User guide
How to use IN or OUT
Everything for players, captains and club officers: replying, picking the team, teas, subs and payments. Pick who you are to see just your part.
Nothing in the guide matches that. Try another word, or ask us.
Getting started
Your account #
You use one account for everything: every team you play for and any role you have at a club.
- Signing up yourself: tap Sign up on the website, enter your name, email and a password. You're logged in straight away.
- Added by your captain: you'll get an email with a temporary password. Log in with it and you'll be asked to choose your own.
- Change your password: Me › Change password.
- Forgotten your password? On the log-in page tap Forgotten your password? and we'll email you a link to set a new one.
On a phone you'll land in the player app. On a laptop, anyone with a club role lands in the admin site instead. You can switch between them at any time.
Put the app on your phone #
IN or OUT works in your phone's browser, but adding it to your home screen makes it open like a normal app.
- iPhone (Safari): open the app, tap the Share button, then Add to Home Screen.
- Android (Chrome): tap Install when the app offers it on the home screen, or use the ⋮ menu › Install app.
There's nothing to download from an app store, and it always has the latest version.
Join your team #
- Get your team's 8-character team code from your captain or club (or the sign-up link they share).
- In the app, on Home, enter it under Joining a team? and tap Join.
- Your captain (or the club's Membership Secretary) approves you. Until then you'll see "waiting for approval".
Play for more than one team? Join each with its code. A team picker appears at the top of the app so you can switch between them. To join another team later, go to Me › Join a team.
Starting a club from scratch? See Registering your club instead.
Players
Reply IN, Maybe or OUT #
This is the main thing you'll do. Every fixture shows three buttons:
- Tap one on the Home screen or on the fixture itself. It saves straight away.
- On the fixture page you can add a note for the captain, e.g. "Can only bat, not bowl" or "Late, there by 2".
- Change your mind as often as you like, right up to the start time. After that replies close.
- If you've already been picked and change to OUT, the captain is told straight away.
Haven't replied? You'll get a reminder email shortly before the fixture (usually 48 hours), and your captain can send one too.
Fixtures and directions #
- Fixtures lists everything coming up: matches, training and socials. Past shows what's been played and what you replied.
- Tap a fixture for the date, start and meet times, venue, notes from the captain, and who's replied.
- Get directions opens the ground in your maps app.
- Cancelled fixtures are marked as cancelled, and your captain can let you know if one is cancelled or put back on.
When the team is picked #
When the captain sends the team, you'll get an email and an alert in the app. The fixture then shows the Squad.
- A 🎫 next to a name means that player's annual subs are paid for this year.
- Teas (home matches, if your club uses the Teas rota): you'll see "🥪 For tea, please bring…" with your item, and what everyone else is bringing. You'll also get a reminder 48 hours before.
- Can't make it after all? Change your reply to OUT and the captain is told.
Alerts and emails #
- The Alerts tab collects everything: new fixtures, squads, reminders, club messages and payment requests. Tap × to clear one, or Clear all.
- Choose which emails you get on Me › Emails: fixtures, reminders, squad selection, team news and admin alerts. Anything you switch off still appears in Alerts.
- Every club email has Email settings and Stop … emails links at the bottom, which work without logging in.
- Account emails (password resets and so on) are always sent.
Not getting emails? Check your spam or junk folder and mark the email as "not spam". Club emails come from "Your club via IN or OUT".
Your profile and photo #
- Photo: on Me, tap the circle and choose a picture (JPG, PNG, WebP or GIF, up to 10 MB). It's cropped square and shows next to your name in squads and replies. Remove photo takes it off. iPhone users: if a photo won't upload, set Settings › Camera › Formats to Most Compatible.
- My details: name, email, mobile and date of birth. Your mobile helps the captain get hold of you on match day.
- My teams: every team you're in, whether your annual subs are paid, any tour fund savings, and Leave if you've moved on.
- Payments: see Paying the club.
Paying the club #
Only if your club uses the Subs and payments bolt-on.
IN or OUT never takes your money. You pay the club directly, and the app keeps track of it.
- Anything you owe shows on the Home screen and in Me › 💷 Payments.
- Tap it to see the ways to pay: card (Stripe or SumUp), PayPal, or bank transfer with your own reference (e.g.
JSMITH SUBS). Use the reference so the treasurer can match it. - Once you've paid, tap I've paid and say how. The club is told and confirms it when the money arrives.
Paid cash at the ground? Just tell the treasurer and they'll record it for you.
Bank transfer costs the club nothing; card and PayPal payments cost it a small fee.
Club balance (pay in advance) #
Fed up paying £5 every week? Put a lump sum into your club balance and let match fees come out of it automatically.
- Go to Me › 💷 Payments › Club balance and tap Pay in. Choose an amount, pay it, then tap I've paid. It's added once the club confirms it.
- Tick what the balance should pay automatically: match fees, annual subs, tour fund, one-offs. Anything else you can pay from it with one tap.
- Your balance can go below zero. That just shows what you owe, to settle when you can.
- You'll get a reminder when it drops below one match fee.
- If you're dropped from a squad, your match fee goes back into your balance.
Tour fund savings #
A tour fund is a savings pot towards a club tour. In Me › 💷 Payments (and in My teams) you'll see how much you've saved towards the target.
- Tap Add money and pick £10, £20, £50, the rest, or your own amount.
- Pay by card, PayPal or bank transfer, then tap I've paid £x. The club confirms it and adds it to your total.
- You can keep adding after you reach the target.
Captains and selectors
Who can do what #
Club roles are given out by the Club Secretary on Roles. One person can hold several. The admin site only shows each person what they can use.
| Role | Covers | Can do |
|---|---|---|
| Club Secretary | Whole club | Everything for the club: teams, club details, roles, emails, messages, subscription and bolt-ons |
| Team Captain | One team | Add and approve players, select the team, send reminders |
| Vice Captain | One team | Select the team, send reminders |
| Fixture Secretary | Team or club | Add and edit fixtures and opponents, send reminders. Becomes the club's contact in the directory. |
| Membership Secretary | Team or club | Add and edit players; subs, match fees and tour fund |
| Player | — | Reply, see fixtures, the squad and directions, pay |
The admin site #
The admin site (/admin/) is made for a laptop or tablet. Anyone with a club role can use it.
- Choose the team you're working on from the drop-down at the top.
- The Dashboard shows what's coming up, how many have replied, join requests waiting, and the team code.
- The left-hand menu has the team's pages, then Add-on modules (Teas, Payments) if your club has them, then Club pages for the Club Secretary.
- Every admin page has a ? Help button that opens the right part of this guide.
- 📱 Player app at the bottom of the menu takes you to the phone view.
Adding fixtures #
- Go to Fixtures and add a fixture.
- Choose the type: Match, Training or Social.
- For a match, choose the opponent and home or away. Away grounds fill in from the club directory.
- Set the date, start time and (optional) meet time. Check the venue and postcode so directions work.
- Add notes for players if needed, e.g. kit colour or "bring whites".
Leave Ask the team if they're IN or OUT (app + email) ticked and click Add fixture: players are asked straight away. When you change a fixture later, tick Tell the team about this change to let them know.
- Cancelled? Edit the fixture, set it to Cancelled and tick to tell the team. Set it back to scheduled if it's back on.
- Tell the opposition: on the fixture page, the Opposition card has Email fixture details to them.
- Delete fixture removes it completely, with its replies.
Opponents and the club directory #
Every real club is listed once in the club directory, so every team that plays them sees the same ground, map pin, contact and badge.
- Opponents › + Add opponent searches the directory first. Pick the club if it's there; only add a new one if it isn't.
- If a club runs its own IN or OUT account, it keeps its own listing up to date.
- Unclaimed listings can be corrected by any club that plays them. Each club can also keep its own private notes.
- A club's contact is its Fixture Secretary, so make sure your club has one.
Chasing replies #
- Open the fixture to see the Replies: IN, Maybe, OUT and no reply, with any notes.
- Remind players who haven't replied emails everyone who hasn't answered.
- An automatic reminder also goes out shortly before the fixture (usually 48 hours), once per fixture.
- Someone told you in person? Use Set for them in the Players table to record their reply.
Picking the team on your phone #
Made for picking the team at the ground or in the pub.
- Open the match in the app and tap Select the team (or Select the team and teas for a home match with the Teas rota).
- Players are listed under IN, Maybe, No reply and OUT. Tap anyone, in any list, to pick them.
- For home matches with Teas, a drop-down opens under each picked player: choose what they're bringing.
- Save to come back to it later, or Send team to send it to the players picked.
Once it's sent, the fixture's button changes to Change the team. Make your changes and tap Send again; players don't see changes until you do.
Picking the team on a laptop #
- Open the fixture from Fixtures.
- In the Players table, tick Pick for each player. Tick everyone who's IN does it in one go.
- For home matches with Teas, choose each player's item in the Teas column. The number beside it is how many teas they've done this season.
- Save squad keeps it without telling anyone. Send squad to players emails it and shows it in the app.
Changed it after sending? Re-send squad to players. If your club charges match fees automatically, sending the squad charges the players picked (see Match fees).
Adding and approving players #
- Team code: on Members (and the Dashboard). Share it, or use Copy sign-up link and post it in your group chat. New code makes a fresh one if the old one has got around.
- Join requests: anyone who uses the code shows under Waiting for approval. Approve or Reject. You're emailed when someone asks.
- Add a player yourself: Add a player with their email and name. They're emailed a temporary password and added straight in. If they already have an account, they're just added to the team.
- Edit: click a name to change their details. 💷 Payments opens their money page (if your club has Payments).
- Remove takes them out of the team. Their account and history stay.
Club officers
Registering your club #
- Sign up on the website with Register your club. You're logged in straight away.
- On the app home choose Register a new club.
- Pick your sport, then search for your club by name, town or postcode:
- This is my club: it's listed but nobody runs it yet. You take it over, with its ground and badge.
- Already on IN or OUT, ask to join: someone already runs it. Send a request and their officers can add you or give you a role.
- My club isn't listed: enter its details.
- Name your first team and tick if you play in it. You become the Club Secretary, the club starts its 14-day free trial, and you get the team code to share.
The demo club #
Not sure yet? A demo club lets you try everything with made-up people before you set up your real club. It's for clubs looking at IN or OUT, so it's offered to new sign-ups without a club, and to a new club's Club Secretary during their free trial (Me › Demo club or Club › Try the demo club).
- Two teams, fifteen pretend members, opponents, fixtures and replies, with every bolt-on switched on.
- Be someone: open the app or admin site as any of them. A purple bar shows who you're seeing it as, with Back to me.
- A Try it checklist walks you through: reply as a player, pick the team and teas, ask for subs, pay as a player, change an email.
- Every email it sends comes to you, marked [DEMO].
- Only you can see it. Reset starts it fresh, and it's deleted after 30 days without use.
Club details, teams and roles #
- Club: name, sport, home ground and postcode, website and club colour (used in the app and emails). Saving also updates your directory listing for every club that plays you.
- Teams: + Add team for a 2nd XI, juniors and so on. Each team has its own code. Adding a team changes the subscription price, which is per team.
- Roles: give club members their roles, or enter the email of someone who isn't a player (a treasurer, say) under Give a role to someone else. Who can do what explains each role.
Club emails and their wording #
- Club › Emails lists every email the app sends for your club. Preview and edit to change the wording, with a live preview and "send me a test".
- Text in
{curly brackets}is filled in for each person (e.g.{first_name}). A blank line starts a new paragraph and**two stars**makes bold. - You can switch an email off; the in-app alert still appears. Reset to standard undoes your changes.
- Badge and reply-to: your club badge (PNG or JPG shows best in emails) and the address replies go to.
Message members #
- Message members: choose everyone at the club or selected teams.
- Write a subject and message (use
{first_name}to greet each person), and add a button link if you like. - Preview, Send me a test, then Send.
Replies come to you. The message also shows in everyone's Alerts, including people who've switched off club news emails. Sent messages keeps a record, and Use as a new message copies an old one.
Subscription and bolt-ons #
The core app (fixtures, replies, team selection, emails and the player app) is priced per team. Bolt-ons such as the Teas rota and Subs and payments are priced per club. Pay monthly or yearly.
- Club › Subscription shows what your club has and the prices.
- Each bolt-on has a free 14-day trial (once per club). Then Pay by card (renews automatically) or ask to pay by invoice.
- Manage billing and invoices lets you change card, download invoices or cancel.
- Offer code? Enter it under Have an offer code? at the top of the Subscription page, or use the link in the offer email and it's applied when you register your club. The discounted prices show on the page and are taken off when you subscribe, by card or invoice.
- You're emailed 3 days before a trial or invoice period ends. If something ends, nothing is deleted: a bolt-on just disappears until you renew.
Teas rota #
A bolt-on, for home matches only.
- Whoever picks the team picks each player's tea item at the same time, for that match only. See on your phone or on a laptop.
- Players see what to bring when the squad is sent, and get a reminder 48 hours before.
- Teas (under Add-on modules) shows upcoming home matches and who's bringing what, plus how many teas each player has done this season, so you can share it out fairly.
- The Club Secretary sets the Tea items there (it starts with Sandwiches, Cake, Crisps and Savouries) and clicks Save items.
Payments (officers)
For the Club Secretary and Membership Secretary, with the Subs and payments bolt-on. Players pay the club directly; IN or OUT keeps the record.
Set up how members pay #
Payments › How members pay:
- Card links for each kind of charge: in Stripe or SumUp make a payment link for each thing you charge, with its price (e.g. "Annual subs £20", "Match fee £5"), and paste them here. An Any amount link (Stripe's "customers choose what to pay") covers everything else, such as tour fund top-ups.
- PayPal.me: one link; the right amount is filled in for each payment.
- Bank transfer (BACS): your account details. Each player gets their own reference for each charge, e.g.
JSMITH SUBS. - Annual subs amount and match fee, with the options to charge match fees automatically and to count them towards subs.
UK law doesn't let you add card or PayPal fees on top, so there's no surcharge option. The app points players to bank transfer, which costs the club nothing.
Asking for money: charges #
- Payments › New charge: annual subs, match fee, tour fund (with an optional target) or a one-off.
- Choose who it's for (the whole club or chosen teams), the amount each and a pay-by date.
- Tick Email them now asking them to pay: the email has the payment links, your bank details and each person's reference.
The charge page shows everyone, what they've paid and how. From there you can Remind everyone who owes, Add people, Waive or remove someone, and Download (CSV) for your spreadsheet.
Confirming payments and cash #
- When a player taps I've paid, you get an alert and they show as Says paid. Check your bank or Stripe, then Confirm, or Not received if it hasn't arrived.
- Cash or someone who didn't tap I've paid: on the charge page enter the amount (part payments are fine), choose how they paid and click Paid.
- Made a mistake? Undo sets them back to not paid.
- Card payments by Stripe show a reference like
C12-U34(charge 12, member 34) so you can tell who paid.
A member's payments page #
Members › 💷 Payments next to a name shows all of one person's money in one place:
- Annual subs: mark paid (cash, bank, card and so on; full or part), Mark as not paid, or Doesn't need to pay (life members, juniors…). Previous years are listed underneath.
- Club balance: record money paid in, or take some off (e.g. a fine).
- Match fees: mark owed fees paid, or Paid a match fee on the day? to record cash at the ground.
- Tour fund: Add to savings for cash.
- Other charges they owe.
Annual subs and the 🎫 badge #
- Set the annual subs amount in How members pay.
- On the Payments Charges page click Set up annual subs. Every member is added.
- Ask for it (email request), and mark people paid as the money comes in.
Once someone's subs are paid, a 🎫 shows next to their name in squads, replies and the members list, and on their own My teams.
To remove a 🎫: open the member's 💷 Payments page and click Mark as not paid, or click Undo next to them on the annual subs charge. (If match fees count towards subs and they've paid enough in match fees, it will come back, because they have paid up.)
Match fees #
- In How members pay set the match fee per player and tick Charge it automatically to the players picked, when a squad is sent.
- Sending the squad then charges each picked player. Drop someone and their fee is taken off (or refunded to their balance).
- Everyone picked pays the fee, unless you use the option below.
Match fees that count towards subs
Many clubs charge, say, £20 a year or £5 a game. Tick Match fees count towards annual subs and:
- Players who've paid their £20 subs play free: no match fees.
- A player without subs pays £5 each game they play.
- Each fee they pay counts towards their £20. Once they reach it, they're a paid-up member (🎫, and they're emailed) and play free for the rest of the year.
- The last fee is only what's left, so with £20 subs and £5 fees that's four games.
- Undoing a fee or dropping a player works it all out again.
Every club differs: set your own amounts, or leave the box unticked to keep subs and match fees separate.
Club balances #
Payments › Club balances shows everyone's balance (see how members use it).
- Top-ups to confirm: players who've said they've paid in. Confirm or Not received.
- Record cash paid in, or take money off.
- Balances below zero show who owes. Click a name for their full history.
Year end #
- Open the current Annual subs charge from Payments and click Year end.
- Give the new year a name, amount and pay-by date, and confirm.
- The old year is closed and kept as a record: who paid, how much, how and when.
- Anyone who paid nothing simply didn't take membership that year. They're left off the record and don't owe anything.
- Part payments stay on the record. You can still record a late payment on a closed year.
- Every member is added to the new year and the 🎫 badges reset.
- Closed by mistake? Make this the current subs again on the old year.
Help
Questions and problems #
- I can't log in.
- Use Forgotten your password? on the log-in page. Make sure it's the email your club has for you. Still stuck? Ask your captain to check your email on the Members page.
- I'm not getting emails.
- Look in spam or junk and mark one as "not spam". Check Me › Emails in case you switched them off. Everything still shows in Alerts.
- I can't see my team.
- Your request may still be waiting for approval, so give your captain a nudge. If you play for two teams, use the team picker at the top of the app.
- I can't see an option my captain mentioned.
- The menus only show what your role can use, and bolt-ons only appear if your club has them.
- The reply buttons are greyed out.
- The fixture has started or been cancelled, so replies are closed.
- Does IN or OUT take payments?
- No. You pay the club directly, by card link, PayPal or bank transfer, and the club records it.
- Something's not right.
- Tell your club, or contact us.