The Complete Guide
How to use LeagueHub365
Everything from first sign-in to a fully automated season — for organisers, team managers and supporters. Ten minutes to read; a whole season of admin saved.
Contents
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Overview
1. What LeagueHub365 does
LeagueHub365 runs leagues, cups and tournaments end to end: it generates fixtures, chases venues and kick-off times, collects scores from the teams themselves, keeps live tables, brackets and results grids, and publishes everything to a public website supporters can follow. Three groups of people use it — and only one of them ever needs an account:
Organisers
Sign in to the app (leaguehub365.app) to set up competitions, oversee results and settle the rare conflict. Everything else runs itself.
Team managers
Never log in. Every email carries a private link to a match page (or day sheet) where they confirm details, request postponements and enter scores.
Supporters
Use the public website — fixtures, results, tables and team pages — with no account, and follow any team or competition by email.
Setup
2. Getting started (organiser)
- Go to leaguehub365.app and continue with Google, Apple or email.
- Name your organisation — it appears on public pages and in every email.
- Optionally invite colleagues under Profile > Staff invites. Roles: Admin (everything), Manager (day-to-day), Viewer (read-only). Invites are bound to the invited address.
- Profile > Communication settings tunes the automated email timeline (venue request lead time, reminder days, score requests) — per account, overridable per competition.
Foundation
3. Clubs, teams and contacts
Clubs group your teams (a district, school or community club) and carry the crest, saved venues and a contact email. Teams carry age group, gender and an optional alias — display names like “Woking U11 Girls” are built automatically.
Contact emails power everything
Every automated email goes to both the team's and its club's contact email (deduped). Fastest setup: one email per club — every team in it is covered. Add team-level emails wherever a specific manager should be reached directly.
Staff & FA certificates
Each club has a Staff tab with certificate tracking (safeguarding, first aid, DBS, coaching badges). Expiry alerts go out at 60, 30 and 7 days before a certificate lapses, and on the day.
Competitions
4. Creating competitions
League
Single or home-&-away round robin; live table from day one.
Cup
Knockout bracket with optional group stage, penalties after a draw, play-by deadlines and an automatic 3rd/4th place play-off.
Tournament
One-day format: pools into finals across multiple pitches.
Friendly
One-off fixtures with the same automation, no table.
Pick the sport and the right defaults follow — formats, match length, table points and terminology — with every default adjustable per competition (a schools league can run 3 for a win, 2 for a draw, 1 for playing). Visibility is per competition: Public (listed in the Match Centre), Private link only (secret shareable link, regenerable if it leaks — ideal for junior age groups) or Hidden. Individual fixtures can be hidden with Hide public, and individual teams can opt out of a public team page.
Scheduling
5. Generating fixtures
- Enter teams into the competition from your club directory.
- Generate: single or double round robin, on a weekly match day or dateless — teams arrange their own dates and the fixtures group by Week 1, Week 2… until real dates take over.
- Review the draft and publish.
Clash detection
The same club booked twice on one day — across leagues AND cups — is flagged with free dates suggested. Locked dates stay put; the rest can auto-resolve.
Double-headers
One physical match counting in two competitions: link the fixtures and one score entry updates both tables.
Missing-fixture nudge
An incomplete round robin tells you exactly which pairing is missing.
Cups done properly
Winners advance automatically; “Winner R1 tie 3” placeholders fill in as results land.
Automation
6. Match weekend, automated
The default email timeline for every fixture (all timings configurable; every email carries the team's private match link):
| When | Who | |
|---|---|---|
| 6 days before | Venue & kick-off request — only if details are missing | Home team |
| 6 & 3 days before | Match reminder | Both teams |
| 3 days before | “Please confirm match details” — only for a side that hasn't confirmed receipt | Unconfirmed side(s) |
| When details change | Updated details, sent once edits go quiet (5-min debounce) | Both teams + opted-in followers |
| After kick-off | Score request with the entry link | Both teams |
| No score by evening | Automatic score chase (manual Chase button too) | Both teams |
| Tournament mornings | Match day sheet — replaces per-fixture score emails that day | Each team playing |
Details receipt: opening a match page counts as having seen the current details; a one-tap “Got it — details confirmed” records explicit confirmation, visible to the other team and the organiser. Saving your own details self-confirms; any later change re-arms the acknowledgement for the side that didn't make it.
For Managers
7. The team match page (private link)
Details up front
Date, kick-off (or “Kick-off TBC”), and the venue as a tappable Google Maps link with Directions and Copy address buttons.
Venue & kick-off (home)
Pick from the club's saved venues or type one; set time, pitch, changing rooms, parking; attach documents. Folds away once set — never locks.
Blind score entry
Opens on match day (with a “played early?” escape hatch). Each side enters without seeing the other's numbers.
Can't play?
Request postponement or cancellation with a reason — the organiser AND the opposition are emailed; nothing changes until the organiser decides.
Match feedback
Optional notes plus 1–5 ratings for pitch, referee and opposition behaviour, visible to the organiser.
Event Days
8. Match day sheets
When a team plays several matches in one day, per-fixture emails would be spam. The day sheet is one private link listing every fixture for that team — pitch, kick-off, opponent — with inline score entry that stays on the page (“Saved ✓” per row). It refreshes itself every minute, so knockout rounds appear as they're drawn, and public competitions get a live Tables tab.
Tournaments: automatic
Sent at 07:10 on the morning of the event to every team playing that day; per-fixture score emails are suppressed.
Finals days: one tap
Semis, final and 3rd place in one afternoon? Send from the competition dashboard — Match Day Sheets > Email day sheets. The same button re-sends any time.
Results
9. Scores, conflicts and tables
Matching scores confirm
Both sides enter blind; agreement confirms automatically and every table, grid and bracket recalculates instantly.
Disagreements flag
A conflict shows you both entries side by side; you set the result. Nothing wrong ever goes public.
Awaiting results
A Home tile lists every past fixture still missing a score, with a one-tap chase per fixture.
Respectful scorelines
Youth football's mercy rule: public pages show Win/Loss instead of a double-digit drubbing; the table still counts the goals.
For Everyone
10. The public site
Match Centre
Search every public competition by name, team, age, gender, season or type — and share pre-filtered links: the Share button copies exactly the view you're looking at. Try it.
Competition pages
Fixtures (by match day or Week N), Table, Results grid, Bracket and Teams tabs — team names link through to team pages.
Team pages
One page per team across every competition and season: fixtures, results, standing, crest — perfect for a squad's parents.
Follow by email
A weekly Monday digest of results and upcoming fixtures for any team or competition, with optional venue/kick-off change alerts. Double opt-in, unsubscribe any time.
Playbook
11. Common scenarios
Set up a league season from scratch
Create clubs (crest, venue, contact email) and teams → create the League competition (sport, age/gender, points, visibility) → enter teams and generate the round robin (dateless or weekly) → publish and share the public link. The emails take over from there.
A team can't play Saturday
The manager sends a postponement request from their match link with a reason. You and the opposition are emailed; the fixture is flagged. Postpone, cancel or keep it — everyone's notified and the flag clears automatically.
The venue moves on Friday night
The home manager taps Change venue / kick-off and saves. Both teams (and opted-in followers) get the update within minutes, and the away side is asked to confirm receipt — you can see whether they have.
Two teams disagree on the score
The fixture shows a conflict with both entries side by side. Set the correct result — tables update instantly.
Running a tournament day
Publish the group fixtures with pitches and times. At 07:10 every team gets its day sheet; scores land from the pitches all day, and knockout rounds appear on every sheet as you draw them.
A junior team must stay off the public site
Set the competition to Private link only (or hide individual fixtures), disable the team's public page if needed, and share the private link with parents only — regenerate it any time.
A parent wants to follow a team
Find the team in the Match Centre, enter an email in the Follow box, confirm the opt-in email. Weekly digest every Monday; unsubscribe any time.
Reference
12. Every automated email
| Trigger | Recipients | Repeats? | |
|---|---|---|---|
| Venue & kick-off request | Lead day before the match, details missing | Home team + club | Once per fixture |
| Match reminder | Configured days before (default 6 & 3) | Both teams + clubs | Once per day-offset |
| Confirm match details | 3 days out, details set but unacknowledged | Unconfirmed side(s) | Once per change |
| Match details updated | Venue/kick-off/pitch changed (debounced) | Both teams; followers with alerts on | Per change burst |
| Postponement / cancellation requested | A team submits a change request | Organiser + opposition | Per request |
| Score request | Nearest slot after kick-off | Both teams + clubs | Once, then chases |
| Score chase | No score by the evening; manual button too | Both teams + clubs | Until scored |
| Match day sheet | 07:10 on tournament days; manual any time | Each team playing | Once per day |
| Weekly digest | Mondays 07:00 | Confirmed followers | Weekly |
| Certificate expiry | 60/30/7/0 days before a cert lapses | Staff member (or club) | Once per stage |