bar manager.

Assign the officials of a match

Open the match (pencil icon). For each role the list is split in two, Suggestions and Others, and each person appears with the number of assignments they have already received.

Suggestions are the members already at the same venue that day, on the previous or next match: they are on site, so they come first. Without a neighbouring match, everyone is suggested. In both lists, the least assigned people appear first.

• Automatically left out: members unavailable that day, those already assigned to a match less than an hour apart, and those already assigned to another role on this match.
• Counters are kept per family of roles: refereeing and table together, bar, venue.
• The assignment history of a match remains available.

Declare an absence

On the members list, a row's Actions menu opens Manage availability. Declare a period (start date, end date, optional reason): the person will no longer be suggested for matches in that period.

• Without a declared period, a member is considered available.
• If the person was already assigned to a match in that period, replace them in the match.

Call-ups: what is sent, and when

Every Wednesday at 7 pm, BasketBoard sends each official assigned for the coming weekend (Saturday and Sunday) a single message with all their assignments: role, date, time and venue. The message reminds them to arrive 20 minutes early and to find a replacement if they cannot make it.

Email is the default channel, sent to every official with an address. SMS is added for those with a phone number, provided the club has enabled SMS (next section).

• Once the call-up has been sent, a postponed or deleted match triggers a cancellation message; a change of time or venue, an update message.
• If you change the officials of a match already called up, BasketBoard offers to notify the people added or removed.
• The text can be customised in Settings, Messages tab, with the variables , and . A counter estimates the cost in SMS credits.
• An official with neither email nor phone is not notified: check contact details after the import.

Enable SMS with Brevo

BasketBoard does not resell SMS: each club uses its own Brevo account and credits, with its own name as sender.

• Create an account on brevo.com and buy SMS credits (prepaid, a few cents per SMS).
• In your Brevo account, create an API key (it starts with xkeysib-).
• In BasketBoard, open Settings, SMS tab: paste the key, choose a sender name of 3 to 11 characters (for example MyClub) and, if you wish, a monthly SMS cap.
• The key is checked with Brevo, then stored encrypted. Cap reached: SMS stop until next month, emails continue.

The weekend at a glance

The dashboard shows the matches of the chosen weekend (Saturday, Sunday) with the assigned officials. The arrows move from one weekend to the next.

• Export produces the weekend schedule as PDF or Excel, per team, colour-coded by venue.
• The Statistics page gives a fairness score out of 100, averages per duty, imbalances and a full ranking exportable as CSV, handy for the general meeting.

Subscription

Each club starts with a 6-month free trial, no credit card. Then three plans depending on the number of members: Club (up to 150), Club+ (up to 300), Élite (up to 700), monthly without commitment or yearly.

• Payment, invoices and cancellation are handled online through Stripe, from Settings, Subscription tab.
• At the end of the trial without a subscription, the account becomes read-only. You pay nothing, and your data stays put.
• Exceeding the member quota never blocks data entry: it is only an invitation to change plan.

Security and data

• Two-factor authentication is available from your Account page.
• Data hosted at OVH in France and backed up every night.
• Members' national numbers are encrypted and masked.

Need help?

Write to contact [at] basketboard [dot] fr: we answer within 24 to 48 working hours. For questions about your data, write to privacy [at] basketboard [dot] fr.

Watch the two-minute demoStart for free