Frequently Asked Questions

Start typing to search

• General Questions
• Soccer Clubs
• Hockey Clubs
• Netball Clubs
• Club Data
• Getting a Demo
• Events
• Registrations
• Online Shop
• Payments
• Payment Plans
• Financials
• Emails & SMS Communications
• Website
• Documents & Images
• Competition Management

• General Questions

  • How much does it cost?

    Our pricing page outlines everything you need to know about the costs to an organisation for using the system.

  • Where are you located?

    We are located in sunny Brisbane, Australia.

  • How long have you been in operation?

    Majestri was formed in 2011 and we have been going strongly ever since.

  • How long does it take to get up and running?

    We can move as quickly as you like so it depends on how motivated you are to get going. There are a few items we need from you before you can start taking registrations, so we aim to turn it all around for you as soon as we get those items. To give you an indication, the current record for a club to progress from making the decision to use Majestri and taking their first registration is just over 24 hours.

  • What software do I need to install to run Majestri?

    Absolutely none at all. The Majestri system is cloud-based, which means you can run it in your browser on any device you choose.

  • What kind of support do you offer?

    Email support is our preference, as everybody involved on our side receives a copy. This guarantees a fast turnaround - same day if we can but definitely within 24 hours.
    
    We pride ourselves on the silver service support we offer to our customers, and if you ask around, it’s one of the things we’re most renowned for. For critical or urgent issues, club officials have a mobile number that can be called at any time. We don’t like to be the reason for any hold-ups.

  • What size club do we need to be to make using Majestri worthwhile?

    From what we’ve seen, around 50-70 members is generally enough to cause administrative headaches for club officials. If you offer multiple engagements with members over the course of the year, then this is a multiplier, and you may find a lot of benefit using a system with numbers less than 50.

  • Can I talk to somebody at one of the clubs who is already using the system?

    Absolutely. We’re lucky enough to have club officials speak on our behalf very frequently, and would actually encourage you to get in touch with any of our clubs to verify whether we’re the real deal.

  • Does Majestri have built-in support for new COVID-19 volunteer tracking compliance?

    Yes. From the moment that governments and peak bodies of all levels started unveiling their ‘Return-to-Sport’ plans, we identified that even more work was being pushed down onto club volunteers. We immediately enhanced our existing Team functionality offerings to include support for attendance registers and COVID-19 tracking requirements.

  • Why should we as a club choose to go with Majestri?

    We’ve been taken by surprise by this question a few times at the end of a demo to a committee, so let’s answer as best we can:
    

    • We deeply appreciate the value of clubs and the role they play in the fabric of the community.
    • We can move quicker than any other service you will find in this space, which means you can expect multiple enhancements and feature releases over the course of a season. The value of your investment in us multiplies all the time.
    • When you have issues or concerns, you will talk directly to the people that built this system. We have no intermediate support desk.
    • There is no other service that will give you the input into the direction of the software that we give you. Majestri was created on the back of direct engagement with club people, and that is never going to change.
    • We are expert software developers who have built careers out of creating systems that make life easy for people who use them. This means we not only know how to build top-shelf software, but more importantly, how to support it.

• Soccer Clubs

  • The FFA mandates a system called ‘Play Football’ which we have to use for player registrations. Why would we need or want another system like Majestri?

    ‘Play Football’ is indeed a system mandated by Australian soccer’s governing body, and it’s a system for registering participants (ie. players) , mainly for the purpose of competitions and insurance. It is not a Club Administration System, which means you’re probably not going to find a lot in there that will directly help you solve club problems.
    
    Majestri on the other hand was built with the direct assistance of many Aussie clubs. This has given us a huge sample size of different clubs and codes of sport, which means we’re pretty confident the system solves your biggest headaches.
    
    In some ways, having Majestri in addition to Play Football is actually better, as our system will actually tell you who hasn’t yet registered in Play Football, something that can be hard to do if you’ve got nothing to compare against. In addition, our clubs have found that Majestri is a great way of verifying that the fees charged by upstream associations are correct.

  • Do players have to be registered in both Majestri and Play Football?

    Yes. Play Football is a mandated system, and the FFA force players to self-register in this system. In all honesty, if a “double registration” is a deal-breaker, then Play Football is really the only option available to you for attempting to improve and automate club processes.

  • Can you push player data electronically to Play Football so our members can just use Majestri?

    If we could, we would do that in a heartbeat. For us (and a lot of other volunteers out there), it’s the solution that makes the most sense. Getting players registered and paid up is distinctly a club problem, which should mean that clubs have the freedom to select their own tools to make this job easier. Unfortunately, this is not the case.
    
    Modern information systems are made up of the best component subsystems, and we continue to hope that the same conclusion will be arrived at one day by peak sporting bodies.

  • Is Majestri suitable for NPL/State League/SAP clubs where the intake process is generally different to that of community clubs?

    Our system is a perfect fit for ‘player pathway’ clubs, and indeed, we have a growing number of them joining up.
    
    The main reason for our popularity is the understanding the system has for the nuances of the player onboarding process for these types of clubs. Instead of open registrations as normally occurs with community clubs, there is a substantially complex intake process that flows from mid-year EOIs (Expressions of Interest) through trialling and assessments right through to issuing letters of offer and finally, invoicing. Majestri completely models this process allowing you to track and report on players right through this pipeline.
    
    Additionally, parents and players pay higher fees to play in these elite competitions, so it’s imperative that as a club, you meet the level of expectation that comes with that type of money. Majestri allows you to consistently present as a premier club with every interaction members have.
    
    On top of that, Majestri’s player assessment functionality supports the mandated assessments required for completion for each NPL/SAP players. We figure that if you have to do it, you may as well do something useful with the data by making it always available to your football operations staff.

• Hockey Clubs

  • Hockey Australia mandates a system called ‘Gameday’ which we have to use for player registrations. Why would we need or want another system like Majestri?

    ‘Gameday’ is indeed a system mandated by Australian hockey’s governing body, and it’s a system for registering participants (ie. players) , mainly for the purpose of competitions and insurance. It is not a Club Administration System, which means you’re probably not going to find a lot in there that will help you solve club problems.
    
    Majestri on the other hand was built with the direct assistance of many Aussie clubs. This has given us a huge sample size of different clubs and codes of sport, which means we’re pretty confident the system solves your biggest headaches.
    
    In some ways, having Majestri in addition to Gameday is actually better, as our system will actually tell you who hasn’t yet registered in Gameday, something that can be hard to do if you’ve got nothing to compare against. In addition, our clubs have found that Majestri is a great way of verifying that the fees charged by upstream associations are correct.

  • Do players have to be registered in both Majestri and Gameday?

    Yes. Gameday is a mandated system, and Hockey Australia force players to self-register in this system. In all honesty, if a “double registration” is a deal-breaker, then Gameday is really the only option available to you for attempting to improve and automate club processes.

  • Can you push player data electronically to Gameday so our members can just use Majestri?

    If we could, we would do that in a heartbeat. For us (and a lot of other volunteers out there), it’s the solution that makes the most sense. Getting players registered and paid up is distinctly a club problem, which should mean that clubs have the freedom to select their own tools to make this job easier. Unfortunately, this is not the case.
    
    Modern information systems are made up of the best component subsystems, and we continue to hope that the same conclusion will be arrived at one day by peak sporting bodies.

• Netball Clubs

  • Netball Australia mandates a system called ‘MyNetball’ which we have to use for player registrations. Why would we need or want another system like Majestri?

    MyNetball is indeed a system mandated by Australian netball’s governing body, and it’s a system for registering participants (ie. players) , mainly for the purpose of competitions and insurance. It is not a Club Administration System, which means you’re probably not going to find a lot in there that will help you solve club problems.
    
    Majestri on the other hand was built with the direct assistance of many Aussie clubs. This has given us a huge sample size of different clubs and codes of sport, which means we’re pretty confident the system solves your biggest headaches.
    
    In some ways, having Majestri in addition to MyNetball is actually better, as our system will actually tell you who hasn’t yet registered in MyNetball, something that can be hard to do if you’ve got nothing to compare against. In addition, our clubs have found that Majestri is a great way of verifying that the fees charged by upstream associations are correct.

  • Do players have to be registered in both Majestri and MyNetball?

    Yes. MyNetball is a mandated system, and Netball Australia force players to self-register in this system. In all honesty, if a “double registration” is a deal-breaker, then MyNetball is really the only option available to you for attempting to improve and automate club processes.

  • Can you push player data electronically to MyNetball so our members can just use Majestri?

    If we could, we would do that in a heartbeat. For us (and a lot of other volunteers out there), it’s the solution that makes the most sense. Getting players registered and paid up is distinctly a club problem, which should mean that clubs have the freedom to select their own tools to make this job easier. Unfortunately, this is not the case.
    
    Modern information systems are made up of the best component subsystems, and we continue to hope that the same conclusion will be arrived at one day by peak sporting bodies.

• Club Data

  • Where does club data reside?

    Your club data resides on hardware that is under our control. Our own hosting provider is Web24, who operate data centres in Sydney and Melbourne. We take data sovereignty pretty seriously, which is why all of your data stays within the country.

  • Who has access to our data and what do you do with it?

    It’s a sign of the times that this question even needs to be asked. Basically, our core belief is that club data belongs to you and only you. The only time we ever access it on your behalf is if we’re assisting you to resolve an issue. It is definitely not shared with 3rd-party organisations.

  • How often does club data get backed up?

    At the moment, it is backed up at the end of every day. By the end of 2019, we will have a database replication solution in place which means that there is always a second copy of club data.

  • How do we get access to club data if we want to move to a different solution?

    We are big believers in you being able to extract your data from just about any screen in the system. That’s really the only reason we even bother putting data into any system, right? So we can get it back out and do things with it? If you did decide to take your data and move on, it’d take you a few minutes to get it all together into a set of CSV files.

• Getting a Demo

  • How long does the demo take?

    At least an hour, but it really depends on how many people from your club you want to sit in on it. The demo really does create a lot of talking points on your side, as you can see your current problems reflected back at you in the software. This can push it out to 1.5 - 2 hours, but the current standing record is 3 hours and 43 minutes.
    
    If you’re keen to see the demo, then please do set aside some time as we guarantee you won’t regret it. Talking to clubs is something we also find beneficial as it validates that we’ve been investing in the right functional areas in the software.

  • What do you cover in the demo?

    After many years of construction, the system has a lot of features. The best way to show them off is by putting the audience in the context of The Club Year, a model we have developed to highlight our understanding of the different stages of the club calendar.
    
    We have a demo system set up under the banner of fictitious football club Majestri United FC, and it is incredibly realistic. You will be walked through all stages of the process with each committee member present recognising their own tasks as we progress. You will know immediately whether the system is going to do for your club all that we promise it will.

  • Can we get a demo outside of normal business hours?

    Most of the people we demo to have home and work lives outside of their club duties. Because of this, we can be very flexible indeed, and have done plenty of demos late into the night and also on weekends.
    
    Your best bet is to work out who from your committee would benefit from seeing the demo and then come up with a few availabilities that you all agree on. Where there’s an overlap in our calendar, something can be locked in.

• Events

  • What types of club events can we run through Majestri?

    You’re only limited by your imagination here. The beauty of Majestri for most clubs is that it is a single system to run absolutely everything through. Apart from your main season, you can run holiday clinics, social events, carnivals, off-season competitions, etc. There’s no limit to what you can do.

  • How does your customisation service work and what does it cost?

    One thing we’re very good at doing is building software to specification. That’s one of the main reasons we decided to offer the service to build an event package (ie. custom fee calculator + registration form) for any event you run. There is no extra charge for this service, as we believe doing this for you is easier than trying to build a really complex user interface to design it yourself.

  • If we have a new type of event we want to run, how long do we have to wait for you to prepare our event package?

    Some of the best technology we’ve built supports our service to give your members the perfect registration experience. From the time you provide us your requirements for the event, you can be up and running taking registrations within 24 hours. We never want to be the roadblock for anything, so we make sure we turn event packages around very, very quickly.

  • If we run the same event every year, do we always need to keep coming back to you for customisation of the event package?

    No. The package we build for you is completely reusable, so if nothing changes from year-to-year, you never need to contact us. Even if things change slightly, we can just refine your existing package for you - it doesn’t take long at all.

  • Can you handle family-based discounting or levy rules?

    One of our competitive advantages is that we can build you a custom fee calculator for any event you run at no extra cost. Clubs have generally been forced to simplify their fee schedules because the registration systems they use can’t cope with complex rules. We have the power of coded logic in our hands, so we can model absolutely anything you need. As an example, we have even constructed fee calculators for clubs that encompassed things like date-based prorating rules and sliding-scale discounts based on years of club service.

• Registrations

  • When can we start taking player registrations?

    Part of what makes Majestri so popular is the complete freedom that it offers clubs. That means you can start taking registrations whenever you like.

  • How do players and parents know when we’re open for registrations?

    The software contains an awesome little ‘invite’ feature that allows you to select a set of invitees from all other events that you have ever run through the system. Recipients will get an email with a big blue button that they can click, which will take them to the start of their registration process with their details pre-filled. No usernames, no passwords, no roadblocks!

  • How can brand new players register to play for us?

    When you’re ready to open for registrations for any event there are two things to do to kick things off:
    

    1. Send out an invite to people who have already engaged with your club before.
    2. Publish the event to your website.

    This second step is what allows people who have never played with your club before to start a registration from scratch.

  • Can members see each other's information?

    No. Majestri has a flexible security model that clubs can use to specify who can do what in the system. A normal member with no additional privileges can only see their own data and anybody else they’re responsible for (ie. minors).

• Online Shop

  • Is there an extra cost to use the online shop in Majestri?

    No. The cost of subscription covers all of the functionality within the software.

  • Does your shop offering include Stock Management and Inventory Control?

    No. Our online shop solution is intended to be very simple and easy-to-use. It is a great fit for clubs who do “just-in-time” ordering, which means that their members order online and then the Uniform Convenor uses our back-end order management tools to create a spreadsheet purchase order form, which most suppliers accept these days.

  • Can we specify different sizes for the same item?

    Yes. We have a very simple way to configure a product so that members can order different quantities in different sizes.

  • Is there a way to show a sizing chart so our members have a better chance of ordering the right uniforms?

    Yes. Most of the time your supplier provides you a sizing chart. As long as you have it in electronic format, we can wire it up to your online shop so members and players can make a more informed decision about what sizes they require.

• Payments

  • Can we pass on the costs of your payment processing to members as a surcharge?

    We do not support surcharging of our payment processing costs to members.
    
    There are a few reasons for this:
    

    • Philosophically, the system is all about trying to save committee members time and effort. People that use a Majestri payment method create no work for the committee as we take care of it end-to-end, and they also don’t require manual chasing up later in the year. It makes no sense to punish them for this by making them pay more than people you may still be trying to get payment from after the season finishes.
    • It’s technically complicated, particularly for BPay, when you don’t know if they’ve used that payment method until the money is received.
    • By law, you must offer non-surcharged methods of payment as well to give people an option to avoid a surcharge, which means switching on EFT or in-person payments. If it’s cheaper for people, that’s what they’re going to do, meaning you’ll just be back to the problem of manually chasing people for money.
    • Surcharging is a practice frequently misunderstood by the average punter, meaning it will create unnecessary disputes.

    
    The best practice we can recommend is just to index the costs of our payment processing into your fee structures if you’re planning on using the service.

  • How often does Majestri disburse money collected on a club's behalf?

    Every Tuesday, we disburse money to clubs from our central agency account. A lump sum is deposited in the club bank account minus our payment processing fee.

  • Can we use PayPal or some other payment processing facility with Majestri?

    Not really. Majestri offers 3 types of payment processing as an optional service to club (credit/debit cards, BPay, direct debiting) and all of these services settle to an agency bank account under our control. This then allows us to disburse money to clubs whilst still reconciling every cent.
    
    Allowing other merchant facilities complicates this greatly, and magnify the amount of effort we’d need to go to reconciling multiple merchant accounts every week. The onus would be on us to resolve any discrepancies, something we just don’t have the capacity to take on.
    
    If you really want to use other facilities, you can do it, but they’re not integrated into Majestri. All payments made directly to clubs must be manually receipted inside Majestri against the member’s outstanding invoices.

• Payment Plans

  • What is the cost of giving the members the option of paying fees by instalment using your Payment Plan offering?

    The cost to the club is the same as the other two payment methods.
    
    In addition, there is a very small fee paid by the member for each debit of their bank account that we make, plus potentially penalty charges for debit rejections or cancellations.
    
    

    • $0.99 Account Withdrawal Fee
    • $2.75 Cancelled Debit Charge
    • $5.50 Failed Debit Charge

    All amounts in AUD including GST.

  • With your Payment Plan solution, do we still have to send payment reminders out to members?

    No. The real time-saver of the solution is that we have a direct debit facility to draw the money out of their account, allocate it onto their debt and then pass it onto the club with our normal settlement process.

  • When do you debit members’ bank accounts?

    We think we offer the most flexible instalment terms around. Ultimately, we wanted to have the ability for members to align their instalment schedule with their pay cycles, thus increasing the chance greatly of successful debits.
    
    We debit accounts twice weekly (Tuesdays and Fridays) and offer frequencies of weekly, fortnightly, monthly and calendar-monthly (ie. first Tuesday or Friday after a specific day of the month).

  • What happens if a scheduled debit of a member’s bank account is rejected?

    If an attempted debit is rejected by a member’s financial institution, a rejection charge is added onto the next scheduled debit. If this also fails (ie. two consecutive debits), then that member’s Payment Plan is automatically cancelled and any money previously committed will automatically become immediately payable from a club perspective.

  • Can we control how much of a member’s debt they can put on a Payment Plan?

    Yes. If you are choosing to allow Payment Plans as a payment method for an event, there are two elements that the club has control over:
    

    1. The percentage of their registration debt allowed to be paid in instalments.
    2. The final end date when all instalments would have to be paid by.

  • How do our members apply for a Payment Plan with you?

    It really couldn’t be any easier. The ability to apply for a Payment Plan appears as a payment method at the checkout if you allow it. Members can apply for a Plan which the committee can then elect to approve or decline.

  • Can we make members come through the club before getting a Payment Plan?

    Yes. You can stop members creating applications at the checkout and instead make them contact the club, where administrators can create Plans on somebody’s behalf.

• Financials

  • Can I replace our accounting system (Xero/MYOB/QuickBooks) with Majestri?

    No. It’s still strongly advised to have a good accounting system (we love Xero). Majestri is what is called a “Debtor’s Ledger” in accounting-speak, which means it houses a good portion of your club’s Accounts Receivable detail. You will still need an accounting system to sit across the club’s larger financial picture.

  • Does your system integrate with other accounting systems such as MYOB/QuickBooks as well as Xero?

    Not at this time, but it really doesn’t matter. The whole idea of Majestri is to simplify the club’s General Ledger by aggregating revenue transactions that get posted. Whether these transactions are created by Majestri inside Xero or you’re manually creating them inside MYOB/QuickBooks, the net result is the same. The only difference is the extra time to manually create the transactions if you’re not using Xero, but there really shouldn’t be too many of them.

  • What’s the best way for an auditor to review the financial data?

    What most clubs do is make their auditor a short-term financial administrator of the system, allowing them to get to whatever level of revenue detail they need to give you the yearly tick of approval.

  • Who is allowed to see a club's financial data?

    This is entirely up the club administrators. Majestri’s security model allows financial data to be sectioned off and only visible to committee members with the required permissions.

• Emails & SMS Communications

  • How much does it cost to send emails to our members through Majestri?

    It doesn’t cost anything. The ability to email is built into our monthly subscription fee.

  • How much does it cost to send SMS messages to our members through Majestri?

    You have a couple of options here.
    
    If you are using a laptop or tablet to send an SMS message, then credits need to be purchased in advance at 6.6c per recipient. This is the price that Majestri pays to our provider for credits, so our aim is to offer credits at cost price as the feature is really useful, especially for things like wet weather when messages need to be immediate.
    
    If you are accessing Majestri using a device with a SIM card, and our system can detect that, then you have the option of using your handset to send SMS messages, which means you do not need to purchase any credits.

  • When I send an email from the system, what appears in a member’s Inbox?

    The display name can be specified when you send the email from Majestri. The From address on the email will be a Majestri one. This is necessary to stop it being flagged as Spam.

  • If a member replies to an email sent from the system, where does it go?

    The system gives you the option of setting your club (if you have one) email address or your personal ones to pick up replies to messages sent from the system.

  • If a former member of the club requests us not to send them any more emails, can the system handle that?

    Yes. There is a central register in Majestri where ‘unsubscribe’ emails can be recorded. The system will not send any communications to email addresses lodged in this register.

  • Does part of your service include hosting club email accounts?

    No. In all honesty, we tried out this service back in the early days and it turns out that it’s a full-time job in its own right.

• Website

  • Can we use a registered club domain name with our Majestri site?

    Yes, absolutely. In the first instance, we host your club site on a Majestri sub-domain whilst you evaluate the system. If you decide to proceed, you then have the option of bringing your own club domain name to the party.
    
    You do need to be aware that by using your own club domain name, you are also taking on responsibility for the securing of the content within that domain name with an SSL certificate. As luck would have it, we have an optional add-on whereby we can take that problem completely off your hands, as it’s a bit of messing around.

  • Is a Majestri club website mobile-responsive?

    Not yet, but we’re working towards it. The dimensions of a Majestri website are optimised for tablet dimensions but with the larger form-factor handsets around nowadays, it’s still pretty usable on your phone.
    
    Now that we’re pushing all of our chips in on web-based technologies, we are prioritising the “member-facing” parts of Majestri (ie. online registration, team management, website) to be mobile-responsive, which means those parts of the system are going to look great when viewed on a handset.

  • Do you plaster your own corporate sponsors on our websites or do we get to display club sponsors?

    Not now, not ever. Commercialising via an advertising revenue model has never really been our cup of tea. Any opportunities to promote businesses via your club site or email communications are reserved exclusively for the sponsors of your club. They’re the ones that deserve that space.

  • Do you have a mobile app for Majestri?

    Not at this stage. We have sat back a little to see where the cards fall on mobile applications, and our feeling is that web technology is advancing so quickly that before long, an application running in your browser will be indistinguishable from a native, installed mobile application.
    
    The long and short of it is that mobile applications are much more expensive to build - you need to essentially build a version of the application for each type of handset you’re targeting (eg. iOS vs. Android vs. Windows Phone). A lot of companies out there just feel that they’re not getting the returns on such a large investment so it’s in everybody’s interest to advance web technology, which requires a single version that is always up-to-date.

• Documents & Images

  • Can we organise files into folders within the Document Vault?

    Not at this time, but we get enough requests about it that we’re considering it. The biggest problem with shared folder structures is that one person’s organisational utopia is another’s labyrinth nightmare.
    
    The vault itself is searchable, so if you’re consistent with the naming of uploaded files, it’s really quite trivial to find what you’re looking for.

  • Are uploaded files protected so that not just anybody can view them?

    The two most common usages of the Document Vault are for storing club documents and distributing files to members. For each file in the Vault, you can specify whether it’s for committee eyes only or whether the public can view the item.

  • What's the storage limit on your Document Vault?

    We don’t enforce a storage limit. Whilst we don’t have the storage capacity of your Google or Amazon but neither has anybody abused it so much that we’ve felt it necessary to put a policy in place. Clubs mainly store documents and images, so unless they’re absolutely massive, you’ll be okay.

  • Can we upload videos to the website?

    There is no need to. Our content editor supports embedding YouTube videos in your club website, which is a much better way to go. Google has a much better storage capacity than we ever could.

• Competition Management

  • Does Majestri have any features that allow the creation of fixtures and the recording of results?

    Not right now, but it is on our radar. We are on the lookout for the first organisation who would like to be one half of a joint venture to build this functionality. If you’d like to help shape a next-generation solution, please visit our Competition Management EOI.