iCrew Entity and Functionality Descriptions

Club

A club represents a rowing organization. All other entities are associated with the club.

Teams

A team represents a group of athletes that row together. A team can also represent a group of people like all your coaches, your board of directors or youth parents. You can create an unlimited number of teams under your club.

Members

A member is a rower, coach, parent, or administrator in your club.

Sessions

A session represents both practice sessions and regattas. A session can be an on-land workout or an on-the-water practice that includes boat line-ups.

Reservations

A reservation is made by a club member to row a particular boat on their own, or perhaps with another club member, but without a coach.

Shells/Boats

A shell or boat is an object that athletes get in and row.

Oars

Oars are used by athletes to move a boat through the water.

Locations

A location is a place where sessions or events occur. A location with correct GPS coordinates (latitude/longitude) will allow your members to check into a session using their mobile phone using the location services.

Documents

The primary purpose of a Document in iCrew is to track that a member has submitted or signed a document. For example, if you have a Code of Conduct that everyone needs to read and sign, you create a Document item in iCrew and you upload a single copy of document in .pdf format. iCrew keeps track of when/if a given member reads and signs the document. When you create a Document, you specify the teams it applies to. You'll then have a tracking record for all members of the selected teams.

But iCrew was not designed to be a full-blown document repository. Also, any document you upload into iCrew should not contain any personal information.

If you’re looking to store scanned copies of documents that have been printed, filled out, and submitted to the club office, iCrew is not the right place to do this.

Read more about documents here.

Fees & Payments

A fee represents money owed by members for things like registration fees and regatta fees. For clubs in the United States, iCrew integrates with PaySimple for secure payment processing. Read more here. There is also an option to integrate with PayPal using PayPal buttons. Read more here. Some clubs can also take payments with Stripe Buy Buttons; contact iCrew to ask about this.

Chats

Chats are an online message board where members can post information and respond to posts. Chats are meant to facilitate communications amongst members of your club. Channels can be created for various subject matters.

Launches

A launch is a boat driven by a coach during a training session. iCrew can help you manage your launches and you can assign coaches to launches during sessions. Be sure the Launches feature is enabled on your Club Profile. To assign people to launches, see Assign Launches to Sessions.

Equipment/Assets

Other assets can be just about any object that rowing teams use and you may want to track such as ergometers, cox boxes, motors, etc. Be sure the Equipment/Assets feature is enabled on your Club Profile.

Tests

A test represents an ergometer or on-the-water tests. A test can be at any distance in either meters or minutes and athlete's results are collected for each test. Go here to read more about tests.

Events

An event represents a non-rowing or non-workout event such as a banquet, boathouse clean-up, club meeting, or any other gathering of people in your club. A fee can be charged for an event and you can allow members to bring guests. You can also create tasks for the event that members can sign up for (see Set Up Regatta and Event Tasks). An event can also be set as a calendar item only so that the event appears on the session calendar, but members cannot attend the event. For example, you may want to show a day on the calendar where your boathouse is closed.

Forms/Surveys/Elections/Quizzes

Read more here.

Member's Dates Away

This will allow members to enter a range of dates that they will be away. When a member saves dates away, iCrew takes them out of the practice sessions on those dates, so those sessions no longer show on their session list. Regattas are not changed, and neither are sessions locked so that members cannot opt out. Dates away must start at least 2 days from today. For sooner sessions, members opt out on their Attendance Plans page.

Journal Entries

Read more here.

Coach's Hours

Read more here.

Volunteer Hours

Read more here.

Punch Cards

Read more here.

Related Links

Read more here.

Damage Reports

Read more here.

Family Unit (Parents of youth have iCrew accounts)

iCrew's Family Unit feature allows parents to take control of their children's rowing experience. With the family unit feature, parents can easily pay their children's fees, update their profiles, and manage their attendance plans all in one place. This feature streamlines the process for parents and saves time for club administrators, making the entire experience more efficient and stress-free. Whether parents are checking in on their children's progress, updating their information, or paying fees, the family unit feature provides a simple and intuitive way to do so.

Read more here.

Contact Tracing Report

Read more here.

COVID-19 Questionnaire

You can present a set of questions for members to answer to screen for a potential COVID-19 infection. The questions are based on those established by the U.S. CDC. More info here.

Incidents Reporting **

Read more here.

In-App Messages **

You can create messages that appear to members within the iCrew app/system. Coaches and admins can author messages and target teams/squads and/or members. The notifications can be read and deleted or dismissed by members. Look for the In-App Messages tile on your club home page.

Contact iCrew

If you need to contact iCrew, use the Contact page.

iCrew Privacy Policy

The iCrew privacy policy can be viewed here: Privacy Policy.

Get Started with iCrew

To get your club on-boarded to iCrew, check out our Get Started page.

iCrew Roles

Here are the standard roles available in iCrew.

NOTE: If you have a member that needs access to a specific set of functions, but you don't want to give them full Admin permissions, send a message to iCrew with the member's name and a description of the functions they need access to.

• Admin - Anyone designated as an Admin on your club profile
• Asst Admin - Anyone tagged as Assistant Admin on your club profile
• Coach - Anyone designated as a Coach on any team profile
• Captain - Anyone designated as a Captain on any team profile

* Coaches can only update a member's profile if the member is on a team they coach. There is an option on your Club Profile to not allow captains to update session line-ups. iCrew can also limit member profile updates to admins (members and parents can still update their own profiles); send a message to iCrew to turn this on.

** Your Club Profile can also let any member create events (Members can create events). A member can update and delete the events they created.

Boat Unavailable

You can mark a boat as unavailable on its profile page by turning on Unavailable for use. This immediately prevents anyone from reserving the boat. iCrew also stops members reserving a boat while it has an unrepaired Major damage report, and while it is in a session line-up at that time. The boat stays unavailable until you turn the toggle off.

If a boat will be unavailable because it is going to a regatta, first create the regatta session and put the boat in a line-up. Then open the Regatta Information page, tap Other options..., then Update this info..., and set the trailer loading and unloading dates and times. All boats in the regatta line-ups will be unavailable from the time the trailer is loaded until it is unloaded.

Club Roster/Directory

You can access your club's roster/directory using this button near the top of the page.

iCrew Pricing

The monthly fee for iCrew can be viewed here: https://icrew.club

Recent Changes

Tap here to review recent changes in iCrew.

Location Tracking

Boat Location Tracking is a feature that enables the tracking of rowers when they are in a boat on the water. The iCrew mobile app has been updated to allow a rower to start and stop a tracking session. Read more here:
https://icrew.club/docs/BoatLocTracking.pdf

Kiosk Mode

Both the Today page and the On-the-Water Log page can be used in kiosk mode, where the page is shown on a computer in your boathouse.

A club administrator can open either page in kiosk mode with the page's Kiosk Mode menu item (not on a phone). The easier way is a kiosk account: on your Club Profile under Other Settings, a primary club administrator taps Create kiosk account. iCrew creates a Boathouse Kiosk account with a user ID like {clubabbr}kiosk, fills in the Kiosk username field, and shows the password once. Sign in with that account on the boathouse computer and kiosk mode opens automatically. If the password is lost, tap Reset kiosk password.

When using the Today page in kiosk mode, you'll also have access to view all line-ups for the day.

NOTE: The kiosk account does not have admin or coach privileges and is not on any teams/squads.

Local Weather

If you're looking for local weather information, visit the Today page and tap the Show weather info link near the top of the page.

iCrew Member's Assistance

Access Payment Processing Data

You can access your payment processing data from your Payments page.

Add or Change Payment Method

If your club uses PaySimple, tap the View/Update payment info... button near the top of your Payments page. You can then add a new credit card or bank account. You can also change the account used in recurring payments. If a credit card has expired, just add a new credit card. The button appears once you have made a payment through iCrew. Clubs that use PayPal or Stripe do not have this button.

Financial Aid

If you have a club member that always receives a percentage discount as financial aid on every fee item, you can set their financial aid percentage on their profile. Look under the Emergency contact and more section. The Financial aid percentage field is down near the Save button. Once you set a value, the discount is applied to all new fees assigned to the member, and iCrew also recalculates the member's unpaid fee records. You can also set a Financial aid expiration date.

NOTE: Fees that are already paid, and recurring payments that are already set up, are not changed.

Alternate Email Address

A member can specify an alternate email address on their profile. Multiple email addresses may be entered using a semicolon to separate each address. By default, the alternate email addresses are included when sending an email from the Send Message page.

Bow Certified

If a club member is certified to bow cox, you can update their profile to indicate this certification. On the member's profile, look under Rower Settings for the (first name) is bow-certified toggle.

Launch Certified

If a club member is certified to drive a coach's launch (aka dinghy), you can update their profile to indicate this certification. On the member's profile, look under Rower Settings for the (first name) is launch-certified toggle. Only club administrators can change this setting. They can also change it on the Rowing Profiles page.

Logout of iCrew

To log out of iCrew, open the menu at the top right of the page and tap Logoff.

Remove Member from Your Club

When you archive a member from your club roster, you can also fully remove them at the same time.

To remove a member that is already archived, a primary club administrator can open their profile and tap the Remove from club... button.

If a member is part of another club that uses iCrew, removing them from your club will not affect their membership in any other club.

To recover a member that was removed from your club, go here.

A member can leave your club with the red Delete your account... button on their Profile, under Other Settings and Options. Parents who are not rowers see it in Basic Information. If they belong to more than one club, the button says Leave this club.... After they tick the box and tap DELETE, iCrew archives (does not remove) their account for this club and logs them off. Some clubs turn this button off; members then see Please contact your club administrator to have your account deleted.

Rower's Height and Weight

If you do not want to require a rower's height and weight to be entered on their profile, update your Club Profile to turn off the Athlete's height/weight required option under Other Settings.

Scheduling Assistant

Have you ever tried to schedule an event and gone back and forth with people to figure out a date and time that everyone is available? The Scheduling Assistant can help you schedule an event. The event can be anything from a meeting, a row with teammates, or dinner with friends.

You provide some event information and choose some possible dates/times for the event. Then you select the members that will attend the event. When attendees log into iCrew, they will see a link to complete a survey to indicate their availability. Try out the Scheduling Assistant.

Special Permissions

If a club member needs access to particular functionality in iCrew, a primary club administrator can assign that member special permissions. From your Club Profile under Basic Information, tap the Special permissions... button. Select the member from the drop down list, then select the functionality they should have access to.

iCrew and CrewNerd

Learn more about iCrew and CrewNerd here.

iCrew App

iCrew can be accessed from any web browser on any device. You may also install the iCrew app from one of these links:

• iPhone App
• Android App

To find the iCrew app in the Apple App Store, search for "iCrew Rowing".

To find the iCrew app in the Android Play Store, search for "iCrew".

Android App Issue

If you're having issues with the iCrew app on an Android (non-iPhone) device, follow these instructions:

• Go to "Settings" on your Android device.
• Select "Apps"
• Find "iCrew" and select it
• Select "Storage"
• Select the icon with the words "Clear Data"
• Select the icon with the words "Clear Cache"

Change/Reset Password

If you've forgotten your password, enter your user ID on the iCrew Log On page, then tap Reset your password. If you've also forgotten your user ID, see Change/Find UserID.

If you are logged on and want to change your password, go to your Profile, open Other Settings and Options, then tap Change password....

Either way, the Change Password page asks for a code. Tap Send code via Email or Send code via text message. You will only see the buttons for the email address and Mobile phone on your profile. Enter the code in the Reset code boxes, then type your new password in New password and Re-enter new password, and tap Change Password.

If your profile has no email address and no mobile phone number, iCrew can't send a code. The page lists people in your club who can reset your password for you. Keep your email address and mobile phone up to date on your profile.

A primary club administrator can also change a member's password, if needed. Open the member's profile page, tap Member options..., then tap Change their password....

Change/Find UserID

To change your iCrew userID, open your member home page and go to your Profile page. Under Basic Information, tap the Change user ID... button below the User ID field.

If you've forgotten your userID, tap Find your user ID on the iCrew Log On page. Select your club and enter your email address. If an iCrew account is found associated to your email address an email will be sent to you with your userID.

Member Profile

Your member profile is created when you register in iCrew. To change your profile, go to your Profile page from your home page. For a guide to every field, see Your Profile, Section by Section.

Tap the image to change or upload a profile picture. If you've set a side preference, you will see a green or red shadow behind your picture to represent starboard/bow or port/stroke respectively.

Birthdate

As a rower, your birth year is required so that your age can be calculated for regatta line-ups. On your Profile, your Date of birth is under Rower Settings. As directed by your club, you may be required to enter your full birthdate. If your full birthdate is not a requirement from your club, set your birthdate to January 1st of your birth year or the first of the month and year you were born.

Family Keys

If multiple members of your family have accounts in iCrew, tap Update family unit... on your Profile, or this link: Create a family unit. Select your family members and enter Family key 1; a random value is generated for Family key 2. On your profile the family keys can only be changed by a club administrator. Some clubs let only administrators create family units. See also Managing Your Child's Account.

Once a family unit is created, parents can sign documents and pay fees for their children. Each child's documents and fees are listed with the parent's own items on the Documents and Payments pages, with the child's name shown in bold.

NOTE: You should also be sure the Your family position setting (Adult or Child) is correct for each family member's profile.

RECOMMENDATION: If parents of youth will have their own iCrew account, you should create a team and a registration profile for parents of the youth members. You do not need to associate the youth parent's team to any documents or fee items.

Member Fees & Payments

To view the payments you may owe to the club for various fees, see your Payments page. For step-by-step help, see Paying Your Fees.

Skill Level

Your skill level (Unrated/LTR/Novice/Intermediate/Advanced/High Performance) is set by your coach. If your club allows boat reservations, this setting affects the boats you can reserve. Anyone with a value of "Unrated" will not be allowed to make a boat reservation unless custom boat permissions have been set on their profile. Contact your club admin or coach to discuss a change in your level.

Member Journal

If your club has enabled the Journal Entry feature, members can log journal entries. From your Home page, open More Items... and tap Journal, then tap Other options... and New journal entry.... You can also tap the + icon next to Journal.

A journal entry can be shared or kept private. Coaches can also log journal entries about a member. There are a set of questions in a journal entry. Those questions can be specified by a club administrator on the club profile page. Meters rowed on an ergometer or on the water can be part of a journal entry.

Your Journal page lists your entries from the Past 3 Months, and entries a coach has shared with you. Tap the pencil button to update an entry, or the trash can to delete one you wrote. To see older entries, tap Other options..., then Journal entry history.... A journal entry is private and only you can see it, unless you choose to share it.

Volunteer Hours

Members can log volunteer hours as part of a journal entry. From your Home page, open More Items... and tap Volunteer Hours. On your Journal page you can also tap Other options..., then Enter volunteer hours....

NOTE TO ADMIN: If you only want to collect volunteer hours, a club admin must clear all the journal entry labels on your club profile.

Import Concept2 Logbook Data

Watch this video to learn how to import your Concept2 logbook data into iCrew.

Last Coxed Count

For clubs where rowers rotate their way through the coxswain seat, iCrew tracks the last time any rower coxed a boat. This helps coaches assign coxswains for practice sessions.

Each time a rower attends a practice session, their last coxed count goes up by one. Only rowing sessions count so if a practice is an on-land workout, that session will not increase the last coxed count. Only sessions that have occurred in the past year are included in the count. Rowing at a regatta does not add to the count, but someone will receive credit for coxing at a regatta. If a session is marked as a private session, that session is not counted. Events are not counted either. If a team has No-show adds to last coxed count turned on, sessions a rower signed up for but missed also add to the count.

After someone coxes (bow coxing doesn't count) in a session, their count is reset to zero. So, for example, if someone coxes on Tuesday and rows again on Thursday, their count will show as zero for the Thursday session.

When determining coxing history, iCrew will consider session data going back 365 days from the current date (some clubs count only sessions since 1 January of the current year). If a member has not coxed in that time, they are shown as didn't cox and their count is the number of sessions they attended in that time.

A coach, at their discretion, may also give someone coxing credit for a session. Members marked Exempt from coxing are left out of the list (see Exempt from Coxing and Team Coxswain Assignments).

Where to see your coxing data. On your Profile, under Other Settings and Options, tap Get last coxed info... to see how many sessions you have attended since you last coxed, and the date you last coxed. On the Today's Session tab, Last Coxed Information has a Get last coxed info button that loads the list for the rowers in that session. Tap View your coxing history... to open the Coxing History page, which lists the sessions you coxed or were given coxing credit for in the past year (since 1 January at some clubs). Change the From and To dates and tap Refresh to see other dates.

Join a Team

To join a team, open your Teams tab, then tap on the Join or leave teams... button. Teams you are allowed to join or leave show a join or leave icon next to the team name. Tap the icon to join or leave the team.

Switch Clubs

If you need to join another club that also uses iCrew, go to your Club Home page and tap Join Other Club under People. You can also tap Join other club... under Other Settings and Options on your Profile. Select the club from the Club list and tap Join club. If the club has a registration code, you will be asked for it; some clubs ask you to contact them instead. If your account is archived, you will need to log on again after joining. Once you belong to more than one club, use the Switch clubs... list on your Home page, Club Home page or Profile to move between them. Some clubs hide the Join Other Club options.

Chat Settings

You can decide which chat channels you want to follow and which you want to receive activity email alert for. From the Chats page, tap Chat options..., then Chat channel settings..., then check the Follow and Send alert boxes for each channel. To start or reply to a chat, see Using Chats.

The activity for channels you follow will appear ahead of other channels. If you choose to receive email alerts for a channel, you'll receive an email whenever someone posts a new message or responds to an existing message in any of the selected channels.

Toggle into a Practice Session

To set your attendance plans for a practice session, go to your Attendance Plans page and set the toggle for the practice session to Attending or Not attending.

You can also tap the Drop in button on your Attendance Plans page to add yourself to a session for a team/squad you are not a member of, if the team allows drop-ins.

Leave a Note for Your Coach

To leave a note for your coach about a particular session, go to your Attendance Plans page and tap the link for the session. This will open the View Session Line-ups page (View Session Info for an on-land session). You can also leave a note on the Today's Session tab (see Today's Session and Checking In).

Enter your note to the coach, then tap the Save Note button. Notice too that you can opt in or out of the session from this page using the Attending? toggle. Your coach can reply to your note. Turn on Note is visible to all to let other members see it.

Toggle into a Regatta

To set your attendance plans for a regatta, go to your Attendance Plans page and set the toggle for the regatta to Attending or Not attending. All regattas that have been setup for your teams are shown above the list of practice sessions. Show the regatta list if they are not already displayed. If you do not see any regattas listed, contact your coach.

Admin and Coaches List

To view a list of all club administrators, coaches and coxswains, go to your Club Home page, then tap Admins and Coaches List (bullhorn icon).

Make a Reservation

Watch this video to learn how to make a boat reservation.

To make a boat reservation yourself:

1. From your Home page, tap the rower icon beside Reservations. You can also open Reservations and tap Your Menu, or tap Other options... on the Today page or the On-the-Water Log, then tap Reserve Shell....
2. On the Make Reservation page, set the Reservation date, the Reservation start time and either the Duration or the Reservation end time.
3. Under Shell type, choose Scull, Sweep or Either Sw/Sc (some clubs also show Paddle). Under Shell size, tick the sizes you want. Only the sizes allowed on your profile are listed.
4. iCrew checks what is free at that time and shows a tile for each boat you may reserve. Tap a boat tile to choose it. A boat with open damage reports shows  !!  before its name; tap it to see the repairs needed under More Information.
5. Tap a set of oars. Some clubs make oars optional. If your club uses per-seat oars, each rower picks their own oars beside their name.
6. Enter anything the club should know in Note/Rowing Plan.
7. For a boat with more than one seat, choose the other rowers from the Seat lists under Rowers & oars. You are already in seat 1. A coxed boat also shows a Cox list.
8. Tap Make Reservation.

If you own a private boat or oars, you will see Include club equipment. Leave it unticked to see only your own equipment, or tick it to see club boats and oars too. iCrew remembers your choice.

Your club may limit how long a reservation can be, how far ahead you can book, how many reservations you can have, and when the boathouse is open. If you can't make a reservation, or the boat you want is not listed, see Why Can't I Reserve a Boat?

Other options on this page: Find open seat... (Premium, if your club lets members join a reservation; see Find an Open Seat) and reservations for other equipment (Premium; see Reserve an Erg, Launch or Other Equipment).

Turn on Come here after logging on to open this page each time you log on (see Choose Your Start Page). For waitlists, punch cards and reservation limits, see Reservation Waitlist, Punch Cards and Reservations and Same-Day and Recurring Reservation Limits.

Why Can't I Reserve a Boat?

When iCrew can't accept a reservation, it shows a yellow message at the top of the Make Reservation page or a pop-up when you tap Make Reservation. Here is what each one means and what to do.

You can't make any reservations

• Your skill level is not set. Your skill level is Unrated, often because you haven't signed all the club documents. Sign any open documents, then ask a club administrator to set your skill level.
• No boat sizes are selected on your profile. Ask a club administrator to tick the boat sizes you may row.
• You are blocked from making reservations. See Your To Do List and Why You're Blocked, or contact a club administrator.

This reservation is not allowed

• Too many reservations. The message says your club's limit and the dates it counts. Cancel one of your other reservations in that period, or pick another date. A reservation made shortly before it starts does not count toward this limit (see Grab-n-go Reservation).
• Too many days ahead. The reservation may be no more than a set number of days from today. Try again closer to the date.
• Too long. The reservation may be no more than a set number of minutes. Choose a shorter time.
• Outside boathouse hours. The time falls outside the club's boathouse hours, or the boathouse is closed that day. The hours are on your club's Club Home page (see Boathouse Hours). Some clubs also allow only set time slots; the message lists the valid times for that day.
• The boathouse will be closed. A club event closes the boathouse at that time. Pick another time.
• A team session or regatta has reservations blocked. The message lists the session. Pick a time outside it.
• Too many members at the boathouse. Your club limits how many rowers can be on the dock when a reservation starts or ends. Move your start or end time.
• You are not allowed to reserve this size, or your skill level does not meet the boat's level. Choose a different size or boat, or ask a club administrator about your skill level.
• The selected boat or oars are not available. Someone else has them at that time. Choose another boat or oars, or another time.
• Your club may also ask you to fill every seat, or to be one of the rowers in the boat.
• If your club limits you to reservations for today, you can't change the date (see Restrict Members to Same-Day Reservations).

The boat I want is not listed

Boats you can't reserve at the chosen time are not shown as tiles. Instead they are listed under More Information, Unavailable Shells, at the bottom of the page, with the reason:

• Reserved by (name) from (time) to (time) - someone else has it. Try another time, or see Get Notified When a Reservation is Cancelled.
• Damaged - the boat has an unrepaired Major damage report.
• Away at (regatta) - the boat is on the trailer for a regatta.
• Being used in a session - the boat is in a team session line-up.
• Unavailable - the club has marked the boat unavailable for use.
• Higher skill level required - your skill level is below the boat's level.
• Not in profile - the boat is not in your shell permissions profile (see Custom Shell Permissions).

Your club may also leave a gap between one reservation of a boat and the next, so a boat can be unavailable for a few minutes beside another booking.

Same-Day and Recurring Reservation Limits

Same-day reservations only. Your club may limit some members to reserving a boat for the current day (see Restrict Members to Same-Day Reservations). If you are one of them, the Reservation date on a new reservation is set to today and you can't change it. You also can't change the date of an existing reservation. You can still choose the times, the boat and the rowers. Ask a coach or club administrator if you think this is wrong.

Recurring reservations. If your club allows recurring reservations, a new boat reservation has Recurring settings. Tap it, tick the days under Recurring days of the week and choose a Recurring end date. The page lists the dates that will be booked. Your club sets two limits:

• How many days of the week you can tick. If you tick too many, the page says, for example, You may only select up to two days of the week.
• How far ahead the end date can be. The end date starts at the latest date allowed. If you pick a later one, the page says Recurring end date cannot exceed and gives the date.

Recurring settings are not offered when you change a reservation or on the boathouse kiosk. Each date is saved as its own reservation, so to cancel the dates you cancel each one (see Recurring Boat Reservations).

If your club uses per-seat oars, each rower chooses their own oars from the Oars list under their name (see Per-Seat Oars Selection).

Emails You Get About Reservations

iCrew does not email you when you make a reservation. Your club may have a list of people who are told about every new reservation, but you are not sent a copy.

These are the emails you may get:

• Reservation reminder. Sent 12 to 24 hours before your reservation starts, for boats and for other equipment. It goes only to the person who made the reservation, not to the other rowers. The email has a link to change the reservation. Some clubs don't send reminders.
• Check-in reminder. If your club uses the On-the-Water Log, you may get an email when you checked out but have not checked back in after your reservation ended (see Check-in Reminder Emails).
• Cancelled reservation alert. Only if you turned on Get email alert when any shell reservation is cancelled (see Get Notified When a Reservation is Cancelled).
• Regatta conflict. If a boat you reserved is taken to a regatta, and your reservation falls between the trailer loading and unloading times, the person who made the reservation gets an email. Change your reservation to another boat or time.
• Waitlist notice. At clubs that offer a reservation waitlist, you get a message when equipment you are waiting for becomes free because a reservation was cancelled or changed.

To stop reservation reminders, turn on Do not send session reminders on your Profile, or use the link in a reminder email (see Privacy and Notification Settings). Either way, this also stops your session reminder emails.

Find an Open Seat

If your club lets members join a reservation, you can take an empty seat in a boat someone else has reserved.

• Find open seat... (Premium): on the Make Reservation page tap Other options..., or on your Member Reservations page tap Your Menu, then tap Find open seat.... The Available Seats page lists reservations with open seats from today to two weeks ahead. Change the From date and To date and tap Refresh to see other dates.
• Each reservation shows the date and time, the boat, who reserved it, the other rowers and the note. Tap Grab a seat, tick the box, then tap ADD.
• You can also tap Grab a seat when you open a reservation that has a free seat, for example from a tile on the reservations calendar.

You can't grab a seat if you are blocked from making reservations or if you are not on your club's rower list.

Leaving a boat. If someone else added you to their reservation, open it and tap the trash can icon beside your name to remove yourself. Only the person who made the reservation, or a club administrator, can cancel it. Some clubs also let rowers in the boat cancel it.

Reserve an Erg, Launch or Other Equipment

Some clubs let members reserve equipment other than boats, such as ergs or a launch (Premium). The menus on the reservation pages then have an item for each type, for example Reserve an erg.... Look for it under Your Menu on your Member Reservations page, or under Other options... on the Make Reservation page or the reservations calendar.

1. Set the Date, Start time and either the Duration or the End time.
2. Choose an item from the Available list.
3. Add a note if you need to, then tap Make Reservation.

• Your club may limit a type of equipment to certain teams/squads. If you are not on one of them, the page says Sorry, only members of these teams/squads have permission to reserve this type of equipment and lists the teams.
• The launch item is only shown if you are certified to drive a launch. Ask a club administrator if you should be.
• Your club may let you reserve more than one item of a type at a time, up to a set number per day.
• Each type can have its own length limit and its own limit on how far ahead you can book.

To change or cancel one of these reservations, open your reservations list and tap the round pencil button (boat reservations use the rower button).

New page for club equipment. iCrew is moving these reservations to a new page. Until then the current page shows a notice with the date of the change and a Try it now button. On the new page you pick the type, the Day, Start and End, then choose a free item, add a Note and tap Reserve. Your reservation is checked and saved in the same way. Until the change, Back to the old page takes you back.

Your Reservations List and Reservations Calendar

To see your reservations, tap Reservations on your Home page. The Member Reservations page has two lists:

• Upcoming Reservations - your reservations for the next 180 days, for boats and other equipment. Reservations where you are one of the rowers are listed too.
• Past Reservations - your earlier reservations, newest first.

Buttons beside each reservation:

• The round rower button (pencil for other equipment) opens the reservation to view, change or cancel it. If someone else made it, you see a read-only page.
• The round calendar button (upcoming only) downloads a calendar appointment for that reservation. To get all your reservations in your calendar app, see Personal Calendar Feed.
• The round clock button (past boat reservations only) opens the On-the-Water Log entry so you can fix your times or distance (see Checking Out and In on the On-the-Water Log).

Your Menu has the items to make a new reservation, reserve other equipment and find an open seat.

Reservations Calendar. Tap Reservations in the main menu to see everyone's reservations on a calendar. Tap a tile to open that reservation. Tap an empty day or time to start a new reservation then. You can pick one boat from the list to see only its reservations. Other options... has Reservation list..., reservations for other equipment, View rowing history... and, if your club has set them, Boathouse hours....

Your favorite boat. On the Make Reservation page, Other options... may show Your favorite shell.... It opens the calendar for the boat you reserve most, so you can see when it is free.

Change a Reservation

To change a reservation, tap Reservations on your Home page, find it under Upcoming Reservations and tap the round rower button. Make your changes on the Change Reservation page, then tap Change Reservation.

• You can change the date, time, boat, oars and note.
• The date and time are locked once the cancel time on the day has passed, and on past reservations. You can then change only the boat, oars and note. The page tells you which you can change.
• If your club limits you to same-day reservations, you can't change the date.
• Only the person who made the reservation, or a club administrator, can change it. Everyone else sees a read-only page.
• Recurring settings are not offered when you change a reservation. Each date is a separate reservation.

Your changes are checked against the same club limits as a new reservation (see Why Can't I Reserve a Boat?). To cancel instead, see Cancel a Reservation and Canceling a Reservation.

Book a Boat (New Reservation Page)

iCrew is testing a new page for boat reservations. It is only offered at some clubs. If your club is one of them, the Make Reservation page shows Try the new reservation page with two buttons:

• Take a look - opens the new page this once.
• Make it my reservation page - iCrew opens the new page every time you make a reservation or change one dated today or later.

On the Reserve a shell page:

1. Under When, pick the Day (or Another day), the Start and the End. The page shows your club's length limit.
2. Under the boat section, each boat you may reserve shows Free or why it is not available. Tap Choose on a free boat. A boat that is in use may offer a button to reserve it at its next free time.
3. Under Crew and oars, choose the other rowers and the oars, and enter a Note/Rowing plan. If your club allows recurring reservations, tick Repeat every week and set Until.
4. Tap Reserve. The page then offers Make another reservation and Done, and may offer Check out to the water now.

• Reservation settings opens Come here after logging on and the cancelled reservation email alert.
• If no boat suits you, some clubs show Nothing suitable? Join the waitlist.
• When you change a reservation here, tap Save changes, or Cancel this reservation while cancelling is still allowed (see Canceling a Reservation).
• Your reservation is checked and saved the same way as on the old page.
• Back to the old page is shown until you make the new page yours. After that there is no button to go back.
• Tap Tell us what you think to send iCrew your comments.

Past reservations, other equipment and the boathouse kiosk still use the old page.

Using the Boathouse Kiosk as a Member

Some clubs keep the On-the-Water Log open on a computer at the boathouse (see Kiosk Mode for setup). You don't need to sign in to use it.

• Check out and in. Find your reservation in the log, set the time and tap Check out when you go on the water. When you are back, tap Check in. To fix a time, change it and tap Change.
• Reserve a boat. If your club allows reservations on the kiosk, select your name from the list, then tap Select a shell.... Fill in the reservation as usual. Recurring reservations can't be made on the kiosk.
• No reservation. If your club allows it, use No Reservation On-the-Water Log Entry: select your name and the boat you are rowing, then tap Log out to the water....
• Damage. While a boat is out, its entry may show New damage.... Tap it to log a damage report for that boat (see Log a Damage Report (Member Steps)).

For more on checking out and in, see Checking Out and In on the On-the-Water Log.

Log a Damage Report (Member Steps)

You can open a new damage report in several ways:

• Tap Damage Report on your Home page, or the Damage Report tile on your Club Home page.
• On a boat's page, tap Other options..., then New damage report.... The boat is filled in for you.
• On the boathouse kiosk, tap New damage... beside a boat that is out (see Using the Boathouse Kiosk as a Member).

On the Damage Report page:

1. Choose the Equipment type and the Item.
2. Fill in Description of damage or issue, Location of damage or issue and How the damage occurred.
3. In Members involved and other information, add anything else the club should know.
4. Choose a Priority to repair (1 highest, 4 lowest).
5. To add a photo, tap the upload icon. You can add up to 5 photos.
6. Tap Save.

The people on your club's damage report list get an email about it. If your club has guidelines for damage reports, the page shows an Additional guidelines link.

A coach or club administrator can mark the report as Major damage. While it is not repaired, the boat can't be reserved.

Some clubs only let coaches, club administrators and the people on the damage report list log damage. If you don't see Damage Report, tell a coach or club administrator about the damage instead.

Reservation Waitlist (Beta)

Some clubs are testing a reservation waitlist. If your club is one of them, you can ask to be told when a boat or other item becomes free at the time you want.

1. Start a new reservation as usual (see Make a Reservation). Set the Reservation date, the start and end times, and tick the Shell size you want.
2. Tap Waitlist... near the bottom of the page. The button is only shown for a new reservation, not when you change one. The page for other equipment has the same button (see Reserve an Erg, Launch or Other Equipment).
3. On the Reservation Waitlist page, the Item type is filled in for you. For a boat, Seats shows the boat size you ticked (the smallest one, if you ticked more than one). Check the Date, Start time and End time.
4. Tap Join waitlist. Your entry is listed under Current Waitlist.

When a reservation is cancelled or changed. When someone cancels a reservation, or moves it to another boat, date or time, iCrew checks the waitlist. You get an email, and a notification if you use the iCrew app, when all of these are true:

• The item is the same type, and for a boat it has the same number of seats.
• It is on the date you asked for, and the time that became free overlaps your times.
• At least 30 minutes became free, and the item can be reserved.

The message names the item, the day and the free times. You are not booked automatically. Make the reservation yourself as soon as you can, because everyone on the waitlist for that time gets the same message.

Your waitlist entries. If your club is on the Premium subscription level, tap Other options... on the Make Reservation page, or Your Menu on your Member Reservations page, then View waitlist entries.... Choose an Item type to see its entries. To leave a waitlist, tap the trash can icon beside your entry. Entries are removed after their date has passed.

Get Notified When a Reservation is Cancelled

If someone cancels a reservation for a club-owned boat that is appropriate for your skill level, or for a private boat you own, you can receive an email. To enable this option, turn on the switch labeled Get email alert when any shell reservation is cancelled near the top of the Make Reservation page.

Cancel a Reservation

To cancel an existing reservation, from your Home page, tap on Reservations. Find the reservation under Upcoming Reservations, then tap the round button with the rower icon (for other equipment, the pencil icon). The Change Reservation page will be shown where you will find a Cancel Reservation button at the bottom of the page. Only the person who made the reservation can cancel it. Once the cancel time has passed, the page says to contact a club administrator, who can still cancel it (or delete a past reservation).

NOTE: You can cancel a future reservation at any time. On the day of the reservation, you can cancel until a set number of minutes after the start time. Some clubs instead end this a set number of minutes before the start time (see Reservation Settings).

Punch Cards and Reservations

Some clubs use punch cards to pay for boat reservations (see Using a Punchcard). If your club does, the Make Reservation page shows your Rowing punch card balance. Tap the ... button beside it to see your punch card history (see Checking Your Punch Card Balance).

• When a boat reservation is made, one punch is used for each rower in the boat whose rowing punch card is in use. This includes you and the other rowers you add.
• When the reservation is cancelled, each of those rowers gets the punch back.
• If the rowers are changed, the rowers taken out get their punch back and the rowers added use a punch.
• No punch is used for a rower who owns the boat.
• Reservations for other equipment, such as ergs, do not use punches.

Each punch is listed in your punch card history with the date and the boat. Some clubs block members whose balance drops below zero (see Block Members With a Negative Punch Card Balance).

Checking Out and In on the On-the-Water Log

If your club uses the On-the-Water Log (OtW Log), check out when you go on the water and check in when you come back. This lets the club know who is out rowing.

To open the log, tap Today at the bottom of the screen, then tap Today's On-the-Water Log. You can also tap the On-the-Water Log tile on your Club Home page.

• Check out: find your reservation, set the time if needed, and tap Check out. The time is set to your reservation start time, or to the current time if you are within a few minutes of it.
• Check in: when you are back, set the time and tap Check in. The check-in time must be later than the check-out time. If you forgot to check out, set the check-out time as well before you tap Check in; both times are saved.
• If you check in before your reservation ends, iCrew shortens the reservation so the boat is free for others.
• To fix a time, change it and tap Change.
• Distance: if your club asks for the distance you rowed, enter it before you check in. It is required and must be a number.
• Note: type a note and tap Save note. Some clubs require a water assessment or phone number in the note.
• Tick Your reservations only to hide everyone else's entries.
• Only the person who made the reservation, the rowers in the boat and club administrators can check a boat out or in. Everyone else sees the times only.

Check out right away. When you make a reservation for today, tick Check out onto the water immediately before you tap Make Reservation. iCrew opens the log with you already checked out.

Reminders. When you open your Home page shortly before a reservation starts, or after one has ended, iCrew may ask whether you want to open the logbook to check out or check in. Tap Yes to go straight there.

No reservation? Some clubs let you log out without a reservation. If you have no reservation today, tap Log out to the water... on the log.

Past entries. To change an earlier entry, from your Home page tap Reservations, find the reservation under Past Reservations, and tap the round clock button. You can also choose another date at the top of the log.

Today's Session and Checking In

When you have a session today, your Home page shows a TODAY'S SESSION card near the top. It shows the session name, start and end time, location and team. If you have more than one session today, the card shows the one closest to the current time.

• If line-ups are public and you are in a boat, the card shows Your Line-up.
• Tap View all line-ups for this session to see every boat. This link shows while line-ups are public. Regattas do not show it.
• Tap anywhere else on the card to open the Today's Session tab.
• If you are attending and not yet checked in, a Check in button appears on the card from about an hour before the session starts (your club may use a different time). Tap it to check in. The card then says You're checked into today's session.

In the afternoon, your Home page also shows a TOMORROW'S SESSION card, with Tomorrow's Line-up if you are in a boat. In the morning it shows a Tomorrow's Session row instead. You cannot check in to tomorrow's session.

After today's session ends, the card turns into a recap. If you were in a boat, the heading is THIS MORNING'S ROW or TODAY'S ROW. It can show the distance, the time on the water and your average split per 500 m. It also shows Your crew, and a View route link if your boat was tracked. If you were not in a boat, the card says whether you checked in. Tap the heading to close or open the card. It stays closed until you sign out. Regattas do not show a recap.

The Today's Session tab shows more about the session:

• Checked in? shows Yes or No. If you are not checked in, a Check-in button appears from about an hour before the start.
• The date, time, number of attendees, location, session plan and any related links.
• View all line-ups for this session and, if your club uses chats, Join the session chat... (see Chat Settings).
• Your boat and seat, when line-ups are public. If you are not in a line-up yet, check back later. An on-land session says This session takes place on land.
• If you are in a boat, you can enter the distance rowed and tap Save Distance.
• Note to coach: type a note (no emoji characters) and tap Save Note. Turn on Note is visible to all to let others see it. Your coach's reply shows under the note. See Leave a Note for Your Coach.
• Running late? Tap the red clock icon next to Note to coach. iCrew saves a note telling your coach you are running late. The icon shows until the session ends, while you are attending and not checked in. Some clubs hide it.
• View your line-up history, Get last coxed info and View your coxing history....
• If you have a punch card, your balance is shown. Tap the ... button to see how it was used.

You can only check in on the day of the session. When you check in, iCrew also checks you in to your other sessions that start at the same time. If you have a punch card, checking in may use a punch (see Using a Punchcard). If you see You were not checked in, try again or ask a coach to check you in.

Automatic check-in: if your club has turned this on and the session's location has GPS coordinates, iCrew can check you in for you. Open the iCrew app near the session's location, from about an hour before the start until the session ends. If you are attending, iCrew checks you in and shows a message such as Good morning! You've been checked into today's session. This uses your device's location. The Check in button works without it.

Your Attendance Plans Page

Your Attendance Plans page lists your upcoming sessions, regattas and events. Use it to say whether you will attend.

Tap the gear icon (Page settings) to change how the page works:

• Open this page after logging on.
• Show only sessions, regattas & events I'm attending. While this is on, the page says Showing only sessions you're attending. Tap Show all to see everything again.
• Get notified when line-ups are made public and Get notified when new sessions are created. These are Premium features.

The buttons under the heading:

• Calendar: see this week's sessions on a calendar.
• Drop in: join a session for a team/squad you are not on, if the team allows drop-ins (see Toggle into a Practice Session).
• Bulk opt-in/out: change many practice sessions at once (see Bulk Opt-in / Opt-out).

If any sessions need support, a note such as 2 sessions need support. appears. Tap Help out to see them. If your sessions are for more than one team/squad, use the team filter to show one team/squad at a time.

Other options has Download calendar events... (see Personal Calendar Feed), Rowing history... and, if you are in a family unit, Family attendance plans.... If your club allows reservations, you can also reserve a boat from here.

Each row shows the date, the session name, the time and the location. Tap the session name to open its line-ups page (an event opens its event page). A row can also show:

• The Attending / Not attending switch. Tap it to opt in or out. If you cannot, see Why Can't I Opt In or Out?.
• n attending: tap to see who is attending.
• Limit and Available, when the session has an attendee limit (see Session Attendee Limit).
• Join waitlist, in place of the switch, when the session is full. Turn it on to get an email if space becomes available. Places go to whoever opts in first.
• Tasks: sign up for tasks at an event or regatta.
• Regatta information, the sign-up deadline, and Regatta line-ups once line-ups are public and you are attending.
• Use your punchcard, if your club lets you choose which sessions use your punch card (see Using a Punchcard).

Sessions more than two weeks away are grouped after the first two weeks. Tap show less to hide them. If you change your plans close to the session start, your coaches may get an alert. If you have dates away, some sessions will not be listed (see Enter Your Dates Away).

Bulk Opt-in / Opt-out

Use this page to opt into or out of many practice sessions at once. On your Attendance Plans page, tap Bulk opt-in/out.

• Choose into or out of.
• Tick the days of the week, or Select all days. Pick at least one day.
• Set the date range (on dates from ... to). It starts as today through the date of your last listed session.
• Set the time window (that start between ... and). Only sessions that start in this window are changed. It starts as 5:00 AM to 10:00 AM, so change it for afternoon or evening sessions.
• Turn on the teams/squads to change. If you leave them all off, every team/squad is included.
• Tap Make changes, then Yes to confirm.

Only practice sessions are changed. Regattas and club events are not listed and are never changed. Sessions your coach has locked are skipped. Under Your Practice Sessions, the page lists each session as opted in or opted out, with counts.

If you are blocked, you can only opt out (see Why Can't I Opt In or Out?). If your club limits how many sessions you can attend over a period, iCrew stops opting you in once you reach the limit. The other changes are still made, and you see a message such as Joining some sessions would exceed your club's policy... (see Maximum Sessions per Member).

Why Can't I Opt In or Out?

If iCrew does not let you change your plans for a session, it shows a message. Here is what each one means:

• You are currently blocked from opting into any sessions or events. Your club has blocked you, often because of a missing or unsigned document, an unpaid fee, a missing form, an incomplete profile, a negative punch card balance or an expired membership. Open your Payments and Documents pages, or the To Do List on your Home page, to see what needs your attention (see Your To Do List and Why You're Blocked). Once everything is done, iCrew unblocks you the next time you open your Home page, unless an administrator blocked you by hand. You can still opt out while you are blocked. Some sessions allow blocked members.
• This session has already started or occurred in the past... You cannot change your plans once a session has started. Contact your coach.
• This session is locked so this change is not allowed. or Sorry, but this session has been locked by your coach. Your coach has locked the session. A locked practice session usually stops opting in but still allows opting out. If you opt out by mistake, you can opt back in before you leave the page. Contact your coach for any other change.
• This regatta is locked so you need to talk to your coach... Regattas are usually locked fully. Talk to your coach.
• Sorry, but this session is limited to n attendees and there is no space available at this time. The session is full. Turn on Join waitlist on your Attendance Plans page to get an email if space opens up (see Session Attendee Limit).
• Sorry, but you cannot opt into sessions that are more than n days in the future. If your club has turned this on, you can only opt into practice sessions up to that many days ahead. Try again closer to the date.
• Joining this session would exceed your club's policy of no more than n sessions over a n day period. You have reached your club's limit. Opt out of another session in that period first (see Maximum Sessions per Member).

Enter Your Dates Away

Use Dates Away to tell your club when you will be away. From your Home page, open More Items... and tap Dates Away. Some clubs do not use this feature.

• Add Single Date: pick the Date and tap Save Date.
• Add Date Range: pick the Start date and End date and tap Save Dates.
• If one of your teams/squads requires it, a Reason box also shows. Add a short note on why you will be away. You cannot save without it.

Dates away must start at least 2 days from today. For a session sooner than that, opt out on your Attendance Plans page instead (see Your Attendance Plans Page).

When you save, iCrew takes you out of the practice sessions on those dates, so they no longer show on your Attendance Plans page. Regattas are not changed, and neither are sessions your coach has fully locked.

Your saved dates are listed under Existing Future Dates Away. To remove dates, select them in the list and tap Delete. The sessions on those dates then show on your Attendance Plans page again.

Your Team's Home Page

Each team/squad you belong to has a home page. Open your Teams tab and tap the team name. Only the team's members, coaches and captains (and parents of a member) can open it.

The top of the page shows the team name and description, the number of members, and the names of the coaches and captains. Under it are buttons for the team's Chats and WhatsApp group, if the team has them. If the team lets members leave, there is also a Leave team button. Tick the box to confirm, then tap LEAVE.

• Latest News: news your coaches have posted for the team.
• Next Sessions: the team's next three sessions. Each one shows whether you are Attending, Not attending or have Not answered. Tap a session to open it. Tap All team sessions to see the full list.
• Team Sessions and Attendance Calendar, under Sessions and attendance.
• Team Chats and Create Private Channel, under Messages, if your club uses chats (see Chat Settings).
• Roster, Coaches, Captains and Related Links at the bottom. Tap a heading to open it. The number next to it is how many there are.

To join or leave other teams, see Join a Team.

Drop-ins and Support Sessions

A drop-in is when you join a session for a team/squad you are not a member of. On your Attendance Plans page, tap Drop in. The Add Drop-in Session page opens.

• Tap a team/squad to see its upcoming sessions.
• Turn on the Attending toggle for each session you want to attend.
• A session marked session is locked cannot be joined.
• Sessions you have already chosen are listed on your Attendance Plans page. Opt out there if your plans change.

Only teams with Allow members to drop into sessions turned on are listed. If you are blocked, you cannot drop in. Contact a club administrator. Some clubs also require an active rowing punch card to drop in (see Using a Punchcard).

Support sessions. Some teams, such as learn-to-row or adaptive teams, need club members to help at their sessions. When any session needs support, your Attendance Plans page shows a note such as 2 sessions need support. Tap Help out to open the Support Sessions page. Teams that still need help are in bold and marked **, with the note ** Sessions need support! Each session shows how many helpers it still needs. Turn on Attending for the sessions you can help with.

You can also drop in from a session's line-ups page. If the team allows drop-ins, you are not already in the session and there is space, the page shows an Attend as a drop-in toggle. For a session that needs support, it shows how many support members are needed and asks Can you support this session?

Viewing Your Session Line-ups

To see a session's line-ups, tap the session name on your Attendance Plans page, or tap View all line-ups for this session on your Home page (see Today's Session and Checking In). The page is called View Session Line-ups, or View Session Info for an on-land session.

The page shows:

• The session title, date, time and location, and the Workout plan if your coach added one.
• Attendee Count, or Attendee Limit / Attending / Available when the session has a limit (see Session Attendee Limit).
• Attending?: a toggle to opt in or out. It does not show when the session is full and you are not attending. If you cannot change it, see Why Can't I Opt In or Out?.
• On the day of the session, a Check-in button shortly before the start, and Checked in? with Yes or No.
• Coach and launch assignments for the session, or the team's coaches and captains.
• Related links, including links to the team's previous and next sessions.
• Last Coxed Information. Tap Get last coxed info to load it (see Last Coxed Count).
• Line-ups, once your coach has made them public. Turn on Boat image view to show pictures of the boats. On the day of the session, tap the refresh button to see the latest changes.
• ABSENT MEMBERS, and the list of rowers. Tap a rower for contact info.

If there are no line-ups yet, the page says Your coach has not posted line-ups for this session yet. Check back later. If your coach has started line-ups but kept them private, it says The line-ups have not been made public by your coach, so they are not yet visible to you.

Notes. If you are in the session, you can leave a note for your coach:

• Type in Note to coach (no emoji characters) and tap Save Note.
• Turn on Note is visible to all to let others see your note. Some clubs turn this on for you.
• If your coach replies, the reply shows under your note, starting with your coach's name and says:.
• If you are in a boat, from the day of the session you can enter the distance rowed (for example Meters rowed) and tap Save Distance. If your boat was tracked, iCrew may fill it in for you.

See also Leave a Note for Your Coach.

Regatta Line-ups (Member View)

When your coach makes a regatta's line-ups public and you are attending, a Regatta line-ups link shows next to the regatta on your Attendance Plans page. Tap it to open the regatta line-ups page. Line-ups that are not public are not shown.

The page shows the regatta name, the location, the Sign-up deadline and any Related links. If the regatta has a WhatsApp group, tap the WhatsApp image under Join WhatsApp group chat.

• Team filter: show one team/squad, or All teams.... With all teams, line-ups are listed by day and then by event number.
• Athlete filter: show only the line-ups one athlete is in.
• Athlete highlight: show every line-up, with one athlete highlighted.
• Boat image view: show pictures of the boats.

Other options... has:

• Overview page on RegattaCentral... (or RowingManager) and the event list.
• Regatta information... (see Regatta Information and Club Regatta Update Pages).
• Trailer manifest... (see Trailer Manifest and Travel Manifest).
• Regatta registration report..., once the line-ups are public.
• Task sign-ups..., if the regatta has tasks (see Sign Up for Event and Regatta Tasks).
• View chats..., if the regatta has a chat channel.

Below the line-ups, you can leave a note for your coach and tap Save Note. Clubs on the Premium subscription level also have an Average age calculator... button.

Sign Up for Event and Regatta Tasks

An event or regatta can have tasks for members to help with, such as setting up or running a food tent. This is a Premium feature.

To open the Task Signups page, tap Tasks next to the event or regatta on your Attendance Plans page. For a regatta, you can also use Task sign-ups... in Other options... on the regatta line-ups page.

• Tasks are grouped by date. Each date shows how many tasks and openings it has. Tap a date, then a task, to see its details.
• Each task shows its time, Filled: (for example 2 of 4) and any More Information. The number in the circle is the number of open spots.
• If you like, type a Note to organizer first. Then tap SIGN UP. A task with no open spots shows FULL.
• Your tasks are listed under Your Current Tasks.
• To take yourself off a task, tap the trash icon next to your name under Signed Up.
• If the tasks are in groups, use the Task Group Filters buttons: Tasks by time, Tasks by group, or one group.
• Tap Calendar view... to see the tasks on a calendar.

iCrew emails you a reminder 2 days before your task. For questions, contact the person named under Questions? on the page.

Rowing History

Your Rowing History page lists your past sessions and boat reservations. From your Home page, open More Items... and tap Rowing History. You can also use Rowing history... in the Other options menu on your Attendance Plans page.

• Set the From date and To date, then tap Refresh.
• If your club allows reservations, use Include reservations and Include sessions to choose what is listed.
• Some clubs show your total distance for the season at the top of the page.

Other options... has View coxing history..., View line-up history..., a distance report (for example Meters report...) on clubs that track distance, and View tracking history... if your club tracks boats.

NOTE: a team session is only listed when you were in a boat line-up for it.

In the iCrew app, the page shows the last 90 days. Sessions are under Team Sessions and boat reservations under Reservations. For a session where you were in a boat, it shows your seat and boat, and you can enter the distance rowed and tap Save. Tap View line-up history... to see your past line-ups.

Your Erg Test Results

If your club uses erg tests, tap Erg Tests on your Home page. The Erg Test Results page opens.

• Your Personal Records: your best result for each length you have tested. Tap the heading to open it. Tap the chart icon to see a chart for that length.
• Your Test Results: all your results, newest first. Each one shows the result, the test name, the test date and the 500m pace. A personal record is marked (PR!). For distance tests, an arrow shows whether you were faster or slower than your previous result.
• Tap All or a length (for example 2000m or 30min) to show only those results. When a length is chosen, a chart icon shows next to the choices.
• To compare with your team/squad, tap Team results... in the page menu.

Entering your own results. If your team lets members enter their own results, a test that is open for entry shows as not entered, with an Enter results by: date. Tap the edit icon to enter your results. On the day of a test, your Home page also shows Tap here to enter your test results (or to update them once entered). See Allow Members to Enter Test Results.

Some clubs ask for a photo of the erg screen first. Tap Take a photo or Choose a photo. iCrew reads the numbers from the photo for you to check. To type the numbers yourself, tap Type it in instead.

Session Emails You Receive

Session reminders. If your team/squad sends reminders, you get an email before each session you are attending (see Session Reminder Email). The email can include the session notes, a link to the session, a link to say you are not attending, and a link to stop reminders. If push notifications are on in the iCrew app, you also get a message such as Reminder: You have the ... session with ... on ....

To stop session reminders, open your Profile, go to Other Settings and Options, turn on Do not send session reminders, and tap Save changes.

Line-ups and new sessions. On your Attendance Plans page, tap the gear icon (Page settings). These are Premium features.

• Get notified when line-ups are made public: when your coach makes the line-ups public, you get an email with your line-up, if you are attending and in a boat. Regatta line-up emails are sent whether or not this is on.
• Get notified when new sessions are created: you get a New Session Notification email.

Waitlist. If you turn on Join waitlist for a full session, you get an email when space becomes available. Places go to whoever opts in first (see Your Attendance Plans Page).

Tasks. If you sign up for an event or regatta task, you get a reminder 2 days before (see Sign Up for Event and Regatta Tasks).

Family Attendance Plans

If you are a parent in a family unit, you can see and change your children's attendance plans (see Managing Your Child's Account).

On your Attendance Plans page, tap Family attendance plans... in the Other options menu. The Family Attendance Plans page lists the upcoming sessions, regattas and events for everyone in your family, grouped by team/squad. Each row says, for example, Alex Smith is attending or Alex Smith is not attending. Tap a regatta or event name to open it. If a regatta has tasks, tap the task icon to sign up (see Sign Up for Event and Regatta Tasks).

To change a child's plans, tap Update (name)'s plans... at the top of the page. This opens your child's Attendance Plans page.

Your Attendance Plans page also has a Family Attendance Links section with View your history, View (name)'s history (see Rowing History) and Update (name)'s plans... buttons. These buttons show only when your Your family position is set to Adult (see Family Keys).

If the page says The Family Units feature is not turned on for your club., contact a club administrator.

Paying Your Fees

Open Payments from your Home page. The page has two buttons: Unpaid (fees you still owe) and Paid (fees you have paid). If you are a parent in a family unit, your children's fees are listed too, with the child's name in bold. If nothing is owed, the page says You have no outstanding payments due at this time.

Each unpaid fee shows its name, description, amount and due date. How you pay depends on how your club takes payments:

• Pay now... - for clubs that use PaySimple. It opens the Fee Payment page.
• Pay... - for clubs that use PayPal or Stripe buttons. It opens the Make a Payment page with your club's payment button. Close any pop-up that appears after you have paid.
• Some fees have a Pay (amount)... button that opens another web site chosen by your club.

On the Unpaid list (PaySimple clubs):

• If the fee has payment options, choose one from the list. For a donation-style fee you may need to enter the amount.
• If the fee asks for a Quantity (for example, banquet tickets), enter how many you want. If you leave it blank, 1 is used.
• A discount or financial aid already applied to the fee is shown, for example Payment amount reflects $50.00 in financial aid.
• If the first payment is prorated, the list shows First payment (prorated) and the amount.
• If your first payment is still being processed, you will see Your first payment is pending for this fee item and there is no Pay now... button.
• If an earlier payment on a monthly fee failed or was missed, the amount shown is what you owe for those payments, with the note Pay this amount to cover past failed or missed payments.
• Some fees also show an ALTERNATIVE FEE ITEM, for example a monthly plan instead of one payment.

On the Fee Payment page:

• If your club has discount codes, enter yours in the Discount code field. You can't use a discount code if the fee already has a discount, if you get financial aid, or if you enter the amount yourself.
• Your club may add a convenience fee. The heading shows the base amount plus the fee, and the payment section says (x% fee applies). If your club accepts bank (ACH) payments, untick PAY WITH A CREDIT CARD to pay from a bank account.
• If you have paid before, your saved cards or accounts are listed. Tap the one you want to use.
• You can add a Payment note for the club.
• Tap the Make Payment button just once.

If you see Sorry, but our fraud prevention logic is now blocking payments for the remainder of the day, there have been too many payment attempts today. Try again tomorrow, or contact a club administrator. See Payment Blocked for the Day.

Tap the round note (speech bubble) button next to any fee to leave a Note to Bookkeeper. Your note is shown next to the button.

On the Paid list you will see the amount paid and the Paid on date. For recurring fees you also see the monthly amount and the Total amount paid. A payment still being processed shows pending. Tap View/download payment records... to see or download your payment details. Clubs that use PaySimple or PayPal also show Get payment receipts..., which opens your payment records. Recent payments may take a little time to appear.

See also Add or Change Payment Method and Club Store Page.

Paying by Bank Transfer

Some clubs ask members to pay fees by bank transfer to the club's bank account. If your club does, each fee on the Unpaid list of your Payments page has a Payment has been submitted switch.

• After you have sent the transfer, turn on Payment has been submitted. This lets the club treasurer know that you have paid. It is saved as soon as you tap it.
• The fee stays on your Unpaid list until the club records your payment. It then moves to the Paid list.

If you turned the switch on by mistake, turn it off again. See also Paying Your Fees.

Completing Your Documents

Open Documents from your Home page. Documents that still need something from you are listed first and highlighted in yellow. Each one shows On file: Yes or No, and an expiration date if it has one. An expired document shows Expired on in yellow. If you are a parent in a family unit, your children's documents are listed too, with the child's name in bold.

• If a document needs your signature, it has a sign button with (tap to sign). Tap the button or the document name to open the Document Signing page.
• If a document name is a link to a form, tap it to open the form. Follow your club's instructions to fill it out and turn it in.
• If your club lets members update a document, tap the round check-mark button. Update the status and information, then tap Save.
• Premium: if a file has been uploaded for a document, tap the eye button to view it. Where allowed, tap the cloud button to upload a .jpg or .pdf file.
• Tap the round note (speech bubble) button to leave a note for the club. Your note is shown next to the button.

To sign on the Document Signing page:

• Read the document shown on the page, or tap the document link.
• Tick I agree to sign documents electronically.
• Type your name exactly as it is shown below the box.
• Tap Sign, then tap I AGREE.

Signing for your child: a parent in a family unit can sign for their own children. The page says You are signing as parent/guardian of your child's name, and you type your own name. If only a parent's signature is needed, the child does not see a sign button. If your club has turned this on, a youth athlete whose parent has no iCrew account can tap Send parent signature link... to email a signing link to the alternate or emergency contact email on their profile.

Club Informational Documents, listed at the bottom of the page, are for reading only. Nothing needs to be signed.

USRowing or Rowing Canada documents: some clubs import membership, waiver and SafeSport status from their national body. The top of the page shows when the status was last imported. If you completed a waiver after that time, it shows as missing until your club runs the next import.

See also Your To Do List and Managing Your Child's Account.

Send a Parent Signature Link

Some documents need a parent's signature. Usually a parent in your family unit signs them from their own iCrew account (see Completing Your Documents). If your parent has no iCrew account, some clubs let you email them a signing link instead.

Open the document on the Document Signing page. If your club allows it, you see Send parent signature link... when all of these are true:

• The document still needs a parent's signature.
• No parent in your family unit has an iCrew account.
• Your profile has an alternate email address or an emergency contact email.

The page shows the addresses the email will be sent to. Tap the button to send it. To change the addresses, update your Profile first (see Your Profile, Section by Section).

Your parent does not need to log on. They open the link in the email, read the document, enter their full name and your iCrew ID (it is in the email), then tap Sign. Once they have signed, the page says Thanks! Your signature has been accepted. If the page says the link is not valid, send a new one.

Your To Do List and Why You're Blocked

Your To Do List is on your Home page under More Items.... It is shown when your club uses documents, fees, forms or To Do items. When you have items due, it is shown in bold and highlighted.

The list shows items that need your attention:

• Why you are blocked, if you are blocked (shown in yellow).
• A note if your profile is missing required information. Go to your profile and tap Save changes to see what is missing.
• Unpaid fees, with the same payment buttons as your Payments page.
• Documents that are not on file yet, with sign and upload buttons.
• Premium: To Do items assigned to you, if your club uses the To Do list.

When you are blocked, you cannot opt into sessions or reserve a boat. You can be blocked when:

• a required fee is unpaid
• a required document is missing or not signed
• your profile is missing required information
• a required form has not been completed
• your punch card balance is below zero, if your club blocks for this
• your membership has expired

If the reason says a required form is missing, open Forms under More Items... on your Home page to find and complete it. If you are not sure which form it is, ask a coach or club administrator.

iCrew unblocks you automatically once everything is cleared, for example after you pay, sign or log on again. If an administrator blocked you by hand, only an administrator can unblock you.

See also Paying Your Fees, Completing Your Documents and Member in Good-Standing.

Register for a New Program or Season

If you already have an iCrew account, you don't need a new one to join a new program. Go to your Club Home page and find Registration Options. Some clubs show it at the top of the page, and some don't show it at all. Programs are grouped, for example Adult Rower, Youth Rower and Parent of Rower.

• Tap the program name or its Register button. The next page shows the program's description, instructions and teams/squads. Tap Join teams to join.
• If the program asks you to pay first, the page shows the fee instead. You join the program by paying it.
• A program may show how many openings remain. If it is full it says no space available, and you can tap Join waitlist. Once you are on the waitlist you will see You're on the waitlist. A waitlist can also be full.
• Youth programs are for youth athletes and adult programs are for adults. If you see a message about this, check the Date of birth on your profile.
• If your account is archived, contact a club administrator first.

Registering your child: on your Home page, tap (tap to register child) next to your child's Profile. You can also open your child's profile and tap Register (name) for new program.... Choose a program from the Member Registration Options page. If a program needs a fee paid before your child can join, your Home page shows (tap to pay) next to your child's profile instead. To register a child who has no iCrew account yet, see Managing Your Child's Account.

Questions about a program can go to the registration email address shown under Registration Options, if your club has one.

Managing Your Child's Account

When you and your child are in the same family unit, you can manage your child's iCrew account from your own. Your Home page shows a row for each child, such as (name)'s Profile. If punch cards are turned on for your child, there are (name)'s Rowing Punch Card and (name)'s Fitness Punch Card rows too. Tap the profile row to view or update your child's profile.

• Fees and documents: your child's fees and documents are listed on your Payments and Documents pages, with your child's name in bold. Your Home page tells you when you have documents to sign or fees to pay. See Paying Your Fees and Completing Your Documents.
• Attendance plans: on your Attendance Plans page, use Family attendance plans... in the page menu. Or use the Update (name)'s plans... buttons under Family Attendance Links.
• New programs: see Register for a New Program or Season.

Create an account for your child: on your Profile, in the Your Family box, tap Create iCrew account for your child....

Set up or change your family unit: on your Profile, tap Update family unit... below the family keys. If you registered as a parent, there is also an Update Family Unit link on your Home page. On the Create Family Unit page:

• Tick yourself and each family member. Members are listed by last name, address or emergency contact name. If someone is missing, contact a club administrator.
• Enter Family key 1. A random value is generated for Family key 2.
• Tap Create family unit.

On your profile, Family key 1 and Family key 2 can only be changed by a club administrator. Check that Your family position is Adult for parents and Child for children. Some clubs let only administrators create family units. In that case, ask a club administrator to set up your family.

Your Profile, Section by Section

Open Your Profile from your Home page. Your member tile is at the top. Below it are four sections: Basic Information, Rower Settings, Emergency Contact and Other Settings and Options. Tap a section heading to open or close it. Fields marked with * are required. When you are done, tap Save changes at the bottom of the page. Some clubs show a shorter profile with only some of these fields.

Basic Information

• Your User ID and the Change user ID... button (see Change/Find UserID).
• Your first and last name. Some clubs let only administrators change your name.
• Tile name - the short name shown on your tile (up to 16 characters). Preferred name and About me (anything else you want to share with other club members).
• Membership expiration date, if your club has set one. You can't change it.
• Preferred language.
• Email, Alternate Email addresses, Mobile phone, your address, and home and work phone numbers.
• Non-rower member - turn this on if you don't row.
• Family unit fields, if your club uses family units (see Family Keys).

Rower Settings

• Date of birth (see Birthdate), gender, height, weight, shoe size, your national rowing association number and Rowing since year. Your club may require some of these.
• Skill level and the boats you are permitted to reserve, if your club allows reservations. Your coach sets these (see Skill Level).
• Your launch, bow and flip test certifications and Flip test expires on. Your club sets these; you can only view them.
• Competitive/Recreational, Side preference (with I'm flexible) and Sweep/Scull preference.
• Primary role is coxswain and the coxswain assignments button (see Specify a Member as Coxswain).
• Any extra fields your club has added.
• Family and friends emails - for location sharing (see Location Tracking). Separate each address with ;. If your club uses location tracking, there is also a Start tracking when checking out to the water switch.
• Event preferences - tap the edit button beside it to change your regatta event preferences.
• Current goal.
• Allergies/Conditions/Medications. All club administrators and coaches can see this information.

Emergency Contact - the full name, relationship, phone and email of your emergency contact. Most clubs require all four.

Other Settings and Options

• Delete your account... or Leave this club... (see Leaving the Club / Archived Accounts).
• Change password... and Join other club... (see Switch Clubs).
• Text alerts, Share your info with other members and Do not send session reminders (see Privacy and Notification Settings).
• Your punch card balances, if your club uses punch cards (see Checking Your Punch Card Balance).
• Your iCrew system ID and Open assistance in separate window.
• Color theme: Your club's theme, Light, Gray, Dark gray or Black. Tap More color schemes to see more, with a preview of each.
• Financial aid percentage and Financial aid expiration date. Your club sets these; you can only view them.
• To Do list... (see Your To Do List) and Get last coxed info... (see Last Coxed Count).
• Use larger font.

If your Home page says Your profile is missing required information, open your profile and tap Save changes. iCrew tells you which field is missing and takes you to it.

Display Settings

You can change how iCrew looks for you on your Profile (see Your Profile, Section by Section).

• Preferred language, under Basic Information. Choose a language, then tap Save changes. iCrew then shows its pages in that language.
• Color theme, under Other Settings and Options. Tick Your club's theme, Light, Gray, Dark gray or Black. If your club has a dark theme, you can also tick Your club's dark theme. Your choice is saved when you tick it.
• Tap More color schemes to open the Color schemes page, which shows a preview of each scheme. Once you pick one there, your profile says which one you are using.
• Use larger font, under Other Settings and Options. Turn it on to make the text bigger. It is saved when you tap the switch. If a page does not change, log off and log on again.

Some clubs show a shorter profile. The Color theme choices are still shown there. For a theme based on your club's colors, see Custom Color Theme.

Privacy and Notification Settings

These settings are under Other Settings and Options on your Profile. Tap Save changes after you change them.

• Share your info with other members - when this is on, other members can see your contact information. The note beside the switch lists what is shared, for example Phone, Email, Age, Addr, Emerg. Contact and some of your club's own fields. Some clubs share only phone and email. When it is off, other members don't see your email address on the club roster.
• Do not send session reminders - turns off session and reservation reminder emails.
• Get chat alerts as text message - get a text message for chat activity. This is a Premium feature, shown when your club uses chats. Coaches and administrators see Get alerts as text message instead. You must have your Mobile phone number on your profile.

You can also turn off reminders from a reminder email. Tap the link in the email to open the Turn Off Reminders page (log on if asked), then tap Turn off reminders. To get reminders again, turn off Do not send session reminders on your profile.

If you are a coach, the emails about your coaching sessions end with a link to stop them. It opens a page with a Turn off coach emails button. The same page has a Turn coach emails back on button. Your other iCrew emails are not affected.

To choose which chat channels send you email alerts, see Chat Settings.

Leaving the Club / Archived Accounts

To leave your club, open your Profile, open Other Settings and Options and tap the red Delete your account... button. If you belong to more than one club in iCrew, the button says Leave this club.... If your account is only a parent account, the button is near the top of the page, under Basic Information. Tick the box to confirm, then tap DELETE.

Your account is not removed. It is archived in this club, and iCrew logs you off. When you are archived:

• You are taken off your teams (some clubs keep your team memberships).
• You are taken out of all future sessions, and your future reservations are cancelled.
• Some clubs also stop your recurring payments.
• Your accounts in other clubs are not changed.

Some clubs don't let members do this themselves. You will see Please contact your club administrator to have your account deleted.

When you log on after your account is archived:

• If you are still active in another club, iCrew opens that club.
• Otherwise, some clubs unarchive your account automatically when you log on.
• In other clubs you see Your account for (club) has been archived, so you cannot log onto iCrew at this time, with whom to contact. You are also asked if you would like to join another club that uses iCrew.

To come back to the club, contact a club administrator or coach (see Archive a Member).

Choose Your Start Page

When you log on, iCrew opens your Home page. You can choose another page to open instead. Go to that page and turn on its switch:

• Attendance Plans page - tap the gear icon (Page settings) and turn on Open this page after logging on (see Your Attendance Plans Page).
• Sessions Calendar - turn on Show this page after logging on (see Session Calendar).
• The boat reservation page - open the reservation settings and turn on Come here after logging on (see Make a Reservation).
• Coaches and club administrators also have Open this page after logging on on the Home page, and Show this page after logging on on the Today page.

You can have one start page for each club. Turning on the switch on another page replaces your earlier choice. Turn the switch off to go back to your Home page.

If you open iCrew from a link, for example in an email or a notification, that page opens instead.

Using Chats

Chats are an online message board for your club. They are a Premium feature, so you see them only if your club uses them. Open the Chats page to see chats with activity since the date in Show activity since:. Change the date and tap Refresh to see older chats. Tap a chat to open it.

The Chat options... menu has Start a new chat..., Chat channel settings... (see Chat Settings) and Create private channel.... When you are looking at one channel, it also has View all channels....

To start a chat:

1. Tap Chat options..., then Start a new chat....
2. Choose the Channel and enter a Subject and your Message.
3. To add a picture, video or other file, tap the upload icon.
4. Turn on Important to highlight the chat and keep it at the top of the Chats page.
5. Tap Post.

Some channels are shared with every club that uses iCrew. When you choose one, a yellow note says that messages on the channel can be seen by all clubs using iCrew.

To reply, open the chat, type in the box at the bottom and tap the send icon. To add a file to a reply, post your reply first, then tap the upload icon. You can't reply to an announcement. If you started the chat, you can end it by posting a reply that starts or ends with END CHAT.

Your club may have a bulletin board channel. Tap New post... to add a post. Bulletin board posts can't have replies, so include your email or phone number if you want people to contact you.

Private channels: tap Chat options..., then Create private channel.... Select the members to include (use the Search members box to find them), enter a Channel name and an Expiration date, and tap Create private channel. If you are in a family unit, you can tick Show only my family members and our coaches. Only the people in a private channel and club administrators can read it. Private channels are marked private.

In the iCrew app, some clubs show an Enable notifications from iCrew... button on a chat if notifications are not turned on for your device. Tap it to turn them on. To get chat alerts as text messages, see Privacy and Notification Settings.

Payment Blocked for the Day

To protect your club from card fraud, iCrew limits the online payments that can be made each day when your club uses PaySimple. Each payment attempt counts, including ones that fail.

• If the Fee Payment page says Sorry, but our fraud prevention logic is now blocking payments for the remainder of the day, there have been more than five payment attempts on your account today. Try again tomorrow.
• If you see an error that says blocked by fraud protection when you tap Make Payment, too many payments have been made from your device or network today. This can happen when many people pay from one device, for example at a registration table. Try again tomorrow, or ask a club administrator to clear the block (see Clear Fraud Records).
• If you see This payment is the same amount as another recent payment, your second payment was held back in case it is a duplicate. Submit it tomorrow if you still need to pay.

See also Paying Your Fees.

Checking Your Punch Card Balance

If your club uses punch cards (see Using a Punchcard), you can check your balance in these places:

• Your Profile, under Other Settings and Options: Rowing punch card balance and Fitness punch card balance. Tap the ... button beside a balance to see its history.
• Your Home page has a Rowing Punch Card or Fitness Punch Card row when that card is active. Tap it to see the history.
• A session's page shows your balance, with a ... button for the history.

The history page shows your balance and whether the card is in use, whether it is for drop-ins only (sessions for teams you are not on), and its expiration date. Only coaches and club administrators can change these. When a punch card expires, it is inactivated and the balance is set to zero. Under History/Audit Trail you see Punch Card Activity and Session Attendance Activity (past 12 months).

Tap View fitness punch card ... (or View rowing punch card ...) to switch cards. If your card is active, tap Punch your rowing punch card... to use a punch yourself.

Some clubs block members whose balance drops below zero (see Block Members With a Negative Punch Card Balance). Contact a coach or club administrator if your balance looks wrong.

iCrew Coach and Admin Assistance

Copy Workout Plans

You can now copy the workout plans from one team to another. For example, let's say you have Varsity and Novice teams that do the same workout each day, but in separate sessions. After setting the workout plan on the Varsity sessions, you can copy the plans to the Novice sessions by following these steps:

1. Open the Varsity team profile and take note of the Team ID.
2. Go to Portal/Sessions, then tap the Manage icon.
3. Select the Novice team, then check the In bulk checkbox on the Update Session tile.
4. Change the date range, then tap the Refresh button to find all the Novice sessions. Select the sessions to be updated, then enter “COPY nnnn” (where nnnn is the Varsity team ID) in the Change workout plan to textbox.
5. NOTE: Uppercase “COPY” will overwrite any existing workout plan you have in the Novice sessions, whereas lowercase “copy” will only copy the Varsity workout plan if the Novice plan is empty.
6. Tap the Update Sessions at the bottom of the page.

Create a Regatta Session

A session can represent a regatta. Watch this video for more information on creating a regatta session and line-ups.

https://youtu.be/OHz_uOiY3XI?t=1929

CrewTimer Integration

iCrew integrates with CrewTimer, an app that facilitates timing on the water, like seat races or just timed practice pieces, in either sprint or head-race format. For clubs on the Premium subscription level, the CrewTimer integration features are on the Launch View page of a session once its line-ups are set. Club admins and the team's coaches and captains can use them. Tutorial videos are available.

Novice Eligible List

The line-ups page of every regatta session has a NOVICE ELIGIBLE box. The Regatta Registration Report also has a Novice Eligible table with each athlete's first regatta date. Both list the members attending the session or placed in its line-ups who have either no regatta in iCrew or a first regatta within a year of this regatta. iCrew takes a member's first regatta to be the earliest regatta session in iCrew they were marked as attending. This is close to how USRowing defines a novice rower, but each regatta may have its own novice eligibility rules. The registration report does not show the list for dragon boat teams.

NOTE: This determination of novice status is based on data here in iCrew, not on data from actual regattas.

Regatta Management

Here is a video that goes through all the regatta-related features of iCrew.

https://youtu.be/yGmVyf_XQ2o

Session Attendee Limit

For a given session, you can set a limit on the number of attendees with the Attendee limit field on the session page. Leave it blank for no limit. A limit can only be used when the session's default member attendance is Not attending. When you create a session, the field can only be filled in after you choose Not attending (or Unspecified, if your club has that option). On an existing session, the field is shown only when the default attendance is Not attending.

Once the limit is reached, a member will have the option to be notified if space becomes available. Members waiting for a spot (the waitlist) are listed in the WAITLIST panel under the line-ups grid. On the session's Check In page, each waiting member has a button under Waitlist. Tap it to add that member to the session. A coach can add members even when the session is full (see Session Check In for Coaches).

Reports

iCrew includes many reports for club administrators and coaches. To see them, go to the Portal and tap Reports in the Club Admin section. The Club Admin section is hidden in the Coach view, so if you don't see it, tap Admin at the top of the Portal (see Admin and Coach Views of the Portal).

Which reports are listed depends on your club. Use the list and tile icons at the top of the page to change how the reports are shown. Many reports have a download icon (Tap to download this data) that gives you a CSV file of what is on the screen.

Some of the main reports:

• Member Participation Report - each member's sessions and reservations by day, with a total for each month and for the period. Enter the From and To dates (or use Or pick a quarter), choose the optional team member and team session filters, then tap Refresh. Tick Include archived members to include members who are now archived. A report can cover up to 214 days.
• Distance report - distance rowed by members, from the start of the year to today unless you choose other dates. Its title uses your club's distance unit. Any signed-in member can open it. When your club requires members to log distance, members who are not coaches or admins see a link to it on the Club Home page.
• Attendance Records - see Attendance Records.
• Coach's Hours - see Coach's Hours.
• Boat Usage Report - see Boat Usage Report.
• Cancellations Report - see Cancellations Report.
• Inactive Members Report - members with no sessions or reservations between the dates you choose. Members of your coaches team and club administrators are left out. Below the list, Archive Candidates is a list you can send to iCrew to have those members archived.
• Member's Missing Items - each member's blocked, profile, documents, payments and forms status. Coaches who are not administrators see only members of teams they coach.
• Documents/Fees Status Report - for one team, shows each member's status for each of your club's documents and fees. Open it from a team's documents or fees page with the ... documents and fees status report... button.
• Punch Card Balance Report - members' punch card balances. From a session's check-in page, Adjust punch cards... opens it with a Bulk Adjustment box for that session's members (see Using a Punchcard).
• Actions Audit Trail - a list of recorded actions in your club, with the date and time and the member. Only club administrators can open it.

To Do List

NOTE: This is a Premium subscription feature.

To help clubs stay organized, iCrew supports a basic To Do list. Any coach or admin can create a To Do item. An item can be assigned to any club member. A To Do task description, follow-up note, and follow-up date can be set on the item. An admin can mark an item as shared so that all admins can view and update the item. By default, you’ll see your active items. You can include completed items when viewing items. Admins can view and update all shared items.
Admins can also view just the items assigned to a particular member.

To access the To Do List feature, go to the Portal, expand More Items, and you'll see To Do List.

COVID-19 Screening

Members can take a COVID screening in iCrew where a small set of questions are asked. The questions are modeled after those found on the U.S. CDC website.

A club must have the COVID-19 Screening function activated on the Club Profile. On a computer, members tap the COVID-19 (thermometer) icon in the left side bar to open the questionnaire. They can also open it from the COVID-19 Screening item in the Today page menu.

Coaches and Admins can access today's screening results from the screening page. There is an option to force members to take the screening each day. There is also an option to send an email alert to coaches if a member answers Yes to any question. Contact iCrew to have these options turned on for your club.

COVID-19 Vaccine Card

A club member can upload an image of their vaccine card from their Profile page: open Other Settings and Options and tap the cloud/up-arrow upload icon (.pdf or .jpg files). Only your club admins can see the card when they access the member's profile from the club roster.
NOTE: An admin must turn on COVID-19 Vaccine Card Upload on your club profile.

The image is stored on the iCrew web server in a folder that can only be accessed by an authenticated iCrew admin in your club.

Tracking COVID-19 Vaccination Status

There are a number of ways you could track vaccine status in iCrew. A Document works well where an admin, after verifying the person's vaccination status, could mark the document tracking record as "on file". In conjunction with a document, you might want to use the Tile tag setting on a members profile. Pick a symbol for your club to indicate that the member has been vaccinated. iCrew suggests the @ symbol. An @ symbol will appear before the members name on their tile on the line-ups page and the tile will be green too.

Alternate Fee Item

On a fee item, you can specify an alternate fee item. For example, you may have a $600 rowing fee that can be paid all at once, with an option to pay $200 over three months. On the primary fee item (the $600 fee in this example), specify the other item as the alternative fee item, and select the teams it applies to. Do not select any teams on the alternative fee item. Members of those teams will see the fee item listed on their Payments page, along with the alternative choice.

Collect First Payment

If your club uses PaySimple and you have recurring monthly payments, you may find yourself in a situation where a member paid the fee item, but the first payment is scheduled for the following month. Here is how to collect the first payment immediately.

When viewing the Payment Tracking report and you see the "An initial payment is pending." note, follow these steps to get the first payment processed now.

Discount Codes

For clubs using PaySimple, you can now create discount codes that can be used by club members to apply a discount to a fee item. A discount code can be set as a flat dollar amount or a percentage. You can specify an optional date range for when the discount code is valid. You can also limit the usage of a discount code to one time per member.

Once you create a discount code, you can share it with members, as appropriate. When a member goes to pay for a fee, they will see a Discount code field where they can enter the code provided to them. A member will not be able to use a discount code for a particular fee item if there is already a discount amount specified on their payment record for that fee. Also, if a member has a financial aid percentage set on their profile, they will not be able to use a discount code.

To access the discount codes feature, a primary club administrator can go to Portal, Fees, then tap the Manage icon near the top of the page. You'll see a tile named Discount Codes.

NOTE: Discount codes cannot be used to adjust recurring monthly payments that are already in progress. You must update the payment amount directly.

Discount on a Fee

Here is how you can apply a discount for a member's fee item.

Fee Item for Single Member

You can create a fee item that is intended for a single member or a specific set of members. Create the fee item but do not select any teams/squads at the bottom of the page. Now, open the fee item again, then select New payment record from the Other options list near the top of the page. On the next page, select the member and continue to create the payment record. You can repeat this procedure for any member, as needed.

Missed or Failed Payments

For clubs using PaySimple, there is now a way to collect a one-time payment for missed or failed payments associated with a monthly recurring fee item. From the fee item's Payment Tracking report, access the member's payment record by tapping the round pencil icon next to the member's name. Then set the Amount due for failed/missed payments to the amount the member owes and tap the Save button. The item will show up as unpaid to the member with the amount due set to the amount you enter. The member must then pay the amount.

Pause/Resume Recurring Payments

If your club uses PaySimple, you can pause and resume a member's recurring payments from the PaySimple Data page. See image below. When a member leaves a team associated with a recurring payment, the payments are paused automatically. And when a member re-joins a team, the payments are resumed automatically.

Refunds

If your club uses PaySimple, you can issue a full refund for an item from the PaySimple Customers & Payments page iCrew. You can also void a payment in progress if you catch it early in the process. If you need to issue a partial refund and the club member paid with a credit card, instructions are provided on the payment refund page. Partial refunds are not available if the member paid using ACH.

Single Payment with Monthly Payments Alternative

For a fee item that has a monthly payments alternative, here is the best way to setup the fee items:

• Create the two fee items.
• On the single payment fee, point to the monthly payments fee item as its alternative.
• Also on the single payment fee item, select the team(s) it applies to.

Family Units

If you have youth rowers and you have the parents of youth create their own iCrew account, be sure to turn on the Family Units functionality on your Club Profile. You should also create a Registration Profile for use by parents of your youth rowers. This will help parents create iCrew accounts for their children and get members of the family joined in a family unit. Once all family members are joined together, parents will have access to their children's profile, submit payments, and sign documents. 

Import Members

When you are getting iCrew set up, iCrew can import your membership roster from an Excel/CSV file. Download the csv template file from this page, fill it in, and email it to iCrew. New members are given a temporary password that iCrew will share with you.

Member Segments

For clubs on the Premium subscription level, club admins can now define member segments. A member segment helps you find club members that meet a set of criteria that you define. The members found based on the segment criteria can then be sent an email or you can access each member's profile. The criteria can be based on any member custom field and on a number of other member fields.

Example usage: Find all members that do not have their emergency contact name on their profile.

Field notes:

• You do not need to include the Archived field unless you want to find archived members. By default, you will only see active members.
• For Skill level, valid values are 0 through 5 (your club may use its own names for these levels):
• 0 = not rated
• 1 = LTR
• 2 = Novice
• 3 = Intermediate
• 4 = Advanced
• 5 = High Performance

Text Message/SMS

IMPORTANT: For a member to receive a text message, they must specify their mobile phone number on their profile. If you want to require mobile phone for all members, update your club profile and turn on Member's mobile phone required.

Clubs on the Premium subscription level can send a text message using the Send Message feature. Just select Text message or Both as the Message type.

NOTE: iCrew uses the Twilio service to deliver text messages. There is a 300 character limit to messages sent using this service. 

Toggle In/Out With Email

Are you looking for a quick and easy way for members to toggle in or out of a particular session or regatta? It is now as easy as sending an email and asking members to reply with a "yes" or "no". In the email, ask each member if they plan to attend the session and to reply with "yes" or "no". From the session, use the Share Session Plan option to compose and send a message. On the Send Message page, check Send replies to the iCrew Toggle In/Out processor above the Send Message button.

NOTE: iCrew will use the sender's email address to find the member's account.

WhatsApp Groups

To facilitate group communications via WhatsApp, you can add a WhatsApp Group link URL to your club profile, to any team/squad profile (under Communications Settings), and to a regatta on the Club Regatta Update page. Depending on where you add a WhatsApp group link, the link will be visible to club members in these places:

• On the Club Home page
• On the Team/Squad Home page
• On the Regatta Info and regatta line-ups pages

If you have the option turned on to send new team/squad members a welcome email, the team/squad link to join the group will appear there too.

Tap one of these links to learn how to create a WhatsApp Group:

• On your iPhone
• On your Android device
• On your PC or Mac

PLEASE NOTE: The club, team/squad and regatta pages only show WhatsApp links. A link for another messaging app, such as GroupMe or Slack, can be entered on a team/squad profile, but it only appears in that team's welcome email.

Steps to Set Up LTR Program Registration

Here are the steps to get an LTR program set up in iCrew. In this example, let's assume we're creating an LTR class for July.

NOTE: For each LTR class you offer, you'll need to create a unique team, fee and registration profile.

1. Create a Team named LTR July.
2. If you want to limit the number of attendees, on the team profile under Basic Information, set the Member limit value.
3. Create sessions for the team.
4. Create a Fee Item named July LTR Fee.
5. If your club uses PaySimple, toggle When paid, add member to these teams and select the LTR July team from the list.
6. Create a Registration Profile named Learn to Row - July. 
7. Select the July LTR Fee as the Primary fee item.
8. If your club uses PaySimple, toggle on the Collect fee payment first option.
   
9. Post a link to your public registration page on your club's website. The link can be found here: Registration Links

Incident and Damage Report Additional Guidelines

When a club member logs an incident or damage report, iCrew can show a link to a club document that provides guidelines or more information about how to log the report. Create the document as a .pdf file and upload it into iCrew (see Portal, More Items, Shared Files). After you've uploaded the .pdf file, grab a link from the Files list. Then go to Portal, More Items, Related Links and create a new related link. In the Link text field, include the word incident or damage, then paste the link to the file into the URL field. Now, when someone goes to log an incident or damage report, they will see a link to the .pdf document.

Session Support

Some teams, such as LTR or adaptive programs, need club members to help at their sessions. To set this up, open the team profile and turn on Support needed from club members at sessions, then save. This also turns on drop-ins for the team. You cannot use it for a private team. When you create a team with LTR, LTS, Learn to or Adaptive in its name, iCrew turns it on for you.

Then, on each session that needs help, enter the Number of support members needed. Do not change this number as members sign up. You can add Support notes to share with the people who help. A session of this team with the number left blank is not offered for support or for drop-ins.

Members see a note on their sessions list, such as "2 sessions need support", with a Help out link to the Support Sessions page. The session's line-ups page shows how many support members are still needed. Once enough have signed up, the session is no longer offered. People who signed up are listed as Support Members on the session. See also drop-ins.

To read more, see the Session Support feature overview.

Boat Usage Report

iCrew tracks the usage of boats/shells for you. Go to Portal/Reports, then select Shell Usage Report (or Boat Usage Report).

Import Boats

When you are getting iCrew set up, iCrew can import your boat inventory from an Excel/CSV file. Download the csv template file from this page, fill it in, and send it to iCrew.

Club Profile

The Club Profile page holds your club's settings: contact details, notification email addresses, reservation rules, custom field labels, and which iCrew features your club uses. To open it, go to the Portal and tap Club Profile in the Club Admin section.

Any club administrator can view the page, but only a primary club administrator can change it. Other administrators see the note Only primary administrators can make changes to your club profile. For them the fields are read-only and there is no Save changes button. When you're done making changes, tap Save changes (or Save at the bottom of the screen).

The page is divided into sections. Tap a section title to open it:

• Basic Information - your club's name, abbreviation, website, address, phone, iCrew registration code and subscription, plus the lists of administrators and club leadership. A primary administrator can tap Change administrators... or Change leadership....
• Communications Settings - the email addresses iCrew notifies (see Club Notification Email Addresses), the About and Latest news text, the club member banner text and your email signature.
• Reservation Settings - rules for boat reservations (see Reservation Settings).
• Custom Field Settings - labels for member custom fields (see Change Labels for Member Custom Fields) and other custom fields, plus descriptions for member tile tags.
• Other Settings - club-wide options such as the 24-hour clock, New members must use a registration profile, session limits per member, volunteer activity types, the kiosk account (see Kiosk Mode), and the launch operators, coaches and repair/maintenance teams.
• Functionality On/Off Switches - turn iCrew features on or off for your club (see Functionality On/Off Switches).
• Profile Changes Audit Trail - shown to primary administrators only. It lists who updated the club profile and when.

Below the sections, More Items... has links to other club pages such as Events, Locations and Related Links.

Functionality On/Off Switches

On your Club Profile, open Functionality On/Off Switches to turn iCrew features on or off for your club. Turning a feature off hides it from everyone in your club. No data is lost: what was already entered for that feature is kept, and you can turn the feature back on at any time.

Only a primary club administrator can change these switches. Tap Save changes after making any changes.

These switches are available to all clubs:

• Documents
• Fees & Payments
• Launches
• Equipment/Assets
• Erg Tests
• Events (Club-wide, non-rowing events)
• Member's Dates Away
• Journal Entries - if Coach's Hours or Volunteer Hours is on, iCrew keeps this on when you save, because those hours are logged in journal entries.
• Coach's Hours
• Volunteer Hours
• Punch Cards - see Using a Punchcard.
• Block Member on Negative Punch Card Balance - see Block Members With a Negative Punch Card Balance.
• Related Links
• Damage Reports
• Family Units (Parents of youth have iCrew accounts)
• Contact Tracing Report
• COVID-19 Screening
• COVID-19 Vaccine Card Upload
• Dragon Boats

Switches marked ** require the Premium subscription level. They can't be changed if your club is on a Standard subscription:

• Forms/Surveys/Elections/Quizzes
• Chats
• Incidents Reporting - see Incident Reporting.
• To Do List
• Coach Availability - see Coach Availability.
• In-App Messages
• Boat Location Tracking - see Location Tracking.

To see more features you can add, tap Enable more functionality... at the top of the section. This opens the Additional Functionality Settings page, where you can search the list. A change there takes effect as soon as you tap the switch; there is no Save button on that page. Only a primary club administrator can change these switches.

Club Notification Email Addresses

On your Club Profile, under Communications Settings, a primary club administrator can enter the email addresses iCrew uses for club notifications. In fields that take more than one address, separate the addresses with a semicolon. Commas and spaces also work; iCrew changes them to semicolons when you tap Save changes.

• Payment notification/treasurer email addresses - these people get emails about member payments, such as completed PayPal and Stripe payments, PaySimple payment notices (including failed payments), and a member changing the payment method for a recurring payment. They are copied when a member pays but the team or registration profile has just filled up. They also get your club's iCrew subscription invoice emails, can view your club's iCrew invoices, and see the alert about unpaid iCrew invoices.
• Damage report notification email addresses - see Change Who Gets Notified When Damage Report is Logged.
• Incident report notification email addresses - see Incident Reporting.
• New member notification email addresses - when a new member registers, these people are copied on the welcome email iCrew sends the new member. When a coach or administrator registers a new member, the registration email goes to these addresses instead. If this field is blank, no one is copied when a new member registers.
• Registration questions email address - one address, shown on your registration page as the place to send registration questions.
• Always include this email address - one address, added to the Bcc line of every email sent from the Send Message page.

Two more notification lists are under Reservation Settings. New reservation notification emails are notified when any new reservation is made. Check-in reminder email addresses are copied when a member is reminded to check in from the water (see Check-in Reminder Emails).

Require New Members to Use a Registration Profile

By default, your club's registration page shows a Register here link that lets a new member create an iCrew account without choosing a registration profile. To remove that link, a primary club administrator turns on New members must use a registration profile under Other Settings on your Club Profile, then taps Save changes.

With this setting on, new members must register using one of the links under Registration Options. Club administrators still see the Register here link, so they can register a new member themselves.

IMPORTANT: If your club has no active registration profiles while this setting is on, no one can register for your club. Instead of a registration link, the page says Sorry, but you cannot create an account in (your club). No active registration profiles exist at this time. Before you turn this setting on, make sure at least one registration profile is active. Check again whenever your profiles stop being active, for example at the end of a season.

If you have entered a Registration questions email address (see Club Notification Email Addresses), it is shown with that message so people know whom to contact.

Block Members With a Negative Punch Card Balance

If your club uses punch cards, iCrew can automatically block a member whose punch card balance drops below zero. To turn this on, a primary club administrator turns on Block Member on Negative Punch Card Balance under Functionality On/Off Switches on your Club Profile, then taps Save changes.

iCrew checks a member's balance whenever it changes: when a punch is used or returned for a session check-in or a reservation, and when an administrator adjusts the balance. If the member's rowing or fitness punch card is active and its balance is below zero, iCrew blocks the member, the same as turning on their (first name) is blocked toggle (see Block a Member). Turning the setting on doesn't block anyone right away; each member is checked the next time their balance changes. Members who are only parents, and archived members, are never blocked this way.

When a member is blocked, iCrew emails them about it (no more than once a day) and sends a notification or pop-up asking them to check their email or their profile. On the member's profile, under the is blocked toggle, administrators see the reason, for example (name) has a negative rowing punch card balance. The member sees the same reason on their To Do List.

iCrew unblocks the member automatically once the balance is zero or more, for example after they buy more punches or an administrator adjusts the balance. This happens only if nothing else is blocking them, such as unsigned or missing required documents, unpaid required fees, missing required forms, an incomplete profile when a full profile is required, or an expired membership. A member blocked by hand by an administrator stays blocked until an administrator unblocks them. iCrew doesn't send an email when it unblocks a member.

Team Membership Settings

Each team's Team Profile page has a Team Membership Settings area under Basic Information. These switches control who can see the team and how members get on and off it. Club administrators and the team's coaches can change them, except Membership is private, which only a club administrator can change. Save the team profile after making changes.

Membership is private: only club administrators can see the team. It is left out of team lists for everyone else, and only administrators can open its team home page and roster. Members cannot join a private team from the sign-up page or drop into its sessions. You also cannot create sessions for a private team.

Allow members to join this team: when on, members can join the team themselves from the Join or leave teams... page (see Join a Team), and the team is offered on the club's sign-up page. When off, a coach or administrator needs to add them. A registration profile is still a way onto the team.

Allow members to leave this team: when on, members can leave the team themselves from the same page. When off, a coach or administrator needs to remove them. Club administrators and the team's own coaches can always join or leave the team, whatever these two settings are.

Allow members to drop into sessions: when on, members who are not on the team can add themselves to its upcoming sessions. They do this by tapping Drop in on their Attendance Plans page (see Toggle into a Practice Session).

Support needed from club members at sessions: turn this on for teams that need club members to help at their sessions, for example LTR or adaptive teams. When you save, drop-ins are turned on as well. Each session for the team then has a Number of support members needed field. Members can offer to help only at sessions where that number is set, and only until it is reached. These sessions are not listed under Drop in. Instead, members see a note on their Attendance Plans page saying how many sessions need support, with a Help out link. See Session Support.

For a new team, the join, leave and drop-in switches start on, and the private and support switches start off.

Check-in Reminder Emails

If your club uses the On-the-Water Log, iCrew can email a member who checked out to the water but has not checked back in after their reservation ended. To turn it on, go to your Club Profile, open Reservation Settings, and turn on Send check-in reminder email. The reminders are only sent while Enable On-the-Water log is also on (see Enable On-the-Water Log). These settings are changed by a primary club administrator, and the club must have reservations turned on.

Use Delay check-in reminder email by to choose how long after a reservation's end time iCrew waits before sending the reminder, from 5 to 60 minutes in 5-minute steps.

In Check-in reminder email addresses, you can enter email addresses to be Cc'd on each reminder, for example a safety officer or the boathouse manager. Separate each address with a semicolon.

iCrew checks for members who need a reminder every 5 minutes. A reminder is sent when all of these are true:

• the reservation is for today
• the boat was checked out to the water but has not been checked back in
• the reservation's end time was longer ago than the delay you chose
• no reminder has been sent for that reservation yet

The reminder goes to the member who made the reservation, not to the other rowers in the boat. Each reservation gets only one reminder. Contact iCrew if you would also like the reminder sent as a text message.

Coach Availability

Coach Availability lets your coaches enter the dates and times they can coach, so club administrators can see who is free when they assign coaches to sessions (see Team Coaches and Session Coaches). It is available to Premium clubs. A primary club administrator turns it on in your Club Profile: under Functionality On/Off Switches, turn on Coach Availability, then tap Save changes.

Once it is on, team coaches, members of the club's Coaches group and club administrators can tap Coach Availability on the Portal or on the Club Home page.

Entering your availability (coaches). Under Add a block, choose a Starting date and an Ending date, tick the Days of the week, set the From and To times, then tap Add availability. iCrew adds a block on every ticked day between the two dates, so one entry can cover, for example, Monday, Wednesday and Friday from 5:00 to 8:00 for four weeks. A few rules:

• The starting date cannot be in the past, and the ending date can be at most 12 weeks after the starting date.
• The end time must be after the start time. Times are in 5-minute steps.
• A day where the new times would overlap a block you already added is skipped.
• You can have at most 500 future blocks.

Your blocks are shown as a Calendar or a List. On the calendar, tap a day to fill in the form for that day, or tap a block to remove it. In the list, tap the x beside a block to remove it. When a block was added as part of a weekly repeat, you can remove Just this one or all the blocks in the repeat. Clear all removes all your blocks from today on. Past blocks are not shown and cannot be removed.

Days you have entered in Member's Dates Away are shown as Away. If you add availability on an away day, iCrew asks you to confirm with Add anyway. An away day always counts as away, even if it has a block on it.

What club administrators see. Administrators can use three views:

• By coach: pick a coach from the Coach list to see their blocks. You can add or remove blocks for them the same way a coach does.
• By date: choose a From date and how many weeks to Show (1, 2 or 4 weeks), then tap Refresh. Each day lists every coach as available (with their times), away or unknown, with a count of each.
• Who's available?: enter a Date and a From and To time. Coaches are grouped as Available, Partly available, Booked or busy, Away and Not available, and the coaches with nothing entered that day are listed separately.

In the By date and Who's available? views, tap a coach's name to open their blocks.

If a coach has not entered any times for a day, iCrew shows them as unknown for that day, not as unavailable. A coach is Not available only when they entered times that day and none of them cover the session. A coach is Booked when they are already assigned to another of your club's sessions at an overlapping time.

Where availability is used. On the Assign Coaches page, each coach's availability for the session is shown beside their name, with available coaches listed first and away coaches last. If you tick a coach who is away, booked or not available, iCrew shows a Check availability message, and you can tap Assign anyway or Cancel. On a session's dashboard, club administrators also have a Find a Coach tile for the club's own sessions from today on. It shows who is assigned to the session and who is available, partly available, booked, away or not available.

Bulk Archive

At the end of a season you can archive many registration profiles, fees and teams in one step on the Bulk Archive page. Open it from the Portal (tap Bulk Archive under Club Admin), from the Bulk archive link on the Fee Item List or Registration Profiles page, or from Bulk archive... on the Team List page.

The page lists items in groups. Each registration profile is listed with its fee and teams. Next come fees that are not on a profile, each with its teams. Last is Other teams. A fee or team can show up in more than one group; ticking it in one place ticks it everywhere. Ticking a registration profile also ticks its fee and teams, so untick any you want to keep. Tick the Other teams bar to tick every team under it. Select all and Unselect all work on the whole list, and the count under them shows how many of each kind you have selected.

Use the filters, then tap Refresh:

• Show: Active items or Archived items.
• Ended before: lists profiles and fees whose end date is before this date, and teams whose last session is before it. When you set a date, profiles and fees with no end date are not listed. Teams with no sessions are still listed.
• Name: part of a name. A group is listed if any item in it matches.

To archive, tick the items, tap Archive selected, check the box to confirm, then tap ARCHIVE. Afterwards a message shows how many items were archived and lists any that were skipped. Tap Undo in that message to put back the items you just archived.

Some items cannot be archived and are greyed out:

• A fee with unpaid member payments. The Delete member records link next to it opens the page where you can remove them.
• A team with future sessions. Use the Open the team link to deal with them.
• A fee with active recurring payment schedules is skipped when you archive. The Bulk pause page link next to it lets you pause the schedules first.

Archiving a fee unblocks members who were blocked only by that fee. An archived team is removed from its chat channels. Unarchiving does not undo either one. Team members are not archived (see Archive a Team; to archive people, see Archive a Member). You can archive up to 500 items at a time.

To put items back, set Show: to Archived items, tap Refresh, tick the items, tap Unarchive selected, then confirm. iCrew archives a registration profile 30 days after its end date, so if you unarchive a profile whose end date is more than 30 days ago, it will be archived again that night unless you change the end date. The page warns you about this.

Club administrators, assistant administrators and members given access to the page through Special Permissions can use Bulk Archive. If your club limits financial information to the primary administrator, other users do not see fees on this page.

Move Equipment

The Move Equipment page moves many boats, oars and other equipment to another location in one step, for example for the spring and fall moves to and from winter storage. Open it from the Portal (tap Move Equipment under Equipment). You can also tap Move equipment... under Location: on a boat's profile, which lists the boats at that boat's location.

Equipment is listed in groups by where it is now. Disposed equipment is not listed, and neither is equipment with no location set. Privately owned items are marked privately owned. To narrow the list, choose Type: (All equipment, boats, oars or Other equipment) and Now at: (a location or All locations), then tap Refresh.

To move equipment:

1. Tap the items to move, or use Select all and Unselect all.
2. Choose the new location in Move to:.
3. Tap Move selected, then tap Yes.

The page reloads with the same filters and shows how many items were moved. Items already at the new location are not counted. You can move up to 2000 items at a time.

Club administrators and assistant administrators can use this page. Coaches cannot. To let another member (such as your bosun) move equipment, a primary club administrator can give them access to the page through Special Permissions. To add or change locations, see Club Locations.

Cancellations Report

The Cancellations Report lists sessions and reservations that were cancelled in a date range. To open it, tap the Cancellations report link near the bottom of the Sessions page, the Sessions Calendar or the Reservations Calendar.

Choose From and To dates, then tap Refresh. The dates are when the item was cancelled, not when it was due to take place. The report starts with the last 30 days. Cancellations are kept for 6 months (182 days), so you cannot choose a date earlier than that, or a date after today. If your club allows reservations, tick Sessions, Reservations or both.

Newest cancellations are listed first. Each row shows:

• Type (session or reservation)
• Cancelled on (date and time) and Cancelled by
• The session or booking date, and the Time
• The team, or the boat or equipment that was reserved
• Booking holder (for reservations)
• Reason and attendee count (for sessions)
• Full description

To get a CSV file of the report, tap the download icon (Tap to download this data). The file uses the dates and boxes you have chosen.

The report reads at most the newest 5000 cancelled sessions and the newest 5000 cancelled reservations. If you reach that limit, the report says so; choose a shorter date range to see them all.

Club administrators, assistant administrators and members given access to the report through Special Permissions can use it.

Club Watch

Club Watch is a full-screen, live view of your club for club administrators. Open it from the Portal (tap Club Watch under Club Admin) or from the Club admin group on your club home page. The top bar has links to the Portal, Club home, Today and the boathouse TV screen, and a Bookmark button to add Club Watch to your bookmark bar.

The middle of the page is a map of your water showing the boathouse and the boats being tracked. Use the buttons at the bottom to Pause the animation, Refresh now, Fit map to show the boathouse and every boat, zoom in and out, and switch between the map and Satellite view. Status chips along the top show boats on the water, people on land, sessions and reservations today, members online, weather and sunrise and sunset.

The Needs attention panel lists items marked Now, Soon or FYI, most urgent first. Tap an item to open the tab with the details. Items include:

• Boats still out: still out 15 minutes after the reservation ends, or 3 hours after going out with no reservation
• Boats out after sunset
• Open damage reports (major and other) and boats out of service
• Incidents reported today or in the last 7 days
• Sessions starting in the next 2 hours whose line-ups are not public yet, or that have no line-ups yet
• Sessions cancelled today
• Memberships ending in the next 14 days and flip tests expiring in the next 30 days
• Members whose email is not being delivered, and check-in reminders sent today
• Gusty wind or cold water at the boathouse (guidance only; your club sets its own rules)
• An iCrew invoice that is due, or the end of an iCrew trial

When nothing is listed, the panel shows Nothing needs attention.

The tabs below the panel show more detail:

• Today: today's team sessions, club events and reservations by start time.
• Water: reservations on the water now, team sessions on the water with their boats, and who is tracking.
• Land: sessions and events at the boathouse now with who is there, ergs, rooms and other equipment booked now, and what is coming up on land in the next 3 hours.
• Boats: open damage reports, boats out of service, and incidents in the last 7 days.
• Members: member counts, memberships ending, flip tests expiring, email not delivered, and check-in reminders sent.
• Weather: boathouse weather, sunrise and sunset, and water readings from a USGS gauge if one is set on the boathouse location.

The Live log on the right shows club activity as it happens, starting with today's latest events when you open the page. Filter it with All, Activity, Money or System.

Club Watch checks for new activity every 60 seconds, reads the attention items every 5 minutes and the weather every 20 minutes. It stops checking while the browser tab is hidden. If your sign-in ends, the page tells you to reload and sign in again.

Club administrators, assistant administrators and members given access to Club Watch through Special Permissions can open it. Club Watch shows only your own club.

Recurring Boat Reservations

You can let members reserve the same boat at the same time on several days in one step. On your Club Profile, under Reservation Settings, a primary club administrator turns on Allow recurring shell reservations, fills in the two limits below, then taps Save changes. Your club must allow reservations to change these settings.

• Maximum days of the week - how many days of the week a member can pick for one recurring reservation. Enter a number from 1 to 7.
• Maximum days ahead - how many days from today the last date of a recurring reservation can be.

To make a recurring reservation, a member starts a new boat reservation as usual, then taps Recurring settings. They tick the days under Recurring days of the week and choose a Recurring end date, which starts at the latest date allowed. The page lists the dates that will be booked, starting with the reservation date. If the member ticks more days than allowed, or picks an end date that is too far ahead, the page tells them. Recurring settings are not offered when changing an existing reservation or in kiosk mode.

iCrew saves a separate reservation for each date and checks each date against your other reservation rules, such as boathouse hours and whether the boat is free. If some dates can't be booked, the other dates are still saved, and the member is told which dates were not saved and why. When more than one date is booked, the Maximum Days Ahead and Maximum Per Member limits are not applied. The recurring Maximum days ahead limits how far ahead the dates can go.

Because each date is its own reservation, there is no single series to cancel. To cancel the dates, cancel each reservation. Cancelling one date does not cancel the others. Each cancelled date is listed in the Cancellations Report like any other reservation.

Custom Shell Permissions

Normally, the boats a member can reserve depend on the boat sizes ticked on their profile and on their skill level (see Set an Athlete's Skill Level and Boat Size Permissions). Custom shell permissions let you choose exactly which boats a member may reserve instead.

To turn this on, a primary club administrator turns on Enable custom shell permissions under Reservation Settings on your Club Profile, then taps Save changes. The first time, iCrew then opens the Custom Shell Permissions Profiles page. After that, open it with the Shell permissions profiles... button under the toggle.

Profiles. A profile is a named list of boats. Tap Create new profile..., enter a Profile name, then switch on each boat to include. Only club-owned boats are listed. For a boat that can be rigged either way, tick Sweep, Scull or both. Changes are saved as you make them. The profiles page shows how many boats and members each profile has; tap the member count to see who is assigned. You can delete a profile with Delete profile... only when no members are assigned to it. If a boat is changed so that it can no longer be reserved, iCrew removes it from every profile.

Assigning a profile. Each member can have one profile for sculling and one for sweep. On the member's profile, choose from Sculling shell permissions profile and Sweep shell permissions profile. You can also tap Custom shell permissions... beside the member on a team's Rowing Profiles page. Club administrators and coaches can change these.

What the member sees. When a member with a sculling profile reserves a sculling boat, the reservation page offers only the boats in that profile. Sweep works the same way. Boat size ticks and skill level do not limit the boats in a profile; contact iCrew if you want the member's skill level to still apply. A member with a profile is not offered the Either Sw/Sc choice. If the member has no profile for the kind of boat they choose, the normal size and skill level rules apply.

Unrated members. A member whose skill level is Unrated, or who has no boat sizes ticked, normally can't make a reservation. A member who has a profile assigned is not stopped by either rule.

New members. Default member skill level and Default member shell permissions (the boat sizes Single, Double/Pair, Quad/Four and Eight) are what a new member gets when their account is created. A member who registers through a youth registration profile gets no boat sizes. New members are not given a custom profile; assign one yourself. Changing these defaults does not change existing members.

Restrict Members to Same-Day Reservations

You can limit chosen members so they can only reserve a boat for the current day. First, a primary club administrator turns on Enable current day restrictions under Reservation Settings on your Club Profile. The change takes effect as soon as you tap the switch. If you don't see this switch, contact iCrew.

Then flag each member who should be restricted:

• On a team's Rowing Profiles page, tick the member's box in the Restrict reservations to same day column. Coaches of the team and club administrators can change it.
• Or, on the member's profile, turn on (first name) is restricted to same day reservations. This toggle is not shown when custom shell permissions are enabled.

When a flagged member starts a new boat reservation, the reservation date is set to today and they can't change it. This applies to boat reservations only.

Per-Seat Oars Selection

Normally a boat reservation holds one set of oars for the whole boat. With per-seat oars, each rower in the boat chooses their own oars. To turn this on, a primary club administrator turns on Enable per-seat oars selection under Reservation Settings on your Club Profile. The change takes effect as soon as you tap the switch. If you don't see this switch, contact iCrew.

On the reservation page:

• There is no separate oars step. Instead, an Oars list appears under each rower. A seat's list can be used once that seat has a rower.
• Each list shows only oars that match the boat's rigging, with how many are left, for example 2 sets available for sculling oars. The counts go down as other seats choose the same oars, and oars with none left are not shown.
• Oars owned by the rower in that seat are listed first. Private oars owned by the member the reservation is for can be chosen for any seat. Other members' private oars are not listed.
• If the rower owns exactly one matching set that is available, it is chosen for them.
• When two or more seats have rowers, Use for all seats next to seat 1 copies seat 1's oars to the other seats.
• If oars are not optional for your club (see Oars Optional), each rower must have oars. A member also can't choose the same oars for more rowers than are available at that time.

Oars by Seat on the Line-ups Page

If your club uses per-seat oars (see Per-Seat Oars Selection), you can choose oars for each rower on a session's Line-ups page. Each boat's oars cell has a small list button whose hover text is Oars by seat. You see the button when you can change the line-ups. It is shown for practices and regattas, past sessions included, so you can correct the record after a row. It is not shown for dragon boat sessions.

Tap the button to open the Oars by seat window for that boat. It lists each seat that has a rower, for example Seat 2 - Pat. If the boat has no rowers yet, iCrew tells you. Each seat's list has:

• The boat's oars (the first choice). The rower uses the oars in the boat's oars cell.
• The rower's own private oars, marked - their own and listed first. Other members' private oars are not listed.
• Club oars that can be reserved and match how the boat is rigged (sculling or sweep).

Each choice shows how many are left, for example (2 left) or (none left). The counts are not shown for a regatta, where the same oars go in a boat for each race.

Tap Save. If your choices need more oars than are available, iCrew does not save them and tells you which oars are short and where else they are in use. If a seat's rower has changed since you opened the window, iCrew asks you to refresh the page. Once a boat has oars by seat, its button is filled in and its hover text lists the seats and their oars.

Reservation Settings for Other Equipment

Equipment other than boats and oars, such as ergs, uses the Default minutes, Maximum minutes and Maximum days ahead from your Club Profile unless you give its equipment type its own settings. To do that, tap Other reservation settings... at the top of Reservation Settings on your Club Profile. The button is shown once your club allows reservations. You can also tap Reservation Settings on the Manage Equipment and Amenities page. These settings are not available on the Standard subscription level.

Choose the Type, then fill in:

• Default minutes, Maximum minutes and Maximum days ahead - used for this type instead of the club settings. Minutes must be in 15-minute steps, and the default can't be more than the maximum.
• Allow multiple items to be reserved - lets a member reserve more than one item of this type at a time. Without it, a member can reserve only one item at a time.
• Maximum multiple items to be reserved - the most items of this type a member can have reserved on one day (2 or more). Items booked for a session don't count. Club administrators are not held to this limit.

Tap Save. Types with their own settings are listed under Existing Settings; tap one to change it, or tap Delete to go back to the club settings. Only club administrators can change these settings.

Team permissions. By default all members can reserve every type of equipment. To limit a type to certain teams, on the Manage Equipment and Amenities page choose the equipment Type, tap Reservation Permissions, tick the teams whose members may reserve it, and tap Save. If no teams are ticked, all members can reserve it. Coaches and club administrators are not limited. For a launch, instead of choosing teams, the member must be set as launch-certified on their profile.

Boathouse Hours

Boathouse hours set the times when members can reserve boats and other equipment. They don't limit team/squad sessions, which can be scheduled at any time. Your current hours are shown under Reservation Settings on your Club Profile and on your club's Club Home page. To change them, tap Set boathouse hours (or Change boathouse hours). Any club administrator can change the hours and tap Save; other members can only view them.

For each day, enter Open at and Close at. You can enter up to three sets of hours, for example a morning and an evening session. To show that the boathouse is closed on a day, set both Open at and Close at to 00:00AM. If no hours are set at all, reservations are not limited by time of day.

When a member saves a reservation for today or a later date, the whole reservation must fit inside one of that day's sets of hours. If it doesn't, iCrew does not save it and tells the member, for example This reservation falls outside the club's Monday boathouse hours. While choosing a time, the reservation page shows a warning with a View boathouse hours link.

To block reservations for a short time, such as a holiday, create an event and turn on its Location is closed toggle. Reservations that overlap the closure are refused. If you want privately owned boats, or equipment other than boats, to be allowed outside boathouse hours, contact iCrew.

Default Reservation Length and New Reservation Emails

Both settings are under Reservation Settings on your Club Profile. A primary club administrator changes them and taps Save changes. Your club must allow reservations.

Default minutes is the length a new boat reservation starts with. When a member starts a new reservation, iCrew sets the end time to the start time plus this many minutes. The member can still change the end time. Enter a whole number that is not more than Maximum Minutes. Other equipment types can have their own default (see Reservation Settings for Other Equipment).

New reservation notification emails - every address in this field gets an email each time a new reservation is made, for boats and for other equipment. The email can include the member's name, the date and start time, the boat or equipment, and the reservation's note. A recurring reservation sends one email for each date booked. These addresses are not emailed when a reservation is changed or cancelled. Separate addresses with a semicolon; commas and spaces are changed to semicolons when you save. Leave the field blank if no one should be notified.

Stripe Buy Buttons

Your members can pay a fee with a Stripe Buy Button from your club's own Stripe account. Stripe Buy Buttons must be turned on for your club first; contact iCrew to have them turned on. For other ways to collect payments, see PaySimple Integration and PayPal Integration.

Step 1 - set up the webhook (once). The webhook is how Stripe tells iCrew that a member has paid. A primary club administrator opens your Club Profile and finds the Stripe webhook address field. Tap the address to copy it. In your Stripe Dashboard, add a webhook endpoint with that address and choose these events: checkout.session.completed, checkout.session.async_payment_succeeded, checkout.session.async_payment_failed and refund.created. Then, in Stripe, reveal the endpoint's signing secret (it starts with whsec_). Paste it into the Stripe signing secret field on your Club Profile and tap Save signing secret. For security, the secret is never shown again; the page only says A signing secret is saved. or No signing secret is saved yet. If you set up a new endpoint in Stripe, save its new signing secret here too.

Step 2 - add a button to a fee. In your Stripe Dashboard, open the payment link for the fee, click Buy button and copy the code. In iCrew, open the fee item and paste the code into the Stripe or Payment URL field, then save the fee. iCrew keeps only the button ID and the publishable key, so after saving, the field shows stripe-buy-button: followed by them instead of the code. Tap the ... button next to the field to preview the button. A payment made from the preview is not linked to any member's fee. Never paste a Stripe secret key into iCrew; iCrew refuses code that contains one.

What members see. When a member goes to pay the fee, iCrew shows the Stripe button, and Stripe opens to take the payment. When the member comes back to iCrew, the page checks for the payment and, once the fee is paid in full, shows that it is paid instead of the button. Store items that allow more than one purchase, punch cards and recurring fees always keep the button.

How payments are recorded. When Stripe reports a completed payment, iCrew marks the member's fee paid with the amount paid in Stripe. If the price of the Buy Button in Stripe is different from the fee amount in iCrew, iCrew still records what the member paid. A bank debit is recorded only after Stripe confirms the money, which can take a few days; a bank debit that fails is not recorded. Only one-time payments are handled. Payments made in Stripe test mode are not recorded on the live iCrew site. A payment made outside iCrew's button, for example through the payment link itself, cannot be matched to a member, so no fee is marked paid. If Send treasurer notification from iCrew when paid is on for the fee, the people in your payment notification/treasurer email addresses get an email.

Refunds. Make refunds in your Stripe Dashboard. When the webhook includes the refund.created event, iCrew takes the refund off the member's fee. If less than $1 is left paid, the fee goes back to unpaid. A smaller partial refund is noted on the payment record, and the fee stays paid.

Clubs that do not use PaySimple or PayPal can see these payments from Portal, Fees, Manage, using the Stripe Records tile.

Convenience Fees

If your club uses PaySimple, you can charge members a convenience fee for online payments. The fee is a percentage added on top of the base fee. It helps offset PaySimple's transaction processing fees, but it may not fully cover them, because actual fees vary by payment method. See PaySimple Integration.

To set the percentages, a primary club administrator can go to Portal, Fees, then tap the Manage icon near the top of the page. Tap the Convenience Fees tile. On the PaySimple Settings page:

• Credit card convenience fee - the percentage added to credit card payments. Enter the whole number in the first box and the decimal part in the second box; for example, 3 and 5 for 3.5%.
• ACH convenience fee - the percentage added to ACH (bank) payments, entered the same way. Enter 0 in both boxes for no fee.
• Accept ACH payments - if your club has been approved to accept ACH payments, you can turn ACH on or off as a payment option at any time. If your club does not accept ACH, this switch cannot be changed.

Tap Save. iCrew shows "Convenience fee rates have been changed." when the new rates are saved.

IMPORTANT: It is your responsibility to make sure your convenience fees comply with all applicable local laws and regulations.

NOTE: Changing the percentages does not affect existing recurring payments.

To charge no convenience fee for a particular fee item, open the fee item and turn on Do not assess payer with convenience fee.

Clear Fraud Records

If your club uses PaySimple, iCrew counts the online payments made from each internet (IP) address each day. To protect your club from card-testing fraud, when too many payments come from the same address in one day, iCrew refuses further payments from that address as blocked by fraud protection. This can happen to real members when many payments are made from one device or network in a single day, for example at a registration table.

To clear the count, a primary club administrator can go to Portal, Fees, then tap the Manage icon near the top of the page. Tap the Clear Fraud Records tile. iCrew clears the records for the IP address of the device you are using and shows "Fraud prevention records associated with your device have been cleared." Payments from that address are then accepted again. Use the device or network that was blocked when you tap the tile; it does not clear records for other addresses. There is no confirmation step.

To review your club's payment notices, tap the Payment Notifications tile on the same panel. It lists the PaySimple payment notifications for the last four months, or the last two years when you select a fee item. You can change the From date and To date, or show only Successful payments only or Failed/refunded/voided/returned payments only, then tap Refresh. You can download the list, and a Settlements Summary is shown below it. To issue refunds, see Refunds.

Bulk Pause/Resume Recurring Payments

If your club uses PaySimple, you can pause or resume many members' recurring payments for a fee item at once, for example during an off-season break. To pause or resume one member's payments, see Pause/Resume Recurring Payments.

Open the recurring fee item (monthly or annual), tap Other options..., then select Bulk pause recurring payments... or Bulk resume recurring payments.... Club administrators can use these pages. If your club limits access to financials, only a primary club administrator can use them.

To pause: the page lists the members with active recurring payments for the fee. Tap a member to select them, or use Select all and Unselect all. Then tap Pause all selected... and answer Yes. iCrew shows "Selected recurring payments have been paused."

To resume: the page lists only the recurring payments that were paused in bulk. To see every paused recurring payment for the fee, check Include all paused payments. Select the members, tap Resume all selected... and answer Yes.

Import Payments and Document Tracking Status

Club administrators can update many members' payment records or document tracking records at once by pasting data copied from a spreadsheet. For importing from USRowing, see USRowing Membership, Waiver & SafeSport Status.

Payments. Open the fee item, tap Other options..., then select Import payment amounts... (or Import payments...). If your club limits access to financials, only a primary club administrator sees these options. You cannot import payments for a fee item that offers a list of options or for a regatta fee. If the fee item has Not applicable for new team members turned on, turn it off before importing.

If your club uses PaySimple or PayPal, the page works with amounts:

1. Tap the download button to get the list of members for this fee item. The columns are FirstName, LastName, MemberID, BookkeepersNote, ItemAmount, FinancialAidAmount, DiscountAmount, AmountPaid and AmountDue.
2. Open the file in Excel and set the amounts. A value is required in ItemAmount and AmountDue. ItemAmount minus FinancialAidAmount, DiscountAmount and AmountPaid must equal AmountDue, or the row is not updated. If AmountDue is zero and AmountPaid is greater than zero, the fee is marked as paid.
3. To add a member who is missing, add a row for them; MemberID is not required. iCrew matches each row by MemberID, or by first and last name, and creates a payment record if the member does not have one. The BookkeepersNote replaces the note on the payment record.
4. Select all the data, including the headings (the first row must contain the column names), copy it, paste it into the box on the page and tap Import. The results list each member that was updated or could not be updated.

If your club does not use PayPal (with Instant Payment Notifications) or PaySimple, the page marks fees as paid by name instead: paste one member per line as last name, first name, then tap Import. Each member's payment record for this fee is marked paid for the full amount of the record. Members whose fee is already paid are skipped. A member is only updated if they already have a payment record for the fee.

Document tracking status. Open the document, tap Other options..., then select Import tracking status.... Tap the download button to get the tracking records for the document. The columns are FirstName, LastName, OnFile, ExpirationDate and MemberKey. In Excel, set OnFile to 1 (on file) or 0 (not on file) and set the ExpirationDate, keeping the same date format and leaving MemberKey unchanged. Copy all the data, including the headings, paste it into the box and tap Import. Both OnFile and ExpirationDate are saved for every row. Only members who already have a tracking record for the document are updated; adding rows for other members does not create records. See Document Tracking.

iCrew Invoices

iCrew sends your club an invoice for its iCrew subscription. For pricing, see iCrew Pricing. To see your club's invoices, go to Club Home, Club admin, then tap iCrew Invoices. Club administrators with access to fees can see this page. So can the people listed in your club's Payment notification/treasurer email addresses, who also get the invoice emails. Their addresses are shown at the top of the page as Invoice payer(s).

The iCrew Invoice List shows each invoice with its amount due, member count, per member fee, tax, invoice amount and payment details. Turn off Show all invoices to see only unpaid invoices. You can download the list.

To pay online, tap Pay here in the ACH/eCheck Payment or Credit Card Payment column. The convenience fee added for that payment method is shown under the link. If more than one invoice is unpaid, a Pay All Outstanding Invoices box at the top of the page lets you pay them together by credit card or by eCheck/ACH.

Tap an invoice number to open the invoice. It shows the billing period, amount due, terms (Net 10 days) and due date, with links to Pay with ACH/eCheck or Pay with credit card, and the address to mail a check to. If you mail a check, check Check is in the mail on the invoice. Tap show next to INVOICE DETAILS to see the members counted on the invoice and their teams.

The invoice list also shows a Next Month Estimate. An auto-pay option is available; contact iCrew for more information.

When your club has unpaid iCrew invoices, primary club administrators and the payment notification/treasurer email addresses see the alert "ADMIN NOTE: There are iCrew invoices now due for your club." Tap the link in the alert to see the unpaid invoices. The alert is not shown for an invoice marked Check is in the mail, or if your club uses auto-pay.

Scheduled Messages

A scheduled message is an email you write now that iCrew sends on a date you choose. Club administrators and coaches can create scheduled messages. To manage a team's scheduled messages, open the team profile, open Communications Settings and tap Scheduled messages.... The number in brackets on the button is how many scheduled messages the team has. You can also tap Scheduled Messages on the team home page.

Clubs on the Premium subscription level can also schedule messages for an event or a fee item. On the event or fee item page, open Other options... and tap Scheduled messages.... Clubs on the Standard subscription level can only schedule team messages, and only two per team. Messages that have already been sent count toward the two.

To create a message, tap Create new scheduled message.... Enter the Subject line and the Message, choose the Send message on date, then tap Save. The date cannot be in the past. iCrew sends the message on that date in your club's time zone. These people get it:

• Team message - the team's active members and the team's coaches.
• Event message - under Send to, choose Members attending (the default), Members not attending or All.
• Fee item message - members who have a payment record for the fee item. Each member gets the message only once. Instead of a date, you can fill in Days after paid: iCrew then sends the message to each member that many days after they pay the fee. Members who have not paid do not get it, and get it later if they pay.

iCrew sends each message to the member's email address, alternate email addresses and parent email addresses.

To see all scheduled messages in your club, open Other options... on the Send Message page or on the Calendar and tap Scheduled messages.... Messages that have gone out are listed under Sent Messages.

To change or cancel a message, tap the pencil button next to it. Make your changes and tap Save, or tap Delete so the message is not sent. iCrew asks you to confirm. A deleted message cannot be recovered. Once a message has been sent, its Message has been sent toggle is on. To send it again, turn the toggle off, choose a future Send message on date and tap Save.

Team Welcome Email and Join/Leave Notifications

These settings are under Communications Settings on the team profile. Club administrators and the team's coaches can change them. Save the team profile after making changes. For a new team, they all start off.

Send welcome email to new members: when this is on, iCrew emails each member who is added to the team. It doesn't matter whether they join the team themselves or a coach or administrator adds them. iCrew sends the email to the member's email address, alternate email addresses and parent email addresses. The email includes the text you enter in Welcome email information, the team's Latest news (also shown on the team home page) and a link to the team home page. If the team profile has a WhatsApp Group URL that starts with https, the email also has a link to join the group (see WhatsApp Groups).

Include coaches: check this box to copy the team's coaches on the welcome email. Team captains are not copied.

This team welcome email is separate from the email iCrew sends when someone registers with your club (see Club Notification Email Addresses).

Under When members join or leave this team:, you can choose who is told about membership changes:

• Send notification to coaches - emails the team's coaches. Team captains are not included.
• Send notification to admins - emails your primary club administrators.

iCrew sends a notification whenever someone is added to the team. For someone leaving, iCrew only sends a notification if the member left on their own, for example by tapping Leave team. If a coach or administrator removes a member, no notification is sent. The email names the member and has a link to their profile.

Session Cancelled and Last Session Emails

These two settings are under Communications Settings on the team profile. Club administrators and the team's coaches can change them. Save the team profile after making changes.

Send email to members when session is cancelled: this is on for a new team. If it is on and you cancel one of the team's sessions from its session page, iCrew emails the members who were attending. The email includes the reason for cancellation you enter. On the Sessions list, when one team is selected, this setting decides whether the Send email to attending members if session is cancelled/deleted box starts checked. On the page for cancelling several sessions at once (see Cancel a Session), it does the same for the Send email to attending members box. You can change either box before you cancel. When you cancel several sessions at once, each attending member gets one email that lists the cancelled sessions.

The email goes to each attending member's main email address. Members who have push notifications turned on also get a push notification. No email is sent for a session whose date has already passed.

Send email to club admins when last session is approaching: this is off for a new team. When it is on, iCrew checks the date of the team's last scheduled session once a day. When that date is less than 15 days away, iCrew emails your primary club administrators a reminder to create more sessions. The reminder gives the date of the last session and has a link to the team profile. It is sent every day until the date of the last session, or until you create sessions further ahead (see Create Practice Sessions). Archived teams do not get this reminder.

Exclude a Team From @club Messages

On the Send Message and Get Email Addresses pages, choosing @club in the team list gets you all of your club's members. To leave one team's members out of that list, open the team profile, turn on Exclude members in messages sent to @club under Communications Settings, then save the team profile. Club administrators and the team's coaches can change this setting. It is off for a new team.

When you choose @club, iCrew leaves out every member of an excluded team, even if they are also on another team that is not excluded. For example, if you exclude your LTR team, an LTR member who also rows on another team is still left out of @club. To reach that member, choose their other team instead of @club.

The Send Message page shows a note listing the teams whose members are excluded from @club. The setting only affects the @club list, not other teams. Archived teams are ignored. The setting also doesn't apply when the Send Message page opens with recipients already chosen, for example when you come from another page.

Member Email Address Access

Under Communications Settings on the team profile, Member email address access controls which club members can see the email addresses of this team's members. Club administrators and the team's coaches can change it. Save the team profile after making a change. The choices are:

• Everyone - any club member.
• Team members and admins/coaches only - members of this team, plus coaches and administrators. This is the setting for a new team.
• Admins/coaches only - only coaches and club administrators.

The setting is used in two places:

• On the Get Email Addresses page, a member who is not a coach or administrator only sees this team in the team list if the setting allows them.
• On the team roster, the email address columns and the email address on member tiles are only shown to members the setting allows.

Each member's own choice still applies. Even when this setting allows it, other members only see a member's email address on the roster if that member has turned on Share your info with other members on their profile. On the Get Email Addresses page, a member who does not share their address appears in red italics. Club administrators, the member's coaches and the team's captains always see the address. For how this choice affects the Send Message page, see Info About Bcc Line.

Session Locking and Automatic Public Line-ups

These settings are under More Settings on the team profile. Club administrators and the team's coaches can change them. Save the team profile after making changes.

Lock sessions n hours before start: iCrew locks each of the team's sessions this many hours before it starts. Once a practice session is locked, members cannot opt in, but they can still opt out (see Toggle into a Practice Session). A locked session is also not open for drop-ins. A regatta is locked fully, so members can neither opt in nor opt out. Leave the field blank or enter 0 (zero) if you don't want sessions locked. A new team starts with 8 hours.

Each session also has its own Lock session from opt-ins hours before start value on its session page. When you create a series of sessions, the Lock sessions from opt ins hours before start field starts with the team's value. If you change the value on the team profile, iCrew also updates the team's upcoming sessions that still had the old value.

iCrew locks a session this way only once. If a coach unlocks it with the Session is locked toggle or the Allow athletes to opt in box on the session page, this setting does not lock it again. Regattas are different. Every morning, iCrew fully locks each regatta whose Regatta sign-up deadline has passed, even if a coach unlocked it, and it also locks regattas that took place 2 to 365 days ago. See Regatta Sign-up Deadline and Locking.

Apply to all teams: this appears below the lock setting for primary club administrators on an existing team. When it is on and you save, the lock value is copied to every team profile in your club. The other teams' existing sessions keep their current values.

Make line-ups public n minutes before start: if a session's line-ups are still private (see Private Lineups), iCrew makes them public on the day of the session, once the start is less than this many minutes away. iCrew then emails the attending members that the line-ups are ready, with a link to them. Leave the field blank or enter 0 (zero) to keep line-ups private until a coach makes them public. This is blank for a new team.

Show line-ups on session Check In page: when this is on, the Session Check In page also shows the session's line-ups. They only appear once the line-ups are public and at least one rower has been placed in a boat. Private line-ups are never shown there. This is on for a new team.

Boathouse TV Screen

The Boathouse TV screen shows today's boats, line-ups, weather and sessions on a TV in your boathouse. To set it up, open Club Watch and tap TV screen in the top bar. Club administrators, assistant administrators and members given access to the page through Special Permissions can set it up.

If your club has no TV link yet, choose the settings and tap Make a TV link. Then open the TV link in the TV's browser, or on a small computer plugged into the TV. Use Copy to copy the link or Open to view the screen. The page shows the date the link was made and the date it stops working.

Settings:

• Names on the screen - First name and last initial, Full names or No names. This is used for boats on the water and line-ups. Activity on land always shows counts only.
• Show line-ups for the next session on the water - line-ups a coach has kept private are never shown.
• Dim the screen between - two hours in club time. Set both to the same hour to never dim.

To change settings, tap Save settings. TVs pick up the change within a minute. Make a new link replaces the link, and TVs using the old link stop working until you give them the new one. Remove link turns the screen off. Any TV still using the link shows This TV link is no longer active.

The TV shows the club name and logo, the date and time, sunrise and sunset, current conditions, boats On the water now (checked out, booked for now, or out on the on-the-water log), line-ups for the next session, On land now, and a timeline of today's activity. A boat still out 15 minutes after its reservation ends, or 3 hours after going out on the log with no reservation, shows an Overdue alert until it is checked in. The screen updates every minute.

NOTE: The TV link needs no sign-in. Anyone who has the link can see the screen, so keep it on the TV. If the link gets shared, tap Make a new link. To run iCrew pages on a boathouse computer instead, see Kiosk Mode.

Admin and Coach Views of the Portal

At the top of the Portal, club administrators and coaches see two buttons: Admin and Coach. They switch the Portal between the Admin view and the Coach view. The page title changes to Admin's Portal or Coach's Portal.

The Coach view hides items that are mostly used by administrators:

• The whole Club Admin section, including Club Home, Club Profile, Club Watch, Fees, Documents, Reports, Events, Forms and Bulk Archive
• Registration Profiles and Reservations
• Locations, Mailing Lists and Incidents under Everything Else

The Admin view shows everything you have access to. The Coach view only hides items. It does not change what you are allowed to do. If you can't find something, such as Reports, tap Admin.

iCrew remembers your choice, so the Portal opens in the same view next time. Until you choose, administrators see the Admin view and coaches see the Coach view.

Mailing Lists

NOTE: This is a Premium subscription feature. Only club administrators can create and change mailing lists.

A mailing list is a named group of teams/squads, so you can send to several teams at once. To manage lists, go to the Portal, expand More Items under Everything Else, and tap Mailing Lists. You can also tap Other options... and then Mailing lists... on the Send Message page. Use the Active and Archived choices to see each kind of list.

To create a list, tap the add icon. Enter the List name, turn on each team/squad to include, and tap Save. Private teams are not shown. To change a list, tap it. You can rename it, change its teams, turn on List is archived, or tap Delete.

If a team in a list has since been archived, it appears under Archived Team List. Members of archived teams are left out when you use the list. Archived club members are also left out.

To use a list, choose it from the team list on the Send Message page. Mailing lists are shown in bold italics. Administrators can also pick mailing lists on the Get Email Addresses page.

A mailing list is different from a Member Segment. A mailing list is built from teams/squads you choose. A segment finds members who meet criteria you set. Mailing lists are also separate from registration profile waitlists (see Waitlist Max Size).

Hide Minor's Phone Number

To hide the phone numbers of members under 18, a primary club administrator can turn on Hide minor's phone number on the Club Profile under Communications Settings. iCrew works out each member's age from the birth date on their profile.

When this is on, a minor's phone number shows as ********** in places like:

• The Club Roster and team/squad rosters
• Session check-in pages, session attendee lists and the line-ups athlete list
• The Admins and Coaches List
• The member card on a member's profile
• The club and team roster extract files

On a minor's profile page, the mobile, home and work phone fields are hidden from other users. The minor still sees their own numbers.

Primary club administrators still see a minor's phone numbers on the minor's profile page and in the club and team roster extract files. Everywhere else, the numbers are hidden for everyone, including primary administrators.

Waitlist Max Size

When a registration profile is full because a team/squad it adds members to has reached its Member limit, people trying to register see that the profile is full and a Join waitlist link or button. On the Join Waitlist page they enter their first name, last name, email address, age, phone number and a note, then tap Join waitlist. They do not need to sign in. The page shows how many people are on the waitlist.

To limit how many people can join each waitlist, a primary club administrator sets Waitlist max size on the Club Profile under Other Settings. The limit applies to each registration profile's waitlist. When a waitlist reaches the limit, the Join waitlist link is no longer shown. Enter 0, or leave the box blank, for no limit.

To see a waitlist, open the registration profile (Portal, Registration Profiles) and tap View waitlist.... This button appears once someone is on the list. Administrators see each person's name, email, phone, age, note and the date they were added, and can delete an entry with the trash icon. The page also has a sign-up link (tap to copy) that lets a person register for the profile even though it is full. Anyone with that link can register, so send it only to the people you are taking off the waitlist.

This waitlist is not the same as the waitlist for a session with an attendee limit (see Session Attendee Limit).

Maximum Sessions per Member

Your club can limit how many sessions a member can opt into over a period of days. On the Club Profile, a primary club administrator opens Other Settings and fills in Maximum sessions per member and the number of days in the box after over. Leave the boxes blank for no limit. Both numbers must be filled in for the limit to apply.

When a member opts into a session, iCrew counts the other sessions the member is attending or checked into during a period of that many days around the session's date, with about half the days before it and half after. Regattas and events are not counted, and opting out is never limited. If the member is already in the maximum number of sessions in that period, iCrew does not opt them in. Opting into a session the member is already in is not refused.

The limit applies when members opt in on iCrew pages (see Toggle into a Practice Session), including Bulk Opt-in / Opt-out. On the page the member sees a message such as Joining this session would exceed your club's policy of no more than 3 sessions over a 7 day period. It also applies when a member replies "yes" to a Toggle In/Out email (see Toggle In/Out With Email). If that reply is refused, iCrew emails the member that the change was not made.

NOTE: While the limit is on, a new team/squad must have its default session attendance set to not attending.

Line-ups Page Tools

This topic covers the tools on a session's Line-ups page. For the basics of placing boats, oars and rowers, see Practice Session Line-ups. Primary club administrators, the team's coaches, coaches assigned to the session, and captains (when your club lets captains update line-ups) can open the page.

One coach at a time. When you open the line-ups, iCrew reserves them for you and shows REMINDER: No other coach can make changes to these line-ups while you're on this page. They are released when you leave the page or make the line-ups public. If another coach has the page open, you see a WARNING with that coach's name and can't make changes. If you know they aren't changing the line-ups (for example, they left the page open), tap Ignore warning. On a regatta with assigned coaches, only those coaches can change the line-ups. Everyone else sees a note saying so.

Quick Commands. On practice sessions there is a Quick Commands box next to each line-ups group (not on regatta line-ups, and not in group 1 for dragon boat teams). Type one or more commands separated by semicolons, then tap Go or press Enter. Use the rower's name as it appears on their tile. Boat numbers are 1 to 8, counting columns from the left. Seats are 1 to 8, or c for the coxswain.

• a name - add a member to this session, for example a bill t
• s seat boat name - put a rower in a seat, for example s 7 3 kevin y (seat 7 of boat 3) or s c 4 bill s (coxswain of boat 4)
• c boat name - put a rower in the coxswain seat, for example c 2 mark b
• r name - move a rower back to the rower list, for example r bob n
• sw name and name - swap two rowers, for example sw janet h and becky m
• b boat boat-name and o boat oars-name - put a boat or a set of oars in a line-up, for example b 2 Resolute

Example: s 1 1 anna p;s 2 1 jo k;c 1 sam t. If your club has named quick commands, type the command's name on its own, followed by one value if the command uses one. iCrew tells you how many commands were not valid, and lists any rowers it could not place because they are not in the session. When every command works, the box is cleared.

RECENT LINE-UPS. This list in the sidebar is collapsed when the page opens. Tap Show to open it. It has boat line-ups from this team's sessions in the last 21 days. Tap the arrow button above a line-up to copy it, then tap a seat in the grid to paste it in.

Clearing line-ups. Clear all empty boats... returns every boat that has no rowers (and its oars) to the lists, and clears that boat's note and coach. A trash icon appears under each boat once it has something in it, and clears that whole line-up. The trash icon under the first column clears every line-up in that group. iCrew asks you to confirm each one. The trash icons are not shown for past sessions.

HIDE EMPTY ROWS IN LINE-UPS. Turn this on to hide grid rows (seats, coxswain, coach, note) that are empty in every boat of the group. The page reloads.

Rower list switches. These are saved for you.

• Hide absent rowers - hides members who are not planning to attend.
• Disable rower pop-up - stops the rower info pop-up. It is always on when you use a phone.
• Hide skill level - hides the circled skill number on tiles. The page reloads.
• The 1, 2, 4 and largest-boat-size boxes above the boat list choose which boat sizes are listed (not on dragon boat teams).

Tap (tile decoration info) for a key to the tile markings (see Athlete Tile Decorations). A seat turns yellow when a rower who only rows one side is in a seat rigged for the other side. This uses the boat's seat configuration.

Panels under the grid:

• ATHLETE'S NOTES - notes members wrote to the coach for this session.
• COACH'S NOTES - notes shared between coaches. Tap the edit button to add one.
• LAST COXED INFO - tap Get last coxed info (see Last Coxed Count).
• WAITLIST - members waiting for a spot, shown only when someone is waiting (see Session Attendee Limit).
• SESSIONS ROWED PAST n DAYS - tap Get sessions rowed info.
• ABSENT MEMBERS - members who are away (marked *) or absent (in red).
• RACE COUNT INFO - regattas only. Tick This session only and tap Refresh.
• MASTERS AGE GROUPS - the masters age categories.
• SUPPORTING MEMBERS or DROP-IN MEMBERS - shown when the session has any (see Session Support).
• TILE TAG DESCRIPTIONS - shown when your club has described its tile tags.
• OPT IN/OUT INFO - tap View to see who opted in or out of the session.

To keep line-ups hidden from members while you work, see Private Lineups.

Session Page Settings for Coaches

The session page (Update Session) holds a session's details. Club administrators, the team's coaches and captains, and coaches assigned to the session can change it. After making changes, choose a Next page option and tap Save. For locking and private line-ups, see Session Locking and Automatic Public Line-ups and Private Lineups.

• Workout plan - visible to members. To copy plans between teams, see Copy Workout Plans.
• Number of guest rower tiles - how many guest (*) tiles the line-ups rower list has, from 11 to 40 (see Add a Guest Rower to a Session).
• Number of substitute coaches needed - Premium clubs only (see Substitute Coach Requests).
• Number of support members needed - shown when the team requires session support. The team must allow drop-ins (see Session Support).
• Attendee limit - see Session Attendee Limit.
• View attendees... - opens the list of members attending.
• Add teams... - saves the session and opens a page to add other teams to it.
• Allow blocked members to attend - lets blocked members opt into, or be marked attending in, this session.
• Private lesson session - team members are not added to the session automatically. You add the members yourself. A private lesson does not count toward last coxed counts, and coxing credit can't be given for it.
• Punch card not charged - shown when your club uses punch cards. Checking in to this session does not use a punch on the member's card (see Using a Punchcard).
• Eligible for volunteer hours - shown when your club tracks volunteer hours. Members who check in get volunteer hours for the length of the session.
• Add third row of line-ups or Add fourth row of line-ups - adds another group of boats to the Line-ups page. Shown on an existing session that has two (or three) groups.
• Distance rowed (labelled with your club's distance unit) - the distance rowed in the session.
• Coach's notes (not visible to members) - notes for coaches only.
• Member attendance links - for today's and future sessions. Copy the Member "will attend" link or Member "will not attend" link into an email or web page so members can change their attendance plan.

Tap Session options... for more:

• Session dashboard... (Regatta dashboard... for a regatta) - opens the session's dashboard (see Session Dashboard and Regatta Dashboard).
• Update line-ups... - saves your changes and opens the Line-ups page. Not shown for on-land sessions.
• Clone this session... - regattas only. Opens a copy of the regatta to save as a new session.
• Session summary... - from the day of the session on. Shows the session's details, weather, workout plan, distance, athletes and boats in use.
• Give coxing credit... - tap a member's tile to give or remove coxing credit. An outlined tile has credit. You can't give credit for on-land sessions, private lessons, future sessions or sessions more than a year ago (see Last Coxed Count).
• From the launch view... - opens the Launch View.
• Coach assignments... - assign session coaches (see Assign Coaches to Sessions).
• Launch assignments... - shown when your club uses Launches (see Assign Launches to Sessions).
• Cancel/Delete session... - enter the reason for the cancellation and tap CANCEL SESSION. If the team has Send email to members when session is cancelled turned on, iCrew emails the attending members. To cancel several sessions at once, see Cancel a Session.

Session Check In for Coaches

Club administrators, the team's coaches and captains, and coaches assigned to the session can open a session's Check In page. On a phone, iCrew opens a phone version of the page. For how members check themselves in, see Session Check In.

Tapping a tile changes the member's attendance. Gray text means planning to attend, blue means checked in and red means not attending.

• Today's or a past session: gray goes to blue (checked in), blue goes to red, and red goes to gray. iCrew shows a message so a member isn't checked in by accident.
• Future session: tiles never turn blue. Tapping switches between gray (attending) and red (not attending).

Expected/checked-in shows how many members are expected and how many have checked in.

• Waitlist - when the session has an attendee limit and members are waiting, each one has a button. Tap a name to add them: they are marked attending for a future session, or checked in for today's or a past session. If Hide absent members is on, iCrew asks you to turn it off first (see Session Attendee Limit).
• Include all current sessions - shown when another of your club's sessions starts at the same date and time. Turn it on to show the members of all those sessions.
• Test results entry mode - shown when the team has a test on the session's date. While it is on, tapping a tile opens that member's test result entry page instead of checking them in.
• Add a member... - pick any club member to add to the session, even if it is locked or full.
• Remove a member... - takes a member out of the session completely, even if it is locked.
• Hide absent members - hides members who are not attending. This choice is saved for you.
• Adjust punch cards... - shown when your club uses punch cards. On a computer it is in the Session options... menu (see Using a Punchcard).

On a computer, the page can also show the session's line-ups when the team setting Show line-ups on session Check In page is on (see Session Locking and Automatic Public Line-ups). When a practice session's line-ups are public, each member's tile also shows their boat and seat. Go to Line-ups opens the Line-ups page.

Launch View

The Launch View is a page for use on the water, for example from a coach's launch. To open it, tap From the launch view... on the Line-ups page or in a session's Session options... menu, or tap the bullhorn icon on a session on the Today page. (The button uses your club's word for a launch.)

Anyone can use the Stopwatch and SPM tools at the top of the page:

• Stopwatch - tap the play button to start and the stop button to stop. The reset button asks Do you want to reset the stopwatch?
• Calculate SPM - tap at each catch or finish. iCrew shows the stroke rate based on your last three taps.

Signed-in members also see the Session Plan (the workout plan) and the session's Line-ups. Private line-ups are shown only to the team's coaches and club administrators. On the day of the session, until it ends, tap the refresh button to reload the line-ups. If your club uses chats, Join the session chat... appears on the day of the session.

Coaches of the team and club administrators also see Coxswains and Bow Seat Rowers (tap show). It lists the coxswains (c) and bow seat rowers (b) with buttons to call or text them. If your club hides minors' phone numbers, a minor's number is left out.

For clubs on the Premium subscription level, the team's coaches and captains and club administrators also get:

• iCrew Timing... - opens a page to time pieces or seat race.
• Export to CrewTimer... once the session has line-ups, then Update CrewTimer... and View results... (see CrewTimer Integration).

Substitute Coach Requests

NOTE: This is a Premium subscription feature.

Asking for a substitute. On the session page, enter the Number of substitute coaches needed and tap Save. To set it for many sessions, use Change Number of substitute coaches needed to when you update sessions in bulk. Don't change the number as coaches sign up. The session page lists the Current Substitute Coaches.

Signing up. Club administrators, team coaches, members of the club's Coaches group and launch operators can sign up. Go to the Portal and, under Training, tap Substitute Coach. (If you've already signed up for an upcoming session, the item is Substitute Coach Assignments.) The page lists today's and future sessions that need a substitute and how many are still needed. Turn on Sign-up to coach for a session. The switch then says You're signed up!, and you can turn it off to drop out. Blocked members can't sign up. Tick Show only my substitute coach sessions to see only the sessions you signed up for.

Once you sign up, you count as one of the session's coaches, so you can open and change its session page, line-ups and check-in page (see Team Coaches and Session Coaches).

Removing a substitute. Club administrators see a remove icon next to each substitute and are asked to confirm. When a member is archived or removed from the club, iCrew also takes them off future sessions they signed up for.

Emails.

• The day before the session, each substitute gets a Substitute Coach Reminder email.
• If you set the number needed to 0, iCrew removes the substitutes who signed up and emails them that the session no longer needs substitutes.
• If you lower the number below how many have signed up, iCrew emails the substitutes about the change. No one is removed.

To see when coaches are free, see Coach Availability.

Session Dashboard

The Session Dashboard is a page of tiles that link to the pages for one session. To open it, tap Session dashboard... in a session's Session options... menu. Club administrators, coaches, and the coaches assigned to the session can open it. For a regatta the menu shows Regatta dashboard... instead.

The top of the page shows the session, its date and time, the teams in it, and the sunrise and sunset times for that day.

The main set of tiles is the same for every club and is set up by iCrew. Some tiles only show when they apply:

• The chat tile shows only when your club uses Chats, and only from the day of the session on. For a past session it is called Session Chat.
• The launch assignments tile shows only when your club has Launches turned on (see Assign Launches to Sessions).
• Some tiles are left out for on-land sessions.
• The line-ups tile has a small red icon while the line-ups are private (see Private Lineups).

iCrew may also add these tiles:

• iCrew Timing and Timing Results - Premium. For the team's coaches and captains and club administrators. iCrew Timing is shown for sessions on the water. Timing Results is shown once the session has timed pieces.
• Erg test - one tile for each erg test the team has on the day of the session. It opens the test's page.
• Find a Coach - club administrators only, for your club's sessions from today on, when your club uses Coach Availability (see Coach Availability).

Under the tiles, Upcoming Team Sessions lists the team's next 10 sessions after this one, including sessions the team was added to. For a past session the heading is Other Team Sessions. Tap a session to open its dashboard.

Session Summary

The Session Summary page shows what happened in a session. To open it, tap Session summary... in the session's Session options... menu. This item is shown from the day of the session on, to club administrators and coaches who can update the session. When a member who is not a coach or administrator taps a past session in a session list or calendar, iCrew opens this page for them.

The page shows:

• The team/squad, the session title, the date and time, and the sunrise and sunset times.
• Weather, Workout Plan and Distance, when the session has them. The team/squad's coaches also see Other Notes (the coach's notes).
• Athletes - members who did not check in are shown in red italics. A ** marks a supporting member. Athlete Count is shown under the list.
• The session's launch and coach assignments, and coaches assigned to a line-up.
• The boats in use, each with an icon that opens the boat's usage report.
• The line-ups. If the line-ups are private, only club administrators and the team/squad's coaches see them.

Tap the round download button to download the line-ups as a spreadsheet (CSV) file. Coaches and club administrators also get an Other options... menu with links to the session dashboard, the session details, the line-ups, the check-in page and coach assignments. Other members get View session line-ups....

Reply to an Athlete's Note

Members can leave a note for the coach on a session (see Leave a Note for Your Coach). You see these notes under ATHLETE'S NOTES on the session's Line-ups page, the session page and the Check In page.

To reply, tap the edit button under the note. Type your reply in the Respond to Note box and tap OK. If there is already a reply, yours replaces it. Your first name is shown with the reply.

When you save a new or changed reply, iCrew emails the member and sends a push notification to the iCrew app.

Club administrators, the team's coaches and the coaches assigned to the session can reply.

Private and public notes. When the member turns on Note is visible to all, other members can see the note and your reply. When it is off, coaches still see the note and reply in full, but other members see (private note) and (private response). Some clubs have Note is visible to all turned on by default for new notes.

Assign Coaches to Sessions

The Session Coach Assignments page sets the coaches for one session or for many of a team's sessions at once. For the difference between team coaches and session coaches, see Team Coaches and Session Coaches.

Club administrators and the team's coaches and captains can use the page.

One session. On the session page, tap Session options..., then Coach assignments.... The coaches already assigned are ticked. Tick or untick coaches, then tap Assign coaches.

Many sessions. On the team/squad's home page, tap Assign Coaches.

1. Select the sessions to update in the list. It shows the team's sessions from today on.
2. Tick the coaches to assign.
3. Tap Assign coaches.

IMPORTANT: in this mode all existing coach assignments for the selected sessions are deleted and replaced with the coaches you tick.

The list has the club's team coaches (from every team) and the members of your club's coaches group.

If your club uses Coach Availability, each coach's availability is shown beside their name, and iCrew warns you before you assign a coach who is away, booked or not available (see Coach Availability).

Notify the coaches of these changes. This switch is off by default. Turn it on before you tap Assign coaches to email each coach who was added to or removed from a session today or later. The email lists their changes, and they also get a push notification. You are not notified of your own changes. Coaches who have turned off coach emails are not notified.

For a single session, the page also shows the session's current coach assignments and, when your club uses Launches, its launch assignments with a button to change them.

Assign Launches to Sessions

The Session Launch Assignments page sets who drives each launch in a session. Your club must have Launches turned on in the Club Profile (see Launches).

Club administrators, the team's coaches and captains, and launch operators can use the page.

One session. On the session page, tap Session options..., then Launch assignments.... This is also offered for on-land sessions. For each launch, choose the person in the list, then tap Assign launches. If a launch is not free at the time of the session, the page shows Launch is not available during this session. instead of a list.

Many sessions. On the team/squad's home page, tap Assign Launches. Select the sessions in the list (the team's sessions from today on), choose the person for each launch, then tap Assign launches.

IMPORTANT: in this mode all existing launch assignments for the selected sessions are deleted and replaced with the assignments made here.

The lists have the club's coaches and launch operators. Tap the clock icon beside a launch to see its usage. Launches with unrepaired major damage are not listed. They are shown under Damaged Launches, with links to their damage reports.

For a single session, the page also shows the session's coach assignments, with a button to change them (see Assign Coaches to Sessions), and the workout plan.

Share Session Plan

The Share Session Plan box on the session page sends a message about the session to its members. You see it when you can change the session.

• Send message to - Attending, Not attending or All. For a past session the choices are Attended, Did not attend or All.
• Using - put the recipients on the To line, Cc line or Bcc line. Bcc line is the default. Some clubs only offer Bcc line (see Using the Bcc Line).
• Include coaches - ticked by default. Adds the coaches as recipients.

Tap Compose and send message.... iCrew saves the session, then opens the Send Message page with the recipients filled in. The subject has the team, the session and its date and time. The message has the workout plan and, when the line-ups are public, the line-ups. You can change the message before you send it (see Send Message to Members).

Update a Single Line-up

The Line-up page lets you build or change one boat's line-up using lists instead of the grid. It is handy on a phone. To open it, tap Update single line-up... in the Session options... menu on the Line-ups, View line-ups or Check In page. On the Line-ups page you can also tap an empty boat cell in the grid without picking a boat first.

Club administrators, the team's coaches, and captains (when your club lets captains update line-ups) can use the page. It is for practice sessions only, not regattas or dragon boats. If another coach is working on the session's line-ups, the page tells you who and you can't make changes.

1. Select a boat. Boats marked ** are already in a line-up. Boats with open repair requests are marked !!, and boats with major damage are marked dmgd:.
2. Choose the oars, the coxswain (if the boat has one) and a rower for each seat.
3. Tap Save line-up. You can then create or update another line-up.

For a boat that is already in a line-up, tap Clear current line-up... to clear it, or Select another boat to pick a different one.

Current boat assignments at the bottom lists every line-up in the session. Tap a line-up to open it. Rowers in red are in a line-up but not attending. The coloured square shows the rower's side preference.

The buttons at the top open Update all line-ups... (the full grid) and View all line-ups.... While the line-ups are private, there is also Make line-ups public... (see Private Lineups).

Mobile line-ups. Some clubs are trying a new phone line-ups page. In those clubs, the Line-ups page on a phone shows Try the new mobile line-ups page and a Mobile line-ups... button (not for regattas or dragon boat teams). The page shows each line-up as a card with Clear and Save buttons, and has Add a line-up..., an add rower button and Full line-ups grid....

Rowing Profiles

The Rowing Profiles page lets you change rowing settings for all the members of a team in one table. To open it, go to the team's home page and tap Rowing Profiles under People. Club administrators and the team's coaches can use the page. Only club administrators can open it for a private team. Club administrators can also open it for the whole club, from Rowing Profiles under People on the club home page, or from Other options... and Rowing profiles... on the Club Roster.

There is no Save button. Each change is saved as soon as you tap it. Archived members are not listed. Tick Show blocked/unrated members only to list only members who are blocked or whose skill level is Unrated. You can search the table and sort it by any column. Tap the pencil button on a row to open that member's profile.

The columns are:

• Tile Name: the name on the member's tile on the line-ups page, colored by their tile tag.
• Tile Tag: the member's tile tag (see Tile Tag). To change tile tags, tap Import... in the column heading (see below).
• Go to Reservation page after logon: tick this to open the boat reservation page for the member each time they log on. Shown only if your club allows reservations.
• Blocked Flag: tick (check to block) to block the member, untick (uncheck to unblock) to unblock them (see Block a Member). Blocked Reason shows why a blocked member is blocked: Blocked by Admin, Missing documents or payments, or a profile problem.
• Launch Certified: see Launch Certified. Only club administrators can change it. Coaches see it greyed out.
• Bow Certified: see Bow Certified.
• Flip Test Certified: if the member's flip test has expired, the date it expired is shown next to the box.
• Cox Only: see Specify a Member as Coxswain.
• Skill level: tap the member's level, from Unrated to HP (your club may use its own names). See Set an Athlete's Skill Level and Boat Size Permissions. To change many members at once, tap Import... in the column heading (see below).
• Shells permitted to reserve: tick Single, Double/Pair, Quad/Four and Eight. If your club uses custom shell permissions, there is also a Custom shell permissions... button. For a member who already has a custom profile, only the button is shown. Shown only if your club allows reservations.
• Restrict reservations to same day: see Restrict Members to Same-Day Reservations. Shown only when your club has turned on current day restrictions.

Importing tile tags or skill levels. Tapping Import... opens the Member Tile Tag Import or Member Skill Level Import page for the same members.

• Tap the round download button to download a file of the members. The tile tag file has the columns FirstName, LastName, TileTag and MemberKey. The skill level file has FirstName, LastName, SkillLevel and MemberKey.
• Open the file in Excel and change the TileTag or SkillLevel for each member. Don't change the MemberKey.
• Select all the data including the headings, copy it, paste it into the box on the page, then tap Import. The first row must contain the column names.

A tile tag must be one of the values listed under Valid Tile Tags on the import page, or blank. A skill level is a number: 0 = Unrated, 1 = LTR, 2 = Novice, 3 = Intermediate, 4 = Advanced, 5 = High Performance. After the import, the page lists each member and whether their value was set.

Coaches and Journals

If your club uses journal entries (see Member Journal), coaches can read the entries athletes share and write entries about an athlete.

Opening an athlete's journal. On the Club Roster table, coaches and club administrators see a journal button in the Journal Entries column of each member's row. The button has a colored outline when the athlete has shared an entry or a coach has written one. On a phone, tap Show the full roster table to see this column. You can open the journal of an athlete who is on a team you coach. Club administrators can open any athlete's journal.

An athlete's Journal Entries page shows the entries they have shared and the entries written by coaches. Each entry shows who wrote it. You can open an athlete's entry to read it, but you can't change it. You and the other coaches can change or delete entries written by a coach.

Writing an entry about an athlete. On the athlete's Journal Entries page, tap Other options..., then New journal entry.... This option is shown only for athletes on a team you coach. Enter the Date and the Journal notes, choose an Associated session if you want, then tap Save.

• An entry you write is always visible to the athlete's other coaches.
• Turn on Is visible to the athlete? if the athlete should see it on their own journal. If it is off, the athlete doesn't see it.

When athletes write their own entries, they choose Is visible to coaches? and Is visible to all?. An entry visible to all can also be seen by the athlete's teammates. If your club has set athletes' entries to always be visible to coaches, athletes don't see the Is visible to coaches? switch.

All shared entries. To see shared entries from many athletes at once, tap Other options... and Shared journal entries... on any Journal Entries page. Choose the From date and To date (the last six months to start with), and optionally a team, then tap Refresh. The list shows each shared entry's notes, dietary notes and erg and on-the-water figures. Entries from archived members, and entries with no notes, are not listed.

To log your own hours worked, see Coach's Hours.

Flip Test Certification

You can record that a member has passed a flip test, and when it expires. Open the member's profile and look under Rower Settings for the (first name) is flip test-certified toggle and the Flip test expires on date. Club administrators and coaches can change these. Members see them on their own profile but can't change them.

• Leave Flip test expires on blank if the certification does not expire.
• While the certification is current, the member's tile on the line-ups page shows ~ (see Athlete Tile Decorations). The mark is no longer shown once the expiry date is reached.
• To update a whole team/squad at once, use the Flip Test Certified column on the Rowing Profiles page. It shows the date a member's flip test expired.
• Club administrators see flip tests expiring in the next 30 days on Club Watch.

Exempt from Coxing and Team Coxswain Assignments

These settings are under Rower Settings on a member's profile.

Exempt from coxing. Club administrators and coaches see this toggle. Turn it on for a rower who should not be asked to cox. Exempt members are left out of the last coxed list you get when you tap Get last coxed info on a session or check-in page (see Last Coxed Count). A member can't be both exempt from coxing and have Primary role is coxswain turned on. iCrew asks you to untick one of them.

Coxswain for a team/squad. A member can be a coxswain on one team/squad and a rower on another. Below Primary role is coxswain, tap Make coxswain assignments... (or Change coxswain assignments... if the member already coxes for a team/squad). The profile lists the teams/squads the member is a coxswain for.

1. The Coxswain Assignments page lists the member's teams/squads.
2. Tick a box to make the member a coxswain for that team/squad. Untick it to remove them. Each change is saved right away.
3. If the team/squad isn't listed, tap Change member's teams... to add the member to it first.

On that team/squad's line-ups, its coxswains are listed first in the rower list and their tiles show c (s on dragon boat teams). See also Specify a Member as Coxswain.

Coach Alerts for Session Notes and Attendance Changes

iCrew can email you when an athlete writes a note to the coach on a session (see Note to Coach), or opts in or out of a session close to its start time. If coaches are assigned to the session or to a launch for it, the alert goes to them. If no one is assigned, it goes to all of the team/squad's coaches.

To choose which alerts you get, open Your Profile and look under Other Settings and Options. Coaches and club administrators see these switches:

• Get an alert when athlete adds a session note.
• Get an alert when athlete opts in/out of a session. You are alerted only when the change happens within a set number of hours before the session starts. The number of hours is set on the team profile (see Change Opt In/Out Alert Hours).
• Get alerts as text message - you get these alerts as a text message instead of an email. This is a Premium feature. You must have your Mobile phone number on your profile (see Privacy and Notification Settings).

The two alert switches are saved as soon as you tap them.

Entering Erg Test Results for Your Team

To open a test, tap Erg Test List under Sessions and attendance on the team/squad's home page, or tap Erg Tests on the Portal. To create a test, see Test Results. When you tap Save and continue... on the test, the Erg Test Results Entry page opens.

Quick Results Entry is at the top of the page.

1. Choose whether you are entering the total (time for a distance test, distance for a timed test) or the 500m pace.
2. Type the athlete's name in Athlete and pick them from the list. Enter Athlete's weight.
3. Enter the result for each set, then tap Save.

Full Results Entry is below it, with a section for each athlete on the team/squad. Tick Show only existing results to list only athletes who already have a result. Tap View and extract results... to see the results.

The test page also has these buttons:

• View results... - opens the Erg Test Results page for the test.
• Enter results from photos... - shown if your club uses erg photos (a Premium feature). The page lists the team/squad's athletes, with how many results are entered. Tap Photo for an athlete, choose the photo of their erg screen, check the numbers iCrew reads from it and tap Save. You come back to the list for the next athlete. Tap Type to enter the numbers yourself. Use Find a rower to search the list. Tap How entering results from photos works for more details.
• Analyze results... - see Erg Test Analysis.

To let athletes enter their own results, see Allow Members to Enter Test Results. What athletes see is described in Your Erg Test Results.

Erg Test Analysis

The Erg Test Analysis page ranks and compares athletes on one test. This is a Premium feature for coaches and club administrators. To open it, tap Analyze results... on a test, or on the Erg Test Results page.

Choose a Team and a Test. Only tests with results from the last three years are listed. Then narrow the list with these choices:

• Compare to: Previous test, Best earlier test or Nothing. The comparison uses the athlete's earlier tests at the same length.
• Rank by: 500m split, Watts, Watts per kg or Stroke rate.
• Gender, Age group, Weight class and Side.
• Members: Active only or Include archived.

The top of the page shows the number of athletes, the average 500m split, the average of the top 8, how many were faster than their last (or best) test, and the number of PRs. The table shows each athlete's rank, side, 500m split, change in seconds (green is faster), gap behind the fastest split, result, stroke rate, watts, watts per kg and pacing. Tap a column heading to sort by it. Pacing compares the second half of the piece (or the later sets) with the first: Negative means faster at the end, Faded means slower at the end. Tap the round download button to download the table as a spreadsheet (CSV) file.

Roster Changes

The Team Membership Changes page shows who was added to or removed from a team/squad, who made the change and when. To open it, go to the team/squad's home page and tap Roster Changes under People. You can also tap Membership changes in the Other options... menu on the team roster. Club administrators and coaches can use the page.

Each row shows the team/squad, the member's name, Added or Removed, who made the change, the date and time, the member's current teams/squads and their last logon. Archived members are marked (a).

• Tap the profile button next to a name to open the member's profile, or the email icon to email them.
• Tap the teams icon under Current Teams to change the member's teams/squads.
• Choose another team/squad from the list at the top to see its changes.
• Tap the round download button to download the list as a spreadsheet (CSV) file.

Upcoming Absences

The Absences Calendar shows who will be missing from a team/squad's sessions. To open it, go to the team/squad's home page and tap Upcoming Absences under Sessions and attendance. Coaches and club administrators see this row.

The calendar shows the period from 10 days ago to 45 days ahead. Coaches and club administrators see entries in three colors:

• Blue - a member who has entered dates away (see Enter Your Dates Away). The reason they gave is shown with their name.
• Red - a member who is not attending a session (regattas are not included).
• Pink - a coach or administrator who will be away.

Tick Coaches only to see only coaches and administrators who will be away. Tick Away members only to leave out the session opt-outs. Tap a name to open that member's profile. Tap View main calendar... to go to the session calendar. If your club hides dates away, the reasons and the Away members only box are not shown.

Attendance Calendar

The Session Attendance Calendar shows a team/squad's sessions with the members planning to attend each one. To open it, go to the team/squad's home page and tap Attendance Calendar under Sessions and attendance. Members of the team/squad can open it too.

It covers sessions from 30 days ago to 90 days ahead. Each session shows its name, the team/squad and up to six members. If more are attending, the total is shown. Tap a session to see everyone attending. To see past attendance in a table, see Attendance Records. To see who will be absent, see Upcoming Absences.

The Team Roster for Coaches

To see a team/squad's roster, go to its home page and tap Team Roster under People. The team/squad's coaches and club administrators also see Add members... and Remove members... buttons. Coaches and club administrators see a Details icon at the top. Tap Details to open the Team Roster page. For a private team/squad, only club administrators can open it.

On the Team Roster page, tap the list icon for a table or the tile icon for member tiles. iCrew remembers your choice. In the table, coaches and club administrators see extra columns:

• Member Profile, Member Teams and Journal Entries buttons for each member (see Coaches and Journals).
• Admin Tags, Age, ClassOf, Grade, Birthdate and Allergies/Conditions/Meds.

The Other options... menu has Team profile, Team home page, Membership changes (see Roster Changes), Extract team roster and Update rowing profiles (see Rowing Profiles). Use the list of teams/squads to switch to another one.

Extract Roster. Tap Extract Roster under People on the team/squad's home page (or Extract team roster on the roster). The Team Roster Extract page shows the active members in a table. Tap the round download button to download it as a spreadsheet (CSV) file. Club administrators, the team/squad's coaches and its captains can use it. Only club administrators get the birthdate column, and only administrators and the team/squad's coaches get the weight column. If your club hides minors' phone numbers, they are hidden in the extract for everyone except primary club administrators (see Hide Minor's Phone Number).

For other ways to change the roster, see Update a Team Roster.

Other Items on the Team Home Page

Coaches and club administrators see more on a team/squad's home page than members do (see Your Team's Home Page). Besides the roster items, these are:

• Latest News - the text at the top of the page. It is the Latest news field on the team/squad profile, under Communications Settings. Coaches and administrators see an Edit link under it. The team/squad's coaches and club administrators can change it. It is also included in the welcome email to new members.
• Attendance Calendar and Upcoming Absences, under Sessions and attendance (see Attendance Calendar and Upcoming Absences).
• Team Waitlist, under Sessions and attendance - shown when a registration profile for the team/squad has people on its waitlist (see Waitlist Max Size). Coaches see each person's name and the date they were added. Club administrators also see contact details.
• Email Coaches, under Messages - for the team/squad's coaches and club administrators. It opens Send Message with the team/squad's coaches as recipients (see Send Message to Members).
• Scheduled Messages, under Messages (see Scheduled Messages).
• Import Names, under People - club administrators in some clubs have this row. It adds existing members to the roster by pasting their names from a spreadsheet. It does not create new accounts.
• Team Documents and Team Fees, under Administrative - shown when your club uses documents or fees. They list the items for the team/squad. Tap the list icon to see the tracking records. Club administrators can also tap the pencil icon to update an item. Tap Team documents and fees status report... for a table with a row for each member and a column for each club document and fee item, showing Yes, No or n/a. Tap the round download button to download it as a spreadsheet (CSV) file.

Personal Calendar Feed

You can see your iCrew sessions in your own calendar app, such as Outlook, Google Calendar or the iPhone Calendar. To get your links, open the Calendar, tap Other options..., then Download calendar events.... You can also tap Other options... on your Attendance Plans page, then Download calendar events.... This opens the Personal Calendar Options page.

Under Calendar File URLs there are two links to your personal calendar. Tap a link to copy it.

• Outlook: from the Calendar view, look for an option to add a calendar from the internet and use the webcal link.
• Google Calendar: use the https link. In Google Calendar, go to Calendar Settings, select Add Calendar, then From URL. Paste the link into the URL of calendar field and tap Add Calendar. The page shows a picture of these steps. You can also tap Download to Google calendar under Other Options.
• iPhone or other iOS device: tap the iPhone link on the page to open your Calendar app and subscribe. If that doesn't work, use the page's link to log into iCrew using the Safari browser. You will come back to this page, where you can tap the round download button to load the events into your iPhone calendar.

You can also tap Add events to your calendar, or tap the round download button to download a calendar file. If you have trouble adding the link to Google Calendar, download the file, then in Google Calendar go to Settings, Import & export, and import the file.

Your personal calendar has your upcoming boat reservations (if your club allows reservations) and the sessions you plan to attend. For a coach, it also has the sessions of the teams you coach and the sessions you are assigned to on any team, as session coach, in a launch or as a coach in the line-up. Sessions you are assigned to coach start with Coach: . Each event has a reminder 30 minutes before it starts.

Under Club Options there are webcal and https links to a club-wide calendar. It has the sessions for your whole club and, if your club allows reservations, boat reservations.

These links work without logging in, so anyone who has your link can see your events. Don't share your personal link.

Regatta Sign-up Deadline and Locking

A regatta session has a Regatta sign-up deadline field on its Update Regatta Session page, in the regatta fields below Session is a regatta. This is the date iCrew uses to lock the regatta. Members see it as the Sign-up deadline on the regatta line-ups pages, and as "sign-up by" next to the regatta on their Attendance Plans page. Leave the field blank if you don't want a deadline.

The Club Regatta Update page has a separate Athlete sign-up deadline field (see Regatta Information and Club Regatta Update Pages). It is only shown to members, as Sign-up deadline on the Regatta Information page, and it does not lock anything. When the first session for a regatta is saved, iCrew copies that session's deadline into it. After that, iCrew does not keep the two dates the same, so if you change one, change the other too.

How iCrew locks a regatta:

• Every morning, iCrew fully locks each regatta session whose Regatta sign-up deadline has passed. Members can still sign up on the deadline date itself. The regatta is locked the next morning.
• This happens every morning. If a coach unlocks the regatta after the deadline, iCrew locks it again the next morning. To keep sign-ups open longer, change the Regatta sign-up deadline to a later date (or clear it), then unlock the regatta.
• iCrew also fully locks any regatta session that took place 2 to 365 days ago and is not locked, so members cannot change their attendance after the regatta.
• The team's Lock sessions n hours before start setting also applies to regattas, and it locks them fully (see Session Locking and Automatic Public Line-ups).

When a regatta is fully locked, members can neither opt in nor opt out. If they try, iCrew tells them the regatta is locked and asks them to contact their coach.

If you lock a regatta (fully, or to opt-ins) while its Regatta sign-up deadline is later than today, iCrew does not save the session. It shows the message This regatta session is locked, but members still have time to sign-up based on the Regatta sign-up deadline date. Unlock the regatta or change the sign-up deadline.

Conditions to participate: enter any conditions athletes must accept to take part in the regatta. Members see them under the heading Conditions to Participate, next to the regatta's attendance setting on their Attendance Plans page and on the session's line-ups page. They also see a note that by opting into the regatta they confirm they have read and accept the conditions. You cannot enter conditions when the session's default member attendance is Attending (see Change Team's Default Session Attendance Setting for Members).

A session cannot be changed into a regatta after its line-ups have been started. Clear all line-ups first. Your club can also ask iCrew to limit regatta creation to club administrators (contact iCrew). When this is on, only club administrators can turn on Session is a regatta. For other coaches the toggle is turned off and cannot be changed, and the Regatta name, Regatta ID and Regatta sign-up deadline fields are read-only.

For how members opt in to a regatta, see Toggle into a Regatta.

Regatta Event Info on Line-ups

On the line-ups page of a regatta session, each line-up has an EVENT INFO cell. To set it, a coach who can update the line-ups taps the cell, enters the regatta event number in the Event Number Input box, then taps OK. To remove the event number, clear the box and tap OK. If specific coaches are assigned to the regatta session, only those coaches can change it.

iCrew looks the number up in the regatta's event list from RegattaCentral or RowingManager, using the session's Regatta ID. If it finds the event, the cell shows the event name and its date and start time, plus a link. Before the regatta date the link is Entries. From the regatta date onward it is Results. If iCrew cannot find the number in the event list, the cell shows the number followed by ! (for example 12!), with no event name and no link. Check the number against the event list (Event list under Related links).

Re-order all line-ups by event info: this button is next to the group 1 line-ups heading. It puts this session's line-ups in order by event date and then event number. Line-ups with no event info, or with an event number iCrew could not find, are put at the end. The page then reloads. Coaches who can update the line-ups see this button. It is not shown for dragon boat teams.

Export Line-ups: this link is in the Line-up links row near the top of the line-ups page. It opens the Regatta Line-ups Export page. This is a table of the line-ups from all your club's sessions with this Regatta ID, one column per line-up, in event number order. Tap the download icon (Tap to download this data) for a CSV file. The export depends on the EVENT INFO cell, so enter an event number for every race line-up. If some are missing, the page tells you how many line-ups are missing event info. Only coaches and club administrators can open this page.

On the members' regatta line-ups page (Member's view in the Line-up links row), when no single team is chosen, iCrew lists the line-ups for all teams by day and then by event number. When you pick one team, its line-ups are shown in session order.

Hide rowers in a line-up: on the line-ups page of a regatta session, this switch below Add rower... hides the tiles of rowers who are already placed in a boat. That leaves only the rowers still to be placed. After you move more rowers, tap the refresh icon next to the switch to hide them too. Turn the switch off to show everyone again. Your club may use another word than "rower" in these labels.

Regatta Information and Club Regatta Update Pages

Each regatta has one set of club details: dates, trailer times, drivers and notes. iCrew creates it when the first regatta session with a given Regatta ID is saved. Every session in your club with the same Regatta ID uses it, whichever team the session is for. So when several teams go to the same regatta, you only enter these details once.

Members see the details on the Regatta Information page. They can open it with the Regatta information link next to the regatta on their Attendance Plans page, or from Other options... on the regatta line-ups page. The trailer away time also shows as a tile on the reservation calendar that opens this page.

Coaches and club administrators edit the details on the Club Regatta Update page. To open it, use any of these:

• Regatta info page... under Session options... on the regatta session's update page.
• The Regatta info page link under Related links on the regatta session's line-ups page.
• Other options..., then Update this info..., on the Regatta Information page.

If someone who is not a coach or administrator opens the Club Regatta Update page, iCrew shows them a link to the Regatta Information page instead.

Fields on the Club Regatta Update page:

• Start date, End date and Name of the regatta (required). The Regatta ID is shown but cannot be changed here.
• WhatsApp Group URL - see WhatsApp Groups.
• Athlete sign-up deadline - shown to members on the Regatta Information page. It does not lock the regatta (see Regatta Sign-up Deadline and Locking).
• Trailer loading date, Trailer loading time and Trailer loading notes.
• Trailer loading diagram URL - a link to a diagram of how to load the trailer. You can upload a file with the upload button next to it, and open it with the view button.
• Trailer unloading date, Trailer unloading time and Trailer unloading notes. The unloading date and time must be after the loading date and time.
• Person driving to the regatta and Person driving back from the regatta.
• General notes, Arrival notes, Task sign-up notes, Volunteer notes and Venue and parking notes.
• Food available at venue.

Tap Save to save your changes. Below the form, Attending Athletes shows the athletes attending the regatta.

When you change a trailer loading or unloading date or time, iCrew updates boat availability shortly afterwards. The boats and oars in the regatta line-ups are unavailable from the trailer loading time until the unloading time (see Boat Unavailable).

Message All Attendees: this box at the top of the Club Regatta Update page sends a message to the attending athletes. Choose the To line, Cc line or Bcc line, then tap Compose and send message... to open the Send Message page.

The Regatta Information page shows the regatta name and the WhatsApp link (Join Regatta WhatsApp Group). It also has tiles that open the regatta's overview, events and entries on RegattaCentral or RowingManager. Below these are the dates and the sign-up deadline, the notes (except the task sign-up notes), the food and driver details, the Trailer Loading Info and Trailer Unloading Info, the boats and oars going to the regatta, and the athletes. Any signed-in member can view it. Tap Done to go back.

Coaches and administrators can also open the Regatta dashboard... and View line-ups... from Other options... on either page. For clubs on the Premium subscription level, Other options... on the Club Regatta Update page also has Regatta tasks... for setting up volunteer tasks for the regatta (see Set Up Regatta and Event Tasks). Once tasks exist, it also has View all sign-ups... and Task sign-ups.... Members find Task sign-ups... under Other options... on the Regatta Information page and the regatta line-ups page. If your club uses chats, there is also an option to view or create the regatta's chat channel.

Trailer Manifest and Travel Manifest

The Trailer Manifest & Checklist page is a loading checklist for a regatta. It is shared by all your club's sessions with the same Regatta ID, so every team going to the regatta uses the same list. To open it, use Trailer manifest... under Session options... on the regatta session's update page, the Trailer manifest link under Related links on the line-ups page, or Trailer manifest... under Other options... on the regatta line-ups page.

The top of the page shows the regatta name, date and time, the trailer load and unload times, the sign-up deadline, related links, the trailer loading notes and a link to the loading diagram (see Regatta Information and Club Regatta Update Pages).

The list has these sections:

• Boats, Riggers and Oars - taken from the regatta line-ups. Riggers are listed for each boat based on the oars in its line-up. If a boat has no oars in its line-up, a note says its riggers are not listed.
• Equipment - equipment you add, plus any equipment with Always include in regatta trailer manifest turned on in its equipment profile.
• Other Items - anything else you add by name.

To add to the list, tap the arrows next to Add Item to List. Choose an Equipment type and an Item, then tap Add equipment. Or type a name in Other item and tap Add item. Items you add can be removed with Delete.

For each item, tick Loaded when it is on the trailer. iCrew saves this right away and shows the name of the person who ticked it. Tap the arrows on an item to see its details: Location on trailer, Notes and, except for boats, Quantity. Tap Save to save them. Show all details... and Hide all details... open or close every item.

Below the list, Coxswain Info shows how many coxswains are attending and their names, with a reminder to bring enough cox boxes, batteries and headsets. The equipment usage section shows which team is using each boat and set of oars.

Tap the download icon (Extract/download manifest) for a CSV file with the columns Loaded, ItemType, Item, Qty, Note and Location. After you make changes, tap Refresh page to update extract file before you download.

Any signed-in member can view the trailer manifest, but only coaches and club administrators can add, delete or change items.

The Regatta Travel Manifest lists the people going to a regatta. It shows athletes attending any of your club's sessions for the regatta and the coaches of those teams. To open it, use Travel manifest... under Session options... on the regatta session's update page, or the Travel manifest link under Related links on the line-ups page. Turn on Include only athletes assigned to a race line-up to leave out athletes who are not in a boat. For one team, tap Travel Manifest on the team's home page. That lists all the team's members and coaches.

The columns are Role, Name, Gender, Birthdate, EmergencyContactName, EmergencyContactPhone, EmergencyContactRelationship, EmergencyContactEmail and AllergiesSpecialNeeds. Your club may have extra columns. Club administrators also see the Email and Missing Documents columns, and only they can download the list (Extract/download manifest). Only coaches and club administrators can open the travel manifest.

Regatta Registration Report

The Regatta Registration Report gathers what you need to register your crews for a regatta. It covers the line-ups from all your club's sessions with the same Regatta ID. To open it, use Regatta registration report... under Session options... on the regatta session's update page, or the Regatta registration report link under Related links on the line-ups page. Members can open it from Other options... on the regatta line-ups page once the line-ups are public.

The report shows:

• Each line-up with its event number, event name and event time (from the EVENT INFO cell, see Regatta Event Info on Line-ups), a link to the event's entries, and the boat, oars, seats and coxswain. Line-ups with event info are listed in event order.
• For each rower, their name, their age in the year of the regatta (based on birth year) and their USRowing number. Coaches and administrators see each rower's email address as a link, with their phone number. Other members see these only for rowers who share their email address.
• The average age of each boat's rowers (coxswains are not counted) with its masters age category.
• A missing USRowing number, or a member with a USRowing document issue, is highlighted in yellow with **.
• The Novice Eligible list (see Novice Eligible List).
• USRowing Document Issues - shown when your club has its USRowing membership document set up (see USRowing Membership, Waiver & SafeSport Status). It has separate tables for membership, waiver and SafeSport. Each table lists attending members whose document is Missing, Expired or Expiring soon (within 30 days), with their email address and expiry date. When you open the report from a session, these tables only include members of that session's teams.

The novice and USRowing sections are not shown for dragon boat teams.

While the line-ups are private, only club administrators, the team's coaches and, if your club lets captains update line-ups, the team's captains can open the report. Once the line-ups are public, any member of your club can open it (see Private Lineups).

Athlete combinations... (button next to the group 1 line-ups heading, or the Athlete combinations link under Related links on the line-ups page) opens the Regatta Race Combinations page. Tap the rowers to include, enter the Seat count, Minimum age and Maximum age, then tap Get combinations. iCrew lists every crew of that size from the selected rowers whose average age is between the two ages, with the age category, and offers a CSV download. This button is not shown for dragon boat teams.

For clubs on the Premium subscription level, the regatta line-ups page has an Average age calculator... button (see Average Age Calculator).

Regatta Dashboard

The Regatta Dashboard is a page of tiles that link to the pages you need for one regatta session. Coaches and club administrators can open it. Other members see a "no permission" message.

To open it, use any of these:

• The Regatta dashboard... button at the top of the regatta session's line-ups page.
• Regatta dashboard... under Session options... on the regatta session's update page (see Session Page Settings for Coaches).
• Regatta dashboard... under Other options... on the regatta line-ups page, the Regatta Information page or the Club Regatta Update page (see Regatta Information and Club Regatta Update Pages).
• Regatta dashboard... under Other options... on the regatta's fee item or its Payment Tracking Report, or the Regatta Dashboard tile on the fee item's dashboard.
• The Session Dashboard tile on the Manage Sessions page, when the session you pick is a regatta.

When a coach or club administrator taps a link to a regatta session in a session list, iCrew usually opens the Regatta Dashboard rather than the line-ups.

The top of the page shows the regatta session's name and date (or dates, for a regatta of more than one day) and the teams in the session. Below that are the tiles:

• iCrew's standard regatta tiles, such as links to the session's pages. If a tile opens the line-ups and the line-ups are private, it shows a small red icon (Line-ups are private).
• View Chats, or Create Chat Channel if the regatta has no chat channel yet. Shown when your club uses chats.
• Regatta Fee Item - opens the regatta's fee item, when there is one (see Regatta Payments).
• Tiles for your club's regatta system (RegattaCentral or RowingManager). Links to another website open in a new tab.

Related Regatta Sessions lists the other sessions in your club with the same Regatta ID, for every team, by team name. Tap one to open its Regatta Dashboard. On the line-ups page, the Line-up links row also has a link to the dashboard of each of your team's other sessions for the same regatta.

Set Up Regatta and Event Tasks

A regatta or event can have tasks for members to help with, such as driving, loading the trailer or running a food tent. Members sign up for them (see Sign Up for Event and Regatta Tasks). This is a Premium feature.

Regatta tasks belong to the club regatta, so they are shared by all your club's sessions with the same Regatta ID. To open the Event Tasks page for a regatta, open the Club Regatta Update page (see Regatta Information and Club Regatta Update Pages) and tap Regatta tasks... under Other options.... For an event, use Event tasks... under Other options... on the Update Event page.

Adding tasks. If there are no tasks yet, the page has a Create new task... button and a Copy tasks... button. Once there are tasks, Create new task... is under Other options.... On the Create Event Task page, fill in:

• Task description (required).
• Task group - optional. Members can filter the tasks by group.
• Number of people needed (required).
• Date, Start time and End time (all required). The date starts as the regatta's start date. The end time must be later than the start time.
• More Information - optional details for the people who sign up.
• Eligible for volunteer hours - shown when your club uses volunteer hours (see Volunteer Hours).

Tap Save. iCrew takes you back to the task list.

Copying tasks. Copy tasks... lists your club's other regattas (or, for an event, other events) that have tasks, with the number of tasks in each. Choose one and tap Copy tasks, then confirm. iCrew copies every task, with its times, group, details and number of people. Each copied task gets the start date of the regatta you are copying to, so check the dates if the regatta runs over more than one day. Sign-ups are not copied.

The task list. Each task shows its description, the number of people needed in brackets, and its date and start time. The number in the circle is the number of open spots. Tap a task to see its Time, Filled (for example 2 of 4), Task group, More Information and who has Signed Up, with any note they left.

For a regatta, only club administrators see Update task... and Delete task... under each task. For an event, the person who created the event can also use them. Deleting a task also removes its sign-ups. iCrew asks you to confirm first. Other coaches see the page titled View Task Sign-ups.

Seeing who signed up. View all sign-ups... (under Other options... on the Club Regatta Update page) opens the same list with every task open. Club administrators also see each person's email address, a list of the email addresses of everyone signed up with an option to send them a message, and a download icon (Tap to download this data) for a CSV file of the tasks and sign-ups.

Sharing the tasks. Below the list, Sign-up Links has two links. Tap a link to copy it. The club member link is for members who sign in to iCrew. The guest link is for people who don't sign in, such as parents or friends of the club. Under Other options..., Task sign-ups... opens the sign-up page your members see, and Calendar view... shows the tasks on a calendar.

Use the Task sign-up notes field on the Club Regatta Update page for notes about the regatta's tasks.

Import Regatta Fees

After a regatta, you can set each athlete's amount due on the regatta's fee item in one step. You can paste the amounts from a simple spreadsheet or from a RegattaCentral Expense Worksheet. Only club administrators can use this page. For how regatta fee items are made, see Regatta Payments.

To open the Regatta Fees Import page, use any of these:

• Import regatta fees... under Other options... on the regatta's fee item (Update Fee Item page).
• Import regatta fees... under Other options... on the fee item's Payment Tracking Report.
• The Import Regatta Fees tile on the fee item's dashboard.

The page has step-by-step instructions for both kinds of spreadsheet. In short:

1. For a simple spreadsheet, tap the download button in step 1. The file lists the members attending the regatta, with the columns Athlete, USRA# and Total (set to 0), and an empty Note column. Fill in the Total for each member. You can add a row for a member who is missing (USRA# is not required).
2. For RegattaCentral, download the Expense Worksheet for the regatta from RegattaCentral and adjust the amounts as the page describes.
3. Select the rows, including the column headings, and copy them.
4. Paste them where it says Paste fee data here and tap Import.

The first row must have the column names. iCrew needs an Athlete column and a Total column, plus a USRA# column (simple spreadsheet) or a Trailer column (RegattaCentral). A Note column is optional. Other columns are ignored. Write each name as "Last, First".

For each row, iCrew looks for the member by USRowing number first, then by first and last name. Under Fee Import Results it shows each amount it set, and a NOTE for each name it could not match to a single member, or whose amount is not a number. Fix those rows and import them again, or update those members by hand.

• If the member has no payment record for the fee yet, iCrew creates one.
• If the member gets financial aid and the fee item allows it, iCrew applies it to the amount.
• A Total of 0 marks the member's fee as paid, with today's date.
• A note is added, in square brackets, to the note for the bookkeeper on the member's payment record.

A second payment. To charge for a regatta in two parts, tap Clone fee item... under Other options... on the regatta's fee item. The copy is named after the fee item with "2nd payment" added, and it stays linked to the same regatta session.

Average Age Calculator

The Average Age Calculator helps you see whether a crew fits a masters age category. This is a Premium feature. Open it with the Average age calculator... button below the line-ups on the regatta line-ups page (Member's view in the Line-up links row, see Regatta Line-ups (Member View)). Members can use it too.

• When you open it from a regatta, the page lists athletes from that regatta session. If there are none, it lists all active club members.
• Tick Include all adult club members to list everyone instead. Untick it to go back to the session's athletes.
• Athletes are grouped under Men, Women and Non-specific gender. Each tile shows the athlete's name and age category. A coloured edge shows a side preference: red on the right for port, green on the left for starboard.
• Tap the tiles of the athletes you want. Once you pick two or more, a pop-up shows Avg age: with the age category. The average is rounded down to a whole year. Tap a tile again to take it out.
• Tap Unselect all to start again. The MASTERS AGE GROUPS list at the bottom shows the age range of each category.

To find every possible crew in an age band, use Athlete combinations... on the regatta session's line-ups page instead (see Regatta Registration Report).

Add a Rower to a Session

You can add a rower to a session from the Check In page or the Line-ups page. On the Check In page, tap Add a member.... On the Line-ups page, tap the add button above the rower list. It uses your club's word for a rower, for example Add rower.... Pick the person from the list and tap OK. A coach can add a member even when the session is locked or full. iCrew tells you if the member is blocked.

Remove a Rower from a Session

If you're an Admin or Coach, you can mark a rower as not attending by tapping their tile on the Check In page until the text turns red. On a future session, one tap switches gray (attending) to red. On today's or a past session, tiles go from gray to blue (checked in) to red. On the Line-ups page, tap the rower's tile twice to change it the same way. To take a member out of the session completely, tap Remove a member... on the Check In page and pick the member. For more, see Session Check In for Coaches.

If you're a rower you can remove yourself from a session by toggling out of the session on your Attendance Plans page.

Add a Guest Rower to a Session

If you have a visitor to your boathouse that does not have an iCrew account in your club, you can add a tile for them on the Line-ups page for the session. In the rower list, below the regular athletes' tiles, there are guest tiles with just an asterisk (*). Tap a guest tile twice, enter the person's name and tap OK. If the name matches a club member's tile name, iCrew adds that member to the session instead. A new session has 11 guest tiles. To change how many a session has (from 11 to 40), set Number of guest rower tiles on the session page and tap Save. Lowering the number removes only unused guest tiles that have no name.

Tile Tag

You can set a member's tile tag to one of these values:  ! @ # $ % - = : ; [ ] blank

The value you set will appear before the athlete's name on their tile on the session line-ups page. Each character will also cause the tile to be colored. You can use this tag to represent anything you want. For example, # could designate a novice rower and $ could indicate the athlete is overdue on fees.

An administrator can set the meanings of the tags on the Club Profile.

Block a Member

If a member should not be allowed to attend any sessions or reserve a boat for any reason (fees past due, missing documents, etc.) you can block them by turning on the (first name) is blocked toggle on their profile.

This action will prevent the member from opting into any future sessions. In addition, the member will be automatically opted out of practice sessions after tomorrow. Sessions today and tomorrow, and regattas, are not changed.

Once you unblock a member, they will be allowed to opt into sessions (and reserve a boat if your club allows boat reservations) again.

Archive a Member

If you're a member that is no longer active, you can archive your own account with the Delete your account... (or Leave this club...) button on your Profile (see Leaving the Club / Archived Accounts), or ask a coach or club administrator to archive it. If you are not active in any other club, some clubs unarchive your account automatically the next time you log on. Otherwise you will see a message that your account is archived, with whom to contact.

If you're an Admin, you can set a member's status to "archived" on their member profile. Turn on the (first name) is archived toggle, then tap the Save button at the bottom of the page.

You can also archive a member from the Club Roster using these steps:

1. Go to your Club Roster
2. Find the member you wish to archive, then tap the Archive button to the right of their name in the Archive column. In the pop-up, tap Archive to archive the member, or Remove to fully remove them from your club. Either way, the member is taken off all teams, and both actions can be reversed.
3. To unarchive a member, check the Include archived members checkbox near the top of the page, find the member and tap their Archive button.

Auto-archive Team Members

You can have iCrew automatically archive members of a team on a specified date. This can be useful when you offer a trial membership or Learn-to-Row program where members that don't continue rowing should be archived.

On the Team profile under More Settings, set the Archive members on date. On that date, iCrew will archive team members if they are not on any other teams, or their other teams all have an Archive members on date in the past. Members who owe the club money are not archived. A parent of an archived member is also archived if the parent is not on any other current team and has no future sessions.

Clone (Copy) an Item

Cloning starts a new item with the settings of one you already have. You change what you need, then save it. The item you cloned from does not change.

The Clone box. On the Manage Teams, Manage Documents, Manage Fees & Payments and Manage Equipment and Amenities pages, the tile for a new item has a Clone box under it. Select the item in the list, tick Clone, then tap New Team, New Document, New Fee Item or New Item. If no item is selected, iCrew asks you to select one. Leave the box unticked to start from a blank item. If your club uses the new look, the box is a Clone pill on the card.

What the copy gets:

• Team - all the team profile settings and the team's coaches. Members are not copied. The name ends in "(cloned)". Only club administrators can create or clone a team. You can also tap Other options... and Clone team... on the team profile.
• Document - the document settings and the same teams ticked. The name stays the same, so give the copy a new name before you save it.
• Fee item - the fee settings and the same teams ticked. The name ends in "(cloned)". Links to related or follow-on fees are not copied, and neither is a pasted payment button. You can also tap Other options... and Clone fee item... on the fee item.
• Equipment item - the item's details. Give the copy its own name before you save it.

Other clone buttons.

• Clone this profile... - under the name on a saved registration profile (see Registration Profiles). The name ends in "(cloned)".
• Clone this session... - under Other options... on a regatta session. Opens a copy of the regatta to save as a new session.
• Clone this form... (or survey, election or quiz) - under Other options... on the form's page, for club administrators. iCrew makes the copy at once, with its questions and choices, and adds a 4-digit number to the name. The copy then opens so you can rename it.

Archive a Team

If you have a team that is no longer used, you can mark the team as "archived". This can be done by turning on the Team is archived toggle on the Team Profile page. The team's members are not archived.

You can un-archive a team by turning the same toggle off. To find an archived team, tap Teams on the Portal and select Archived. Tap the team to open its home page, then open the team's profile.

Set Banner Text for Team or Club Members

Banner text is another way to get a message conveyed to members. Banner text is displayed with a yellow background on the member's home page in iCrew (see example below). To set banner text for a team or for entire club, enter the text in the Team member banner text field on a team profile or the Club member banner text field on the club profile.

If you set the text on a team profile, only members of the team will see the text. If you set the text on the club profile, all members will see the text. If you need to alert multiple teams, enter the text on one team profile, then copy/paste the same text onto other team profiles. If a member is part of multiple teams, they will see just a single alert when they access iCrew.

The text will be shown to members as long as it exists on the team or club profile. Coaches see a team's banner text only if they are on the team's roster.

Shell Seat Configuration

This field represents the current seat rigging configuration - port (stroke)/starboard (bow) - going from stern to bow. So for a port stroked eight, the value would be pspspsps. A starboard stroked config would be spspspsp.

Another example of a port stroked eight with a port bucket at seats 5 and 6 and a starboard bucket at 3 and 4 would be psppssps. This setting is used on the Line-ups page to color-code each seat in a boat to help match rowers with side preferences to the correct seat.

PaySimple Integration

For clubs based in the U.S. iCrew can be integrated with PaySimple to offer a seamless experience to collect payments from your club members.

See this page for more information: iCrew / PaySimple Integration

Some clubs can also collect fee payments with Stripe Buy Buttons. Contact iCrew to ask about this.

PayPal Integration

iCrew can be integrated with PayPal to collect fee payments from your club members through the use of PayPal Buttons. This requires that your club create a standard PayPal Business account

Click here for one-time instructions on setting up Instant Payment Notifications on your club's PayPal Business account.

Click here for instructions on creating a PayPal Button.

This tutorial video will guide you through the creation of an iCrew Fee item and a PayPal Button.

Add or Remove Club Administrator

To add or remove an administrator, you must already be a primary club administrator. Go to your Club Profile, and under Basic Information, tap the Change administrators... button.

Add or Remove a Team Coach or Captain

To add or remove a team coach or captain, you must be a club administrator or you must already be a coach for the team. Go to the Team Profile page and tap on the Update team coaches/captains... button. Under Add new, select Coach or Captain, select the person from the list, then tap Add member as coach/captain. To change someone's role, select them and tap Change role.

Remove a Coach or Captain from a Team

To remove a coach or captain from a team, you must be a club administrator or you must already be a coach for the team. Go to the Team Profile page and tap on the Update team coaches/captains... button. Select the person, then tap Remove as coach/captain.

Team Coaches and Session Coaches

iCrew has two kinds of coach, and they are meant to be used together.

Team coaches look after a team over the season. Being a team coach gives a person access to that team's sessions, line-ups, attendance and messages. Set team coaches once, on the Team Profile page (see Add or Remove a Team Coach or Captain).

Session coaches are the coaches actually coaching a particular session. To assign them, tap Assign Coaches on the team's home page or on a session (see Assign Coaches to Sessions). You can choose any team coach in the club or a member of the coaches group, not only the team's own coaches. Substitutes are added through substitute coach requests. Session coach assignments are used for:

• each coach's list of the sessions they are coaching
• coach assignments by date, and who is expected at the boathouse
• coach's hours, when your club includes session coach assignments (see Coach's Hours)
• substitute coach requests
• warnings when a coach is away or not available, for clubs that use Coach Availability

Assigning someone to a session lets them open that session's page and line-ups. On a regatta session with assigned coaches, only those coaches can change the line-ups. Other permissions come from being a team coach or a club administrator.

A good approach is to make your regular coaches team coaches, then use session coach assignments to show who is coaching each session, especially when it changes from week to week or a substitute steps in.

Working with iCrew Data Extracts in Excel

Watch this short video to learn how to work with iCrew data extracts in Excel.

Coach's Hours

If your club uses the Coach's Hours feature, a coach can log their hours worked in a journal entry about themselves. From your Home page, open More Items... and tap Work Hours. Or tap Journal, then Other options... and New journal entry.... Enter your hours in the Regular hours worked field and describe the work in the Journal notes field, then tap Save.

If your club collects hours only and doesn't use other journal entries, the Other options... menu on your Journal page has New work hours entry... and Work hours history... instead. In that case the page is titled Volunteer/Work Hours and the notes field is labeled Notes.

If your club has turned on Include session coach and launch assignments on the Coach's Hours page, hours from sessions and launches a coach is assigned to are also included.

An administrator can view all coach's hours by going to Portal/Reports, then tap Coach's Hours.

Change Labels for Member Custom Fields

On your club's member profile, you can specify up to ten custom fields to collect miscellaneous data for each member. The custom field labels can be set on your club profile.

To specify a list of valid values for a field, enter the field label followed by the list of values wrapped in parentheses with a comma separating each value.

For example, you can have a custom field for Preferred pronouns. The label would be:
Preferred pronouns (he/his,she/her,they/them)

Another example, you can have a custom field for Race/ethnicity. The label would be:
Race/ethnicity (Native American or Alaska Native,Asian,Black or African American,Hispanic or Latino,Native Hawaiian or Other Pacific Islander,White)

If a custom field represents a date, enter (date) after the field label.

You also have the option to make the custom field value non-editable/read-only for anyone that is not a coach or an admin. Just add -ro at the end of the label, then only coaches and admins will be able to change the value. If you want only admins to update the value, add -RO.

If the value of the field is private and should be hidden on the club roster, precede the label with **.

Related Links

You can add a link to any other web site that is related in any way to your club. On the Portal, tap Related Links. This will show a list of all existing related links for you club. You can add a new link too. All links will show on your club home page.

You can also add related links for any team in your club. Open the team's home page and tap Related Links.

Add to List of Voluntary Activity Types

Members can log journal entries to capture volunteer hours for certain activities. The list of activities can be set on your Club Profile Look for the item labeled Volunteer/work activity types under Other Settings. Separate each type with a comma.

Custom Color Theme

You can request a change to the look-n-feel of iCrew to use colors based on your club's logo. This change also includes the removal of the iCrew logo from the heading area so that only your club logo is shown.

NOTE: There is a one-time setup fee of $59.00 USD to implement this change for your club. Contact iCrew to request this change or to hide this option. NOTE: The colors can be changed if you don't like the example shown.

Each member can also choose their own color scheme for iCrew on the Color schemes page, which is in the main menu.

Incident Reporting

If your club is on the Premium subscription level and Incidents Reporting is turned on for your club, any club member can submit an Incident Report from your Club Home page.

On your club profile, an administrator can specify up to three additional questions that will be asked on an incident report. An admin can also specify a list of email addresses to notify when a new incident report is submitted.

Access and update permissions for incident reports are as follows:

• Any administrator can view all incident reports and fully edit them until an incident is closed
• Anyone on the notify list can view all incident reports and may update the status of an incident
• Any regular member can view an incident they filed
• Any regular member can update an incident they filed only while the status is set to New
• Any member named in an incident report can view it, but not change it

Here is a brief video.

Reservation Settings

Maximum Minutes

You can specify the maximum number of minutes for a reservation. This setting can be changed on your club profile.

Maximum Days Ahead

You can specify the maximum number of days ahead of time that a reservation can be made. This setting can be changed on your club profile.

Maximum Per Member

You can specify the maximum number of reservations a member is allowed over a number of days.

EXAMPLE: In the settings shown below, a member is limited to 5 reservations over an 8 day period. If a club member is making a reservation for Aug 11th, iCrew will look at two 8-day periods - the first from Aug 4th through Aug 11th and the second from Aug 8th through Aug 15th. If the member already has 5 reservations on the calendar during either of these two timeframes, the new reservation will not be allowed. By looking at both timeframes, iCrew is able to prevent crafty members from spoofing the system.

These settings can be changed on your club profile. Leave these settings blank if you do not want to implement a reservation limit for club members.

Minutes Between Usage

You can specify the number of minutes that will be added as a buffer between reservations for a given piece of equipment. This setting can be changed on your club profile.

No Limits on Privately Owned Boats

Check this box if privately owned boats are not held to the max time, max days ahead, max per member and minutes between usage limits. Reservations of privately owned boats are then also not counted toward a member's reservation limit. This setting can be changed on your club profile.

Allow members to take an open seat

Check this box if a club member can add themselves to existing reservation of a multi-seat boat. This allows one member to reserve a double or quad, then other members can take an open seat in the boat. Tiles on the reservation calendar will indicate if an open seat exists. On the Make Reservation page, a member can tap Other options..., then Find open seat... to open the Available Seats page (Premium).

Oars Optional

Check this box if a reservation can be made without specifying oars. This setting can be changed on your club profile.

Maximum Members Present

Set the number of rowers that should be allowed on the dock at the same time. iCrew adds up the seats of reserved boats that start or end at the same time as a new reservation. By default, this number only applies to independent rowing and reservations. Contact iCrew if you would like session attendees to be included in the count. Leave blank if there is no limit. This setting can be changed on your club profile.

Enable On-the-Water Log

Check this box to enable the On-the-Water (OtW) log to help track when members are out rowing. The OtW log can be accessed from the Today page. This setting can be changed on your club profile.

Require Distance Rowed

Check this box to enable members to enter the distance they rowed during reservation. Select the distance unit of measure from the list. The distance can be entered on the On-the-Water Log so you must also have the OtW Log enabled.

Grab-n-go Reservation

If a club member makes a reservation for the current day that starts within 30* minutes of the current time, iCrew tags this as a grab-n-go reservation. For example, a club member checks iCrew and finds a boat that is available right now, so they reserve it, head to the boathouse, and go for a row.

A grab-n-go reservation is never checked against the member's recent reservation activity, therefore, will never be blocked for a member exceeding the reservation limit set by the club. In addition, a grab-n-go reservation is not included when counting a member's recent reservations so it will not be the cause of blocking a new future reservation. This feature allows full utilization of your fleet by letting members row a boat that would have otherwise gone unused.

* Contact iCrew if you want to use a value other than thirty minutes or if you want to turn off this functionality.

Canceling a Reservation

Members can cancel a future reservation at any time. On the day of the reservation, they can cancel until a set number of minutes after the start time (30 minutes unless your club has asked iCrew for a different value). iCrew can instead end this a set number of minutes before the start time, or remove the limit. Club administrators can always cancel a reservation. A club administrator can contact iCrew to change this for your club.

Change Who Gets Notified When Damage Report is Logged

Any member of your club can submit a damage report when they notice damage to equipment. You can specify the email addresses that get sent a message whenever a new damage report is logged. The email addresses can be specified on your club profile.

Impersonate a Member

A primary club administrator can impersonate a member to help troubleshoot issues the member may be having in iCrew. From the Club Roster, access the member's profile, tap the Member options... button, then tap Impersonate member....

Once you impersonate a member, you will be in iCrew as if you're the member so be cautious about any updates you make. Once you're done impersonating, tap stop impersonating at the top of the screen. If that fails, log off and back on using your normal credentials.

Specify a Member as Coxswain

If a member only serves primarily as a coxswain, you can update their profile to indicate that they are only a coxswain. Look for the Primary role is coxswain toggle at the bottom of the Rower Settings section of the member's profile.

A member can also be a coxswain on one team and a rower on another. See Exempt from Coxing and Team Coxswain Assignments.

Set a athlete's Skill Level and Boat Size Permissions

If your club allows members to reserve boats and oars for independent rowing, you can match rowers to appropriate boats by setting a athlete's skill level on their profile. For example, if you have a skinny racing single in your fleet, you can specify that the boat requires a rower with an advanced skill level. And you specify each athlete's skill level on their profile. A athlete's skill level must be equal to or better than the boat's setting or the shell will be not be offered to the rower when they go to make a reservation.

To quickly change settings for members for a particular team, tap Rowing Profiles under People on the team's home page (see Rowing Profiles).

A new member gets the Default member skill level set under Reservation Settings on your Club Profile, unless a member import gives them a level.

Athlete Tile Decorations

A athlete's tile on the line-ups page can be decorated in a number of ways.

• Their skill level (Unrated 0/LTR 1/novice 2/intermediate 3/advanced 4/high performance 5, or your club's own level names) is reflected by a number in a circle.
• The tile may be colorized based on the tile tag value on their profile.
• Red text indicates they do not plan to attend this session.
• Gray text indicates they plan to attend this session.
• Blue text and a checkmark indicates they have checked into the session. The Session Check-in page can be used on the day of the session for members to indicate they are actually present at the session.
• A bright red bar on the right indicates they only row on the port/stroke side.
• A faded red bar on the right indicates they prefer to row on the port/stroke side.
• A bright green bar on the left indicates they only row on the starboard/bow side.
• A faded green bar on the left indicates they prefer to row on the starboard/bow side.
•  \ /  indicates they prefer to scull.
•  /  indicates they prefer to sweep.
•  b  indicates they are bow-certified.
•  ~  indicates they are flip-test certified.
•  c  indicates they are a coxswain for this team (s on dragon boat teams).
•  ^  indicates they have an active rowing punch card.

Boat/Shell Tile Decorations

1. Boat has major damage.

2. Boat has minor damage.

3. Boat is currently unavailable.

4. Boat is a competitive/racing shell.

Set a athlete's Sweep Rowing Side Preference

Members can set their side preference for sweep rowing. They can specify their preference for port/stroke side, starboard/bow side, or if they don't have a preference they can specify select "either". This setting causes the member's tile to be color code with a red bar on the right to indicate port/stroke side preference and a green bar on the left to indicate starboard/bow preference.

Change Opt In/Out Alert Hours

iCrew will notify team coaches if an athlete opts in or out of a session and the session starts within a specified number of hours. The number of hours can be set on the team profile. Look for the item labeled Opt in/out hours buffer for notification under Communications Settings.

NOTE: If you set this value to zero, alerts will never be sent to coaches.

Each coach can turn these alerts off on their own profile. See Coach Alerts for Session Notes and Attendance Changes.

Test Results

To enter erg test results, you first need to create the test. After the test is created, results can be entered.

To create a test, tap Erg Test List under Sessions and attendance on the team home page, or Erg Tests on the Portal, then tap the Add icon near the top of the page. To enter results, see Entering Erg Test Results for Your Team.

You can create a test for time or distance. When entering results, iCrew will automatically calculate associated values for you such as 500m pace and weight and age adjusted results.

Allow Members to Enter Test Results

If you want to allow team members to enter their own test results, you can turn on Allow members to enter erg test results on the team profile. Each test has a Results entry start date and Results entry end date. Between those dates, members who have not entered a result see the test on their Erg Test Results page (tap Erg Tests on their Home page) marked not entered, with an Enter results by date. They tap the edit icon to enter their results.

Change Team's Default Session Attendance Setting for Members

For each team you can specify whether the member's session default attendance setting is attending or not attending. This setting is used when creating sessions for the team. You can change this setting on the team profile. Look for Default session attendance setting under Basic Information near the top of the team profile page.

Priority Equipment

The Priority Equipment feature allows you to associate boats and oars to a team/squad. When you create sessions for the team, the equipment is automatically placed to a line-up in each session. If your club allows reservations, this will prevent members from reserving the equipment during the time of the session. If you add equipment to the list, be sure update existing sessions to get the new boats allocated to a line-up.

This feature can also be used in the case where you have boats that are owned by a team that rows out of your boathouse. If no other teams are allowed to use the boat, a club administrator should follow these instructions:

• Update the team's Priority Equipment (on the team's home page) to tag each boat the team owns.
• Update the boat profile to mark it Privately owned (you do not need to specify the owner).

This will remove the boat from future sessions for teams that do not have the boat in their Priority Equipment list. If the boat is also marked as reservable, or the session is a regatta, the boat is still offered.

Use Your Own Email App to Send a Message

If you've encountered issues with members not receiving messages you've sent from iCrew, you'll want to try a new option on the Send Message page. Look for the Compose & send from your email app button next to the Subject field.

This new option will use the email app installed on your device to compose and send the message. You still get the convenience of selecting recipients from your iCrew team/squad rosters. Those recipients are simply passed from iCrew to the email app on your mobile device or desktop computer.

This options as a few advantages:

• You can attach files to the message
• You are less likely to have emails flagged as junk/spam when sent from your personal account
• You will have a history of the email in your Sent Items folder

NOTE: You may encounter a limitation on the number of recipients you can specify in a single email. If you tap the new Compose & send from your email app button and nothing happens, try reducing the number of recipients and tap the button again.

Chat Channels

Chats are an online message board where members can post information and respond to posts. Chats are a Premium feature in iCrew.

To manage the different chat channels for your club, tap Chats on the Portal.

Session Calendar

You can use the Calendar to view all of the scheduled sessions for your club. This includes regattas which are displayed using red colored tiles. If you tap on any tile in the calendar that session's page will be displayed. You must be a club administrator or team coach to create sessions.

Under Calendar session filters, tick Your sessions only to see only the sessions you (or your family members) plan to attend. For a coach, this also shows the sessions of the teams you coach and the sessions you are assigned to on any team, as session coach, in a launch or as a coach in the line-up. The sessions you are assigned to coach have a gold outline, and a key above the calendar says Outlined: sessions you're assigned to coach.

Coaches and club administrators have these items under Other options...: Manage sessions..., Session list..., Scheduled messages..., Create session(s) or regatta... and View launch assignments.... Everyone has Download calendar events... (see Personal Calendar Feed) and View rowing history....

Using a Punchcard

A punch card is a virtual card that a member purchases for some number of sessions. The use of a punch card is an alternative method to pay for a session. It may be most useful for members that have irregular schedules that prevent them from rowing on a regular, consistent basis.

Tap here to read more about punchcards.

Cancel a Session

You can cancel a session or multiple sessions for a team/squad. From the Portal, tap on Sessions. Then tap the Manage icon near the top of the page. You will see your options for canceling a session or sessions (In bulk).

Session Reminder Email

iCrew can send a session reminder email to team members who plan to attend a session. You can turn this option on with the Send session email reminder to members toggle on the team profile. The email is sent 24 hours before the session starts (contact iCrew to use a different number of hours). Members can turn reminders off on their Profile (see Session Emails You Receive).

Session Check In

To track actual attendance to a session, use the Session Check In page. The page will display a tile for each rower that has indicated that they plan to attend the session. It is recommended that the Check In page is displayed on a touchscreen computer. When a rower arrives at practice, they should tap their own tile to indicate they are actually present.

Members can also check themselves in with the Check in button on their Home page or Today's Session tab, from about an hour before the session starts (see Today's Session and Checking In). The button does not need the device's location. Location (GPS) is only used for automatic check-in, which works only when the session's Location has GPS coordinates and your club has turned automatic check-in on. For more information, see Club Locations.

Teams Audit

You can use the Teams Audit feature to make sure team memberships are correct. For example, you may have your youth athletes split into teams by gender and ability but you also have an All Youth team. The Teams Audit feature will help you make sure that all your youth athletes are on the All Youth team.

This tutorial video will guide you through running a team membership audit.

Update a Team Roster

A team's roster can be updated in a number of ways. On the Portal, tap Teams, then tap the team or its home icon to open the team home page.

Coaches and club administrators see these rows under People:

• Team Roster - see who is on the team.
• Add Members and Remove Members - add or remove members one at a time.
• Update Roster - change the roster in one list. This row is not shown on a phone.
• Roster Changes - see who has joined or left the team.
• Extract Roster - download the roster.
• Rowing Profiles - see Rowing Profiles.

Get Email Addresses

The Get Email Addresses page is where you can get email addresses for members of the club or a team. You can copy/paste the email addresses to your preferred email system. To open it, tap Get Email Addresses under People on the club home page, or tap Other options... and Get email addresses... on the Club Roster. Coaches and administrators can also tap Get Email Addresses on the Manage Members page. If your club limits this page to coaches and administrators, other members can't open it.

Today

The Today page shows a recap of scheduled activity at your boathouse today. All sessions and reservations are shown. Activity for tomorrow is also shown. You can also select any date to show activity for that day and the day following.

You will see tiles to get you to each session's information, check-in and line-ups page. If the line-ups for the session are still marked private (not yet shared with members) you'll see a small red private eye icon displayed under the line-ups image.

If your club allows boat reservations for independent rowing, you'll see a tile for each reservation scheduled for that day.

Private Lineups

Line-ups for a session can be kept hidden or private until the line-ups have been finalized. This is a useful feature to use while a coach is working on line-ups for a practice session or regatta and they don't want the athletes to see the work in-progress.

On each session you can use the Line-ups are private toggle to indicate whether the line-ups are private or public. While line-ups are private, the Line-ups page shows These line-ups are private and not yet visible to team members. and a Make line-ups public... button. On a practice session, tap the button, then OK. On a regatta, tap Yes; leave Notify members ticked to send the email. iCrew then makes the line-ups public and returns you to the previous page.

When line-ups are made public this way, or by turning off Line-ups are private and saving the session page, iCrew emails attending members a link to the line-ups. On a practice session, the email includes the member's own line-up and goes only to members who have turned on Get notified when line-ups are made public (on Premium clubs, in the Page settings of their Attendance Plans page). For a regatta, the email goes to all attending members. No email is sent once the session has ended. To have iCrew make line-ups public automatically, see Session Locking and Automatic Public Line-ups.

Little Red Man

If you're looking at sessions and you see an icon of a little red man, it represents a "private eye" which simply indicates that the line-ups for the session are private. Once a coach makes the line-ups public, the little red man will not appear.

Create Practice Sessions

Follow these steps to create a series of practice sessions for a team.

1. Go to the Portal
2. Tap on Sessions
3. Tap on the Add icon near the top of the page
4. Select the team
5. Tap Create series of sessions...

Recurrs sets how the sessions repeat. Choose Weekly (the default for sessions) and tick the Days of the week. The end date can't be more than 9 months after the start date. Choose Monthly for one session a month. The On the options then appear: choose First, Second, Third, Fourth or Last, and tick one day of the week, for example the first Monday of each month. With Monthly, the start date must be the first day of a month.

Calendar items only is shown only when you create a series of events. Turn it on when the events are only entries on the calendar and members will not attend.

Update Sessions in Bulk

The Update Sessions page changes the same details on many of a team/squad's sessions at once. Club administrators and the team/squad's coaches can use it. To open it, use any of these:

• Tap Update Sessions under Sessions and attendance on the team/squad's home page.
• Tap Other options... on the team/squad's sessions list, then Update sessions....
• On the Priority Equipment page, leave Go to Update Sessions page ticked when you save (see Priority Equipment). All sessions are selected for you.

The list shows sessions from tomorrow to three months ahead. To change the range, set the two dates and tap Refresh. Select sessions in the list with the Ctrl and Shift keys, or type in Filter sessions... to select the sessions that match. Then tick the box next to each item you want to change, set the new value, and tap Update Sessions. Items you don't tick are not changed.

You can change:

• Title, Start time, End time and Location.
• Default member attendance and Attendee limit (see Session Attendee Limit).
• Session is locked, with Allow athletes to opt in and Allow athletes to opt out, and Lock session from opt-ins hours before start (see Session Locking and Automatic Public Line-ups).
• Line-ups are private, Allow blocked members to attend and the on-land flag.
• Workout plan (see Copy Workout Plans) and Coach's notes.
• Priority equipment - puts the team/squad's current priority equipment into the sessions.
• Third and fourth row of line-ups - adds them to the sessions.
• Number of substitute coaches needed - Premium (see Substitute Coach Requests).
• Number of support members needed - shown when the team/squad needs support from club members.
• Some clubs also see Punch card not charged, Block reservations and Show on calendar of family clubs.

To add other teams/squads to the sessions, tap Add other teams to sessions... at the top of the page.

Contact Tracing Report

iCrew has a Contact Tracing report that you can run for any specified date range. When the Contact Tracing Report feature is turned on in your club profile, you can open the report from the Boathouse Visit menu on the Today page or from the Reports dashboard.

Send Message to Members

Use the Send Message page to send an email, and on some clubs a text message, to members. Coaches and club administrators can open it from Send Message under Messages on a team's home page.

Choosing recipients. Tap To..., Cc... or Bcc.... Some clubs only show Bcc.... In the window that opens, choose a team from the list. Choose @club for all of your club's members (see Exclude a Team From @club Messages). On the Premium subscription level the list also has your mailing lists. Choose Include team coaches, Include all coaches or Do not include coaches (not every club offers the last one). Premium clubs can tick Include archived members. Then use Select > or Select All >> and tap OK. Members who don't share their email address are always put on the Bcc line (see Info About Bcc Line).

Instructions & options. Tap show next to Instructions & options to see more settings. Set these before you choose recipients.

• Alt email address: Include (the default) sends to members' alternate email addresses as well, Only sends only to the alternate addresses, and Exclude leaves them out. With Only, the page tells you how many members have no alternate address.
• Include parents/guardians?: shown for clubs that use family accounts. When on, the parents' or guardians' email addresses are added. If you turn it on after choosing recipients, you need to choose the recipients again.
• If you came to the page from somewhere that already added the team's coaches, a note says Team coaches have been included as recipients.

Message type. Choose Email. On the Premium subscription level you can also choose Text message or Both (see Text Message/SMS). A text message is limited to 300 characters. When sending both, type .ENDSMS where the text message should end.

Writing the message. Enter the Subject and the Message. Coaches and administrators can tap the button next to Upload a file: to upload a file; a link to the file is put into your message. If your club has an email signature, tick Insert club signature (see Email Signature and Add a Banner Image for Messages). To send from your own email app instead, tap Compose & send from your Email app... (see Use Your Own Email App to Send a Message).

Turn on Also send iCrew app notification to also notify members who have notifications turned on in the iCrew mobile app. The notification tells them to check their email and includes only the subject line. Tap Send Message to send.

NOTE: Messages sent from iCrew can be viewed by all club administrators.

Other options... at the top of the page has:

• View message history... (if your club keeps message history)
• Scheduled messages... and Your messages... (coaches and administrators; see Scheduled Messages)
• Mailing lists... (Premium)

Info About Bcc Line

The Bcc line is very useful to avoid recipients from doing a "reply all" and flooding other recipient's email Inbox.

NOTE: If a member shows up in this field after selecting from a team/squad roster, that member specified to not share their email address with other club members. To change this behavior, the member must check the box on their profile labeled Share your info with other members.

Add a Banner Image for Messages

You can add a club-branded banner image to all emails sent from iCrew. Watch this video to learn how to create and upload your club's image file.

NOTE: The banner image file can be either a .jpg or a .png file.

Email Signature

On your club profile, you can add an email signature and can be added to messages sent from the Send Message page.

Upload a File

Club administrators (and coaches, for Premium clubs) can upload files into iCrew to be shared with members. To upload a file, go to the Portal, tap on More Items, then tap Shared Files. Tap the Add icon.

After you upload a file you can copy the link, then use the Send Message page where the link can be pasted into the message to share with others.

Change Boat Rigging

For any boat that can be rigged for sweep or sculling, you can quickly swap between the two using the Change Shell Rigging page, which can be opened from the Portal or the club home page.

If you would like to change a sweep boat's seat rigging configuration (for example, if you rig a boat to be starboard stroked) you can do this from the Update Shell page. Change the Current seat config value.

Log a Damage Report

If equipment is damaged or in need of repair, any member of the club can log a damage report. From the club home page, tap the Damage Report tile, or tap Damage Report on your Home page, to open a new damage report. The appropriate people will be sent an email whenever a new damage report is logged. The people can be set on the club profile. If your club limits damage reports to coaches and administrators, other members can't log one; tell a coach or club administrator about the damage instead. For step by step help, see Log a Damage Report (Member Steps).

When a boat has any open damage reports, you will see  !!  before the boat name on its tile on the reservation page ( !  means the boat has damage notes). On session line-up tiles the marker is  !! .

QR Codes

iCrew makes QR codes you can print and post at your club. A member scans one with a phone camera to open the right iCrew page. Most have a View printable QR code... button. It opens a page with a large QR code, a title and a short line of text. When you print that page, the QR code is on the second page.

Where to find them:

• Damage reports - if your club uses damage reports, tap Damage Report QR Codes on the Manage Shells (or Boats) page. You get a QR code for each boat, grouped by size, and one for each launch. Scanning one opens a new damage report for that boat. Each boat, oars and equipment profile also shows a New Damage Report QR code. Coaches and administrators see a general one on the damage report page. See Log a Damage Report.
• Reservations - administrators can tap Other options... and View QR code... when making a new reservation. The QR code opens the page to make a reservation.
• Registration - on the Portal, tap Registration Link for the Registration QR Code. Anyone with it can create an account in your club, so do not post it in a public place. A saved registration profile has its own Registration link QR Code (see Registration Profiles).
• Fees - a fee item shows a Guest payment QR Code once Allow guest payments is on and saved. If your club uses PayPal and the fee is shown on the club store page, the fee item also has a Member Payment QR Code.
• Club events - an upcoming event has a QR code for the Member "will attend" link under Member attendance links.
• Forms - a public form shows a Public link QR Code on its page.
• Incident reports - if your club uses incident reports, coaches and administrators see an Incident Report QR Code on a new incident report. See Incident Reporting.
• On-the-Water log - if your club uses the On-the-Water log, administrators see an On-the-Water Log Update QR Code on the On-the-Water Log Update page. A member who scans it can check out to or in from the water for their reservation.
• Punch cards - the punch card balance report has a View printable QR code... button. Members scan the QR code to punch their card. See Using a Punchcard.
• Tap In - if your club uses Tap In, tap Tap In on the Portal. Each check-in point has a Poster button with its QR code.

Any of these can also go on an NFC tag, so members tap their phone instead of opening the camera. See Using NFC Tags.

Using NFC Tags

An NFC tag is a small sticker with a chip inside. It holds one link. When a member holds their phone against it, the phone offers to open the link, and the iCrew app opens on that page. A tag does the same job as a QR code, without opening the camera. If your club has NFC tags switched on, you see Copy link for an NFC tag under a QR code; ask iCrew if you don't see it.

Buying tags

• NTAG213, NTAG215 or NTAG216 stickers work with every phone that reads NFC. They cost about $0.30 to $1 each in packs.
• On metal (doors, railings, lockers, trailers) use on-metal (anti-metal) tags. A plain sticker on metal often won't read.
• Outdoors or on the dock use waterproof epoxy or PVC tags.

Writing a tag

1. Under the QR code, tap Copy link for an NFC tag. The link is copied. If you copied it on a computer, send it to your phone.
2. On your phone, install the free NFC Tools app (by wakdev), for iPhone or Android.
3. In NFC Tools, tap Write, Add a record, URL / URI, paste the link and tap OK.
4. Tap Write and hold the phone on the tag (on an iPhone, the top edge of the phone) until it says it's done.
5. Test it: tap the tag with your phone. The right iCrew page should open.
6. Lock the tag: in NFC Tools tap Other, Lock tag, and hold the phone on the tag. An unlocked tag can be rewritten by anyone with the same app. Locking can't be undone, so test first.

Placing tags

• Put the tag where people stop: by the door, on the rack, inside the bow of a boat. Phones read it from 1 to 4 cm away.
• Keep the QR code next to the tag. Older iPhones (7 to X) and Android phones with NFC switched off can't read tags without extra steps, and they can still scan the QR code.
• Add a small "Tap your phone here" label so members know it's there.

Tapping a tag: on an iPhone XS or later, unlock the phone and hold its top edge to the tag, then tap the banner. On Android, unlock the phone and hold the middle of the back to the tag; NFC must be on (it usually is).

Club Locations

In addition to your main boathouse, you can create other locations where club members get together like a common site for regattas, a room or area in the boathouse, or a facility for indoor fitness and training. To add a location, open More Items... on the Portal, tap Locations, then tap the Add icon.

Registration Profiles

The goal of a Registration Profile is improve and streamline the process of getting club members registered into iCrew and onto the appropriate teams/groups and associated to the right documents and fee items.

While the use of registration profiles is not mandatory, if you don't setup registration profiles, new members will see a list of all teams/squads during the iCrew registration process where they have to select the teams/squads to join.

To create or update a registration profile, tap Registration Profiles on the Portal.

Here is a sample list of possible registration profiles for a club that has both youth and master rowers:

• Varsity Girl Rower
• Varsity Boy Rower
• Novice Girl Rower
• Novice Boy Rower
• Parent of a Varsity Rower
• Parent of a Novice Rower
• Masters Rower - Mornings
• Masters Rower - Evenings
• Visiting Rower

Let's take a Novice Girl Rower as an example. For this club, when a new novice girl registers in iCrew, she needs to land on both the Novice Girls team and the All Youth team. Associated with the All Youth team is a Code of Conduct document and a Liability Waiver document. In addition, there is a Youth Spring Rowing fee item associated with the All Youth team.

When a new novice girl needs to register, they can be pointed to the club's Registration Page where a list of registration links is available (there is a link for each defined registration profile). The person clicks on the Novice Girl Rower link to start the registration process. On the sign-up page in iCrew, specific instructions for Novice Girls may optionally be displayed.

After registering in iCrew, the person will have been automatically placed on both the Novice Girls and All Youth teams. And she will immediately see the two documents and one fee item in iCrew.

Register a New Member

NOTE: If you already have an iCrew account and want to join a new program or season, use Registration Options on your Club Home page (see Register for a New Program or Season).

To register, go to the iCrew Log On page. Tap your club's name in the iCrew Clubs list (tick Show club logos to see logos instead), or tap here under Not yet registered in iCrew?. If your club has set a Registration code, you will be asked for it; a current member or club administrator can give it to you.

Member in Good-Standing

A member is considered to be in good-standing if they have paid all their fees, submitted all their documents, completed all required forms, and are not missing any information on their profile.

For documents and fee items, only those where Block member until submitted (documents) or Block member until paid (fee items) is turned on are considered when determining a member's standing.

Visibility of a related link on the Club Home page can be restricted to members in good-standing.

USRowing Membership, Waiver & SafeSport Status

If you're a rowing club in the United States, you can import membership, waiver and SafeSport status from USRowing.

From the Portal, tap on Documents. For the three USRowing documents, update each document to associate all appropriate teams. Back on the Documents portal, tap the Manage icon near the top of the page. On the Document Management panel, tap the Import from USRowing tile. You will see instructions on how to get your latest roster and document status information from the Roster area of the USRowing Organization Portal. During the start of a new rowing season, you'll want to repeat the Import process frequently.

NOTE: iCrew has requested from USRowing a new feature where this process can be automated. This does require action from USRowing, so until they fulfill this request, this manual process will need to be used.

You can also manually update any member's document tracking record in iCrew. From the Document Management panel, select a document from the dropdown list, then tap the Member Records tile. Tap the small round pencil icon/button to access and update a member's trackng record for that document.

Attendance Records

Follow these steps to view attendance records for members of a team.

1. Go to the Portal
2. Tap on Teams
3. Tap on the home icon for the team
4. Under Sessions and attendance, tap Attendance Records

Choose the From: and To: dates (the last 14 days to start with) and how to Sort by: Date, member, Date, shell or Member, date. Under Other options: you can tick Only members that attended and Include archived members, and choose another team. Then tap Refresh. When sorted by Member, date, tap View Summary Report to see a summary for each member. Tap the round download button to download the records as a spreadsheet (CSV) file.

Coaches and club administrators can use this page. Coaches can choose only the teams they coach.

Regatta Payments

iCrew can automatically create a fee item for each regatta. A payment tracking record is created for all members that attend the regatta. NOTE: iCrew creates the fee item when a regatta session is saved, normally when you create it, for a team that has Auto-generate regatta fee record turned on under More Settings on the team profile. iCrew creates only one fee item per regatta session. If you do not want these fee items, turn the toggle off. If your club does not use the Fees feature, the toggle is off and cannot be changed.

To set each athlete's amount after the regatta, see Import Regatta Fees.

Watch this video to learn all about regatta payments.

Regatta Check-in From a Fee Item

A regatta's fee item (see Regatta Payments) links to the regatta's check-in page. Open the fee item and tap Other options..., then Regatta check-in page.... You can also tap the check-in page link under the Description. The same links are on a fee item made for an event. Only club administrators can open fee items. For how check-in works, see Session Check In for Coaches.

Club Store Page

Your club Store page is a convenient place to provide links to selected fee items and documents. The Store page can be accessed from the club home page.

If you would like a fee item or document to be listed on the Store page, turn on Show to members on club store page on the fee item, or Show on club home & store pages on the document.

Fee Item Payment Options

If you're using PaySimple, you can set up a fee item with multiple payment options. Set the Amount due field to 0 (zero) and specify the options in the Description field.

Each option starts with an asterisk followed by a description and amount (including the $ sign). Here is an example of three payment options that you can copy/paste:

NOTE: A description of the fee item can precede the list of items. An item amount can also be $0 to allow the member to enter the payment amount.

Select your payment option from the list.
* Individual Membership $400
* Family Membership $775
* Student Membership $350

If you create a fee item for accepting a donation, you can create a list that represents the designation of the donation. Set the Amount due field to 0 (zero) so that the club member can enter the amount they wish to donate.

Thanks for donating to the club. We appreciate the support!
* Equipment Fund
* Boathouse Improvements
* Community Outreach
* General Fund

As a PaySimple club, you can also create a fee item where a member can specify a quantity. For example, if you want to sell club banquet tickets for $25 each, set the fee item amount to 25 and set the fee item name to Banquet Tickets (?). The (?) will instruct iCrew to let the member enter the quantity of tickets they wish to purchase. NOTE: This is not an option you can use with a recurring fee.

Monthly Recurring Payments

If you're using PaySimple, you can set up a fee item that automatically gets processed once a month. The payment can be on going or you can specify how many months for the payment to occur.

Annual Recurring Payments

If you're using PaySimple, you can set up a fee item that automatically gets processed once a year. The day the member makes the first payment is the day that the payment will be processed in subsequent years.

Payment Reminder Email

iCrew can send a payment reminder email to members with unpaid fee items. You can turn this option on with the Send members payment reminder from iCrew toggle on the fee item. Payment reminders are sent on Monday of each week, once the due date is within 14 days.

Practice Session Line-ups

The Line-ups page is where you can set boat line-ups for a given practice session. To quickly set line-ups, you can copy line-ups from another session by choosing it in the Copy other line-ups list, as shown here. The list holds this team's sessions from the 7 days before this session, plus its upcoming regattas. The list is shown on today's and future practice sessions when you are able to change the line-ups, so not while another coach has the page open. Before copying, turn off Hide absent rowers so all members can be placed. Rowers who are not in this session are listed and left out. For the other tools on this page, see Line-ups Page Tools.

To move a boat, oars, or rowers into a line-ups, just tap the item tile, then tap the cell in the grid where you want that item moved to.

iCrew New Features Bulletin

Tap here to view the monthly new features bulletins for iCrew.

Bookmark a Page

You can bookmark a page to make the page easily accessible at any time.

SAMPLE USAGE: Let's say you're working on line-ups for an upcoming regatta so you're frequently accessing the regatta line-ups page. You can bookmark the line-ups page for quick access in the future.

Follow these instructions to bookmark a page.

1. Open the page you want to bookmark
2. Open the main menu and tap Bookmark, or tap the bookmark icon near the top of the page
3. Coaches and admins: select Bookmark this page
4. Specify a name for the bookmark
5. Tap the Save button (Continue... for coaches and admins)

All saved bookmarks are displayed near the top of all pages while using iCrew. Dashboards you create are shown there too.

Dashboards

An admin or coach can now create dashboards that contain tiles that link to pages of your choice. Watch this video to learn more.

Elections, Surveys, Forms & Quizzes

iCrew supports running an election or survey. You can also create a custom form to collect information from a club member or person. All three items can be collectively referred to as "Forms".

Elections are always anonymous while surveys can be either anonymous or not. A custom form is never anonymous and is used to collect information from a member.

With elections and surveys, you have the option of creating a team/squad to represent an election and/or survey committee where only members of the teams/squads can access the election and survey admin functionality. The committee teams/squads are designated on your Club Profile. With custom forms, all club admins can access the forms admin functionality.

With elections and surveys, you select club members to receive a ballot or survey. With forms, members can be invited to complete the form or any member can access and fill out any form from your club home page. You can also designate a form as "public". This allows you to post a link to the form on your club website for members of the public can access and fillout a form.

A form can also be setup as a quiz for club members. In the list of answers for a question, you must precede the correct answer with a > symbol.

Document Tracking

You can create a Document record in iCrew for things like by-laws, code of conduct, safety guidelines, etc. And a .pdf file can be uploaded and associated with any iCrew Document record. You can associate a Document to any number of teams so that you can track document status for members of the associated teams.

If a Document is something that just must be read and signed by the member (for example, a code of conduct), check the Only signature(s) required checkbox so that iCrew can collect an e-signature from each member. If a document also requires a parent's signature, you have two options; parents can also have an iCrew account and their account can be associated with their child's account. Once this "family" association is made, iCrew can also make sure a parent signs the document. If parents do not have their own iCrew account, the document will have to be printed, signed by both parent and child, then submitted to the club office.

If a Document requires information to be provided by the member, such as name, address, etc., the member would print the document, fill it out, then submit it to the club office. You can then indicate the document is "on file" as members turn in a document. All the Document status by member is available for tracking in iCrew.

Each Document can have an expiration date set so if you have seasonal documents, you would create a new Document at the start of each season.

Watch this video to learn more about document tracking.

Watch this video to learn more about creating a document that can be signed electronically.

Tutorial Videos

Click here to view the list of tutorial iCrew videos.

Print Information in iCrew

The best way to print information presented on a page in iCrew is to access iCrew on your PC in a web browser and use the Print Page functionality offered in the browser. Most web browsers allow you to scale the page information so that you can fit all the information one a single page. Be sure to try both Portrait and Landscape orientation.

Some pages offer an Export function so that you can work with data in Excel and format it for printing.