Prepare your club for launch

Launch record

• Scope: club name; products and audiences included; products or features explicitly deferred.
• Timing: proposed launch date, time and time zone; review date and next decision time.
• Address: actual club website URL, including the correct hostname; member and staff entry points where relevant.
• Accountability: launch decision owner; backup administrator; support contact, contact method and hours of cover.
• For every check below record: Check — what was checked; Owner — named person; Evidence — result, URL or private record and time checked; Status — passed, blocked, unverified or not applicable; Next action — owner and due date. Explain every not-applicable decision.

What the four checks mean

• Club details are complete: a saved club name, street address, city, state and postal code are present. This does not confirm that the values are correct or that phone and email details work.
• Branding configured: a logo OR a brand colour is saved in website settings. Both are not required for this check, and it does not establish that branding has been approved.
• Member portal enabled: the club’s member portal feature is turned on. This does not prove that member records, account links or sign-in work.
• Web address assigned: a primary domain OR ClubWorks subdomain is assigned. Assignment alone does not confirm DNS or certificate status.

Illustration: a fictional club with four completed saved-settings checks in the newer Club profile screen. It is a source-based reconstruction, not launch approval; current menus can include additional tools, and the classic settings screen uses a different, shorter club-details check.

Identity and address checks

• Check: correct club name and full postal address, working phone/email, approved logo or colours, and suitable public contact details. Owner: profile owner. Evidence: approved record compared with saved values. Status: __. Next action/date: __.
• Check: intended domain or subdomain resolves to the right club over HTTPS without a certificate warning. Owner: domain/support owner. Evidence: actual URL, result and check time. Status: __. Next action/date: __.
• Check: club time zone is correct and saved separately from contact details. Owner: club administrator. Evidence: saved value and event-time comparison. Status: __. Next action/date: __.

Availability and responsibility checks

• Check: required plan/module entitlements, organization requirements and feature dependencies are available for the launch scope. Owner: club/account owner. Evidence: current availability and unresolved dependencies. Status: __. Next action/date: __.
• Check: people have the right club and product permissions for their responsibilities, including separate viewing, editing and publishing rights. Owner: club administrator. Evidence: approved role/access review using each authorized account. Status: __. Next action/date: __. Use the missing-menu guide for unexpected restrictions.
• Check: each required payment, email, messaging or other provider has an owner and the necessary connection, account and delivery/payout arrangements. Owner: provider owner. Evidence: what was actually checked, with any operational checks still unverified. Status: __. Next action/date: __. Do not infer readiness from a toggle or perform test sends or charges without approval.

Member and staff checks

• Check: member records are correct, import problems are resolved, sign-in email links are understood, and members without a real email have a supported recovery/help route. Owner: membership lead. Evidence: private reconciliation and unresolved cases without exposing personal data. Status: __. Next action/date: __.
• Check: an authorized member can reach the intended club and permitted member content through the documented sign-in flow. Owner: membership/access lead. Evidence: actual club, account type, outcome and time. Status: __. Next action/date: __.
• Check: relevant staff have completed staff access setup, know their entry point, and can reach the required Workforce or Rentals work. Owner: named system owner. Evidence: authorized staff review; schedule, rental inquiry and handoff owners identified. Status: __. Next action/date: __.
• Check: member access, club administration, officer listings, staff-system access and any physical door access have been reviewed separately where in scope. Owner: responsible access owners. Evidence: separate decisions and remaining dependencies. Status: __. Next action/date: __.

Audience and content checks

• Check: signed-out visitors see only approved public pages, documents and information; authorized signed-in members or staff see only what their role permits. Owner: privacy/content owner. Evidence: separate signed-out and signed-in checks at actual URLs, including direct links and restricted audiences. Status: __. Next action/date: __.
• Check: names, event dates, weekdays, times/time zones, prices, contact details, links, images and claims match approved information. Owner: content owner. Evidence: approved source and corrected copy. Status: __. Next action/date: __.
• Check: important pages and navigation are readable and usable on phone and desktop, including contact links and key entry points. Owner: website owner. Evidence: device/browser, URL, result and time. Status: __. Next action/date: __. Keep native-app checks separate if an app is in the launch scope.

Publication and communication checks

• Check: approved drafts are saved and the publisher has recorded the intended changes, audience and publication time. Owner: website publisher. Evidence: reviewed draft and approval. Status: __. Next action/date: __.
• Check: after server-confirmed publication, the actual club URL shows the intended live content. Owner: website publisher. Evidence: publication result, live URL and independent signed-out review time. Status: __. Next action/date: __. Resolve any classic-menu synchronization warning; a live website does not prove mobile app or older menu copies updated.
• Check: launch messages have approved content, recipients, consent/preferences, channel and timing, with an owner for replies. Owner: communications lead. Evidence: approval and audience review. Status: __. Next action/date: __. Follow publishing versus notifying members; approved sends still do not prove every recipient received or read the message.

Decision record

• No-go blockers: wrong club or address; unintended private-content exposure; no accountable administrator; critical member/staff sign-in failure; or a required provider/workflow unavailable for the agreed launch scope. Record the blocker, owner, next action, due date and evidence needed to clear it.
• Go criteria: every critical check has current evidence and an owner’s acceptance; required live/publication checks are complete; support cover is arranged. If publication is still scheduled, record readiness to publish separately and keep final launch acceptance pending live checks.
• Noncritical follow-up: describe each accepted limitation, its effect on users, named owner, due date and approving decision owner. Explicitly defer the affected feature if needed; do not mark an unverified check as passed.
• Decision: go/no-go; exact scope; decision owner and approvers; date/time/time zone; unresolved items; next review time. Four Setup checks alone cannot supply this decision.