Club Certain runs entirely in your browser — no installation required. Access it at your organisation's URL on any device.
Logging In
1
Open the app
Navigate to your Club Certain URL and enter your email and password.
2
Stay signed in
Tick "Stay signed in" to remain logged in between sessions on trusted devices.
3
You're in
The Operations Overview loads automatically showing your live business data.
Install on Your Phone
Club Certain works as a full app on your phone without going through the App Store.
1
iPhone (Safari)
Open the app in Safari → tap the Share button → tap "Add to Home Screen" → tap Add.
2
Android (Chrome)
Open in Chrome → tap the three dots menu → tap "Add to Home Screen" → tap Add.
Tip: Installing to your home screen gives you full-screen mode, push notifications, and faster loading.
02
Operations Overview
The overview is your command centre — a live dashboard showing your entire operation at a glance.
What You See
📅
Upcoming Events
Events in the next 7 days with status indicators.
💷
Revenue Tracked
Total invoiced value and outstanding amounts.
👤
Staff Status
How many staff are confirmed vs pending.
⚠️
AI Insights
Automated flags for risks, overdue items and staffing gaps.
Quick Commands
Use the command bar at the top of the overview to ask the AI anything. On mobile, tap the dropdown to select a quick command. On desktop, the commands appear as clickable chips.
03
Events
Add, manage and track every event your business runs.
Adding an Event
1
Click + Add Event
Opens the event form. Enter the name, date, capacity, and estimated value.
2
Set status
Choose Confirmed, Pending, Live, or Done.
3
Save
The event saves to your database and appears on the dashboard instantly.
Via AI Command
You can also create events by speaking or typing in the AI Command panel. For example: "Create an event called Summer Gala on 15th July, 300 capacity, value £12,000" — the AI will create it immediately.
Tip: Click any event row to open the side panel where you can add notes, comments, assign staff and view the full event detail.
04
Staffing
Build your roster, manage shifts and track staff confirmation status.
Adding Staff
Go to Staff → + Add Staff. Fill in name, role, contact details, pay rate and status. You can also import staff in bulk using a CSV file.
Importing Staff via CSV
1
Download the template
Click "↓ Template" in the Staffing panel to get a correctly formatted CSV template.
2
Fill it in
Add your staff details. The importer accepts flexible column names — First Name, firstname, forename all work.
3
Import
Click "↑ Import CSV" and select your file. Duplicates are skipped automatically.
Staff Statuses
Confirmed Staff is booked and confirmed for events. Pending Awaiting confirmation. Incomplete Profile needs completing.
Exporting the Pay Rota
Go to Staffing → Timesheet & Pay and click ↓ CSV Pay Rota to download the full pay rota for the current week as a spreadsheet.
Tip: Set your notice period warnings in Settings. You can choose how many days before an event unconfirmed staff should trigger an alert, with separate thresholds for managers and standard staff.
05
Finance & Invoicing
Create professional invoices, track payments, and monitor your financial position in real time.
Creating an Invoice
1
Go to Finance
Click Finance in the sidebar, then + New Invoice.
2
Fill in the details
Add line items, VAT rate, due date and client details. The total calculates automatically.
3
Preview and download
Click Preview to see the PDF before downloading or sending.
Note: Invoices marked overdue are flagged automatically in the AI Insights panel and activity feed.
06
Internal Communications
Send messages, briefings and tasks to your team. Every message is logged with read receipts and completion tracking.
Sending a Message
1
Go to Comms
Click the envelope icon or select Comms from the navigation.
2
Compose
Choose message type (Announcement, Task, Briefing), select audience, write your message.
3
Send
Recipients are notified instantly. You can see who has read the message in real time.
Tip: Use Tasks for shift confirmations. Staff can mark tasks complete and you can track who has and hasn't responded.
07
AI Command
Your operations intelligence. Ask it anything — it has full visibility of your events, staff, finance, pipeline and compliance.
What It Can Do
📅
Create Records
Create events, add staff, log incidents, generate invoices by voice or text.
✏️
Edit & Update
"Change the capacity to 400" or "Rename it to Summer Rave" — updates instantly.
RAMS reports, staff briefings, client proposals, run sheets.
Using Voice
Tap the microphone button to speak your command. On mobile the mic button is in the bottom right. On desktop it is next to the AI input field. Voice commands work exactly the same as typed commands.
Example Commands
"Run my week" — full operational briefing for the next 7 days.
"Create an event called Warehouse Rave on 12th April, 450 capacity" — creates the event instantly.
"Show me all overdue invoices" — lists outstanding payments with amounts and ages.
"Update Warehouse Rave to confirmed status" — changes the event status.
"Add Jane Smith, Bar Staff, 07700000001" — adds to the staff roster.
08
Pipeline
Track your sales pipeline from first enquiry to invoiced. Drag and drop deals between stages.
Stages: Enquiry → Proposal → Confirmed → Invoiced. Each deal shows the contact name, estimated value and current stage. The total pipeline value appears in the sidebar.
Tip: Ask the AI "Which deals should I focus on?" for a prioritised pipeline briefing.
09
RAMS & Safety
Keep all your Risk Assessments and Method Statements organised and up to date.
Go to RAMS / Safety → + New RAMS. Select the event from the dropdown (due date pre-fills automatically), choose risk level, and add notes. High-risk documents are flagged in the AI Insights panel.
Important: Overdue RAMS documents are flagged automatically. Ensure documents are reviewed and updated before each event.
10
Settings
Access settings by tapping your avatar in the top right corner on any device.
What You Can Change
Password — update your login password (minimum 8 characters).
Theme — choose from Club, Corporate, Wedding, Festival or Restaurant.
Staff Notice Periods — set how many days before an event unconfirmed staff trigger a warning. Configure separate thresholds for standard staff and managers. Customise which job titles count as manager roles.
Stay Signed In — manage your session preference.
11
Roles & Permissions
Club Certain has three user roles:
Admin
Full access. Can create, edit and delete everything including staff accounts, invoices, and settings. Can view all data.
Manager
Can create and edit events, staff, invoices, RAMS and communications. Cannot delete records or access account settings.
Viewer
Read-only access. Can view all data but cannot create, edit or delete anything. Useful for silent partners or auditors.
Tip: Staff access accounts are created by an Admin. The staff member receives login credentials and can view their own shifts and messages.
12
Support
Need help? Contact the Club Certain team directly.
Tip: When reporting an issue, include what you were trying to do, what happened, and what device and browser you were using. This helps us resolve it faster.