Selling Merchandise / T-shirts in ClubsBuddy

How to set up a Container to sell Merchandise

This is an example of selling T-shirts but can be used to sell anything.

Step 1

Log into ClubsBuddy and click your ‘Bookings Admin’ Tab

Step 2

Click the ‘Add’ button on the top right of the screen

Step 3

  1. Fill out the title of the Container – we recommend calling this ‘Merchandise’ or something like that.
  2. Add in a description, maybe detailing the items for sale, size, etc. This can be changed as you update what you want to sell, e.g. mugs, tea towels, etc. All the other fields you can leave blank such as ‘who can book’ and ‘cost description’.
  3. For sign up type, choose ‘Instant Book and Pay’

Step 4

Upon selecting ‘Instant Book and Pay’ another set of options will appear.

  1. Set the activity start date to a date in the future, e.g. the date of the end of the school year.
  2. Set the activity end date to the same date.
  3. Set the sign-up close date to the same date as well.
  4. Untick ‘Use organisational block dates?’
  5. Add in any terms and conditions you would like.
  6. Click the green ‘Save’ button on the bottom right.

Step 5

You will be on the Container information screen and will now need to create your Group. To do so click the blue ‘+Add’ button.

Step 6

  1. Name the Group “T-Shirts”.
  2. Enter a description, e.g. “Small, medium and large T-shirts for sale”
  3. Make available to whoever you would like to be able to purchase the Merchandise, e.g. All Clubs, All Regions, etc.
  4. Gender as Mixed
  5. Lead Staff Member as Yourself
  6. Activity as ‘Other’
  7. The other fields can be left blank.
  8. Click the green ‘Save’ button


Step 7

Now we need to add events, or in this case the different sizes of T-shirts.

Click on ‘Create Events’

And then click on the ‘+Add New’ Button.

  1. Name the event ‘Small’.
  2. Add in any Vital information and Additional information if required.
  3. Set the Booking Options to Individual.
  4. Set Number of places to 0.
  5. Check the ‘T-Shirts’ Box.
  6. Check the ‘Use group default location’ box.
  7. Change the ‘Event Type’ to ‘Fee Only’.
  8. Change the ‘Cost Type’ to ‘Chargeable’.
  9. Enter the Price per session as the price of a small T-shirt, e.g. 15.
  10. Change the frequency to ‘Single Day’
  11. Click on the green ‘Create Rule’ button.


Step 8

Now we need to do the same for Medium, Large and any other sizes you require. However, there is a short cut to save time.

Click the blue ‘Copy’ button on the right-hand side.

A lot of the information will already be entered.

Change the title to ‘Medium’, Check the ‘Use Group Default Location’ box, change the price to the price for a medium T-shirt, e.g. 20 and the Frequency to ‘Single Day’ and then click the green ‘Create Rule’ button.

A pop-up box similar to the one below will appear. Click on the green ‘Yes, create rule anyway’ button.


Repeat this process for the other sizes, e.g. Large, XL, XXL, etc.


Step 9

You should now have at least 3 events set up and it should look something like this:

We now need to Publish the Events to make them visible to club members.

  1. Click on ‘Publish Events’ button.
  2. Check the ‘I confirm’ box
  3. Click the green ‘Publish’ button.

Click the ‘Publish’ button in the pop-up box that appears.

The events will take a few minutes to be generated but once they are, they will be visible to club members who will be able to select the event and purchase the merchandise.

If members wish to purchase more than one t-shirt of a given size, then separate events will need to be created for each size, e.g. Small x 2 T-shirt and the price changed accordingly.