Sussex Schools FA

All portal access begins at:

The login page has two tabs: Sign In (existing users) and Create Account (new users).

1. Go to ssfa.online/login/ and click Create Account.
2. Enter your first name, last name, email address, and a password of at least 8 characters.
3. Optionally add your phone number, link to your school from the dropdown, and your child's name (if registering as a parent).
4. Add your address in the address fields.
5. Tick the Privacy Policy agreement and click Create Account.
6. You are automatically signed in and taken to your dashboard.

1. Go to ssfa.online/login/.
2. Enter your email address (or username) and your password.
3. Click Sign In. You will be taken to your dashboard.

Click Sign out at the bottom of your dashboard, or visit ssfa.online/logout/.

The homepage shows a live snapshot of each competition — the most recent result and the next upcoming fixture. Cards link directly to the full competition page. The homepage updates automatically as results are approved and fixtures are scheduled.

Found at /inter-school/competitions/, /inter-county/competitions/ etc. Each section lists all competitions, grouped by season, with their status (active, closed), current holders, and a link to the full competition page.

The competition detail page shows every round of fixtures and results, all participants, and competition metadata (age group, entry deadline, sponsors).

Accessible from /fixtures-results/ or section-specific pages (/inter-school/fixtures/ etc). Shows all scheduled and completed matches with filtering by competition and round. Fixtures are sorted by date. Results show final scores.

Lists all published squads. Each squad card shows the squad name, age group, gender, season, and manager. Clicking a squad shows the full roster (player names, jersey numbers, positions) plus upcoming fixtures and recent results for that squad.

A searchable directory of all affiliated schools. Clicking a school shows all teams that school has entered, with their competition status. Clicking a team shows that team's full match history including scores, dates, venues, and opponents.

A paginated listing of SSFA news articles. Each article includes a title, publication date, featured image, and full body content. Articles are managed by administrators through the CMS.

A photo gallery page showing albums uploaded by SSFA. Albums are displayed as thumbnail grids. Click an album to view all photos within it.

A list of all match venues used by SSFA, including name, address, and a Google Maps link for directions.

Information page for referees covering expenses, laws of the game, and appointment processes. Contains SSFA contact details for referee coordination.

Shows a statistics strip (affiliated schools, active competitions, upcoming fixtures, pending results, revenue this month, open requests). Below are quick-action buttons to Results, Requests, Payments, Contacts, and Fixtures. Panels show: pending results awaiting approval, open requests, upcoming fixtures, and social media posts ready to copy.

A Send Fixture Reminders button emails fixture reminders to all schools with matches within 72 hours.

Shows stats for your school: upcoming fixtures, results needed, unpaid fees, and your requests. Quick-action buttons link to Submit Result, Enter Competition, Make Request, and Fixtures. Panels show: upcoming fixtures (with venue and kick-off time), results needing submission, recent results, outstanding payments, and your previous requests.

Shows stats for your squads: number of squads managed, total players, pending trial registrations. Quick-action buttons link to Manage Squads, Squad Pages, Fixtures, and Requests. A panel lists all squads you manage with player counts. Another panel shows pending trial registrations awaiting your review.

• The form shows only fixtures for your school that are awaiting a result. Admin users see all fixtures.
• Select the fixture from the dropdown. The team names update automatically.
• Enter the final score for both teams.
• Optionally add goal scorers (one per line), assists, player of the match, and a match report.
• Optionally add team sheets (one player per line, under the expandable section).
• Click Submit Result.

An email notification is automatically sent to the SSFA administrator. The result is visible to admin on the Pending Results panel of the admin dashboard. Once approved, it appears on the public website and a social media post is generated automatically.

If the admin returns a result (requests a correction), you will receive an email explaining what needs to be changed.

1. Click Enter Competition on your dashboard.
2. Select a competition from the dropdown. The entry fee is shown next to each name. Closed competitions (past entry deadline) are hidden.
3. Enter your team name (e.g. "Brighton College U15 Boys").
4. Select gender and year group.
5. Optionally add your team manager/coach name and email, and any notes (kit colours, scheduling constraints).
6. Click Continue. For paid entries you will be redirected to a secure Stripe payment page. For free entries, you will see a confirmation message.

Your current and past competition entries are visible at ssfa.online/inter-school/entries/, and on the public Schools directory page for your school.

Use this to request a deadline extension for a fixture result submission or similar obligation.

1. Go to ssfa.online/requests/.
2. In the Extension Request panel, enter a clear subject (e.g. "Result submission extension — Cup Match 14 Mar").
3. Optionally select the related competition from the dropdown.
4. Enter full details including why you need an extension and your requested new deadline.
5. Click Continue to Payment (£10). You will be redirected to a secure payment page.
6. Once payment is complete, your request is submitted and the SSFA admin is notified.

Use this to formally complain about a result, conduct, or an official decision.

1. Go to ssfa.online/requests/.
2. In the Submit a Complaint panel, enter a clear subject (e.g. "Eligibility complaint — Player in U15 Cup fixture").
3. Optionally select the related competition.
4. Enter full details including dates, people involved, and any supporting evidence.
5. Click Continue to Payment (£10) and complete payment.

All your previous requests are listed in a table at the bottom of the requests page. Each shows the type, subject, current status, submission date, and the resolution once decided. Statuses include: Payment Pending, Submitted, Under Review, Approved / Upheld, Rejected / Dismissed.

On arrival, the squad manager loads your first squad automatically. Use the dropdown at the top to switch between your squads. Each squad shows its name, level, gender, year group, and season.

The roster lists all current players with their jersey number, position, and a captain indicator. Medical alert icons are shown where relevant. To remove a player, click the remove button and confirm the prompt.

1. Click Add Player to expand the form.
2. Enter the player's first name, last name, school, position, squad number, and date of birth.
3. Tick Captain if applicable.
4. Click Add to Squad.

The lower section of the squad manager shows all trial registration applications for that squad. Each entry shows the player's name, school, year group, position, submission date, medical info, and photo consent status.

To process a registration, use the status dropdown to move it through: Submitted → Invited → Attended → Selected → Rejected. Click Save to record the change. When a player is marked Selected, a player record is created automatically and a selection notification email is sent to the parent.

Accessible at ssfa.online/inter-county/trials/ (and corresponding district/school section pages). A parent or teacher can nominate a player.

1. Go to the trials page and click Register for Trials.
2. Fill in the Player Details: first name, last name, date of birth, year group, gender, position, school name, and the trial/squad they are applying for.
3. Fill in Parent/Guardian Details: name, email, phone number, and the nominating teacher's name.
4. Add any medical or health information in the additional info box.
5. Tick the data consent checkbox (required). Optionally tick photo/video consent.
6. Click Submit Trial Registration.

The invoices dashboard shows a summary strip: pending invoices and total amount, paid invoices, overdue invoices, and total revenue collected. Below is a full invoice list with columns for reference, school, type, amount, status, issue date, and due date.

Filtering: Filter by school name, status (pending/paid/overdue/cancelled/waived), or affiliation type (team entry/affiliate only/player). Results paginate at 30 per page.

Actions on pending/overdue invoices:

• Mark Paid — optionally add a payment note (e.g. bank transfer reference).
• Waive — cancel the fee and record a reason.

Click any invoice row to view its full detail page including line items, audit trail, and admin notes. Invoices can also be printed or downloaded as a PDF from the detail page.

Shows all payment transactions in the system — competition entries, complaints, affiliations, and fines. Summary totals show total collected, outstanding, and refunded. Filter by status or payment type. Admin can issue a refund from this page (the actual Stripe refund is processed in the Stripe Dashboard).

A focused view of schools with outstanding invoices. Overdue invoices appear in red; pending in amber. Shows the school's contact email (clickable), number of unpaid invoices, total owed, and the earliest due date. Filter tabs split by team entries, affiliates, and players. Export as CSV for chasing payments.

Used to register a school affiliation (team entry, affiliate only, or player registration) and generate an invoice automatically.

1. Go to /admin/affiliations/new/.
2. Select the school (admins see a full dropdown; school managers see their own school).
3. Select the affiliation type: Team Entry, Affiliate Only, or Player Registration.
4. For Team Entry, select the competition from the dropdown.
5. Add any notes and click Register Affiliation & Generate Invoice.
6. An invoice is created automatically and displayed with reference number, amount, and due date.

All fixtures are listed and grouped by competition and round. Tabs filter by level: All, Inter-County, Inter-District, Inter-School, Primary. Summary counts at the top show total fixtures, scheduled, and completed. Fixtures can be filtered by competition, round, status, or searched by team name.

Status badges are colour-coded: green = scheduled, blue = played, grey = cancelled, amber = postponed.

Click any fixture row to open the edit panel. From here you can:

• Change the match date and kick-off time
• Change the venue
• Update the status (scheduled, played, cancelled, postponed)
• Mark the fixture as a bye
• Edit team names

Click Save to apply changes.

Bulk fixture import is available via CSV upload. The import form accepts a CSV with fixture data. Download the template CSV first, fill it in, and upload. The system creates all fixture records in bulk. Review the import summary before confirming.

The Pending tab shows all submitted results awaiting review. Each result shows the teams, score, scorers, player of the match, match report, and the team sheets (if submitted). The submission date and time is shown.

1. Click Approve & Publish on the result.
2. The result is immediately published to the public website.
3. Social media posts for Instagram, Twitter/X, and Facebook are auto-generated and placed in the Social Posts tab ready to copy.

1. Click Return to School on the result.
2. Enter the reason for returning it (e.g. "Scores appear to be reversed — please resubmit").
3. The school receives an email notification with your reason. The result moves to the Returned tab.

When a result is approved, social posts are generated automatically. Go to the Social Posts tab to see all approved results with their generated post text. Click Copy IG, Copy X, or Copy Facebook to copy the post text to your clipboard, then paste it into your social media platform. Character counts are shown for reference. Posts can be regenerated if you need to re-run the auto-generation.

The Open Requests tab shows all requests with status Submitted or Under Review. Each shows the type (extension or complaint), subject, school name, submission date, and current status. Click a request to open the full detail view.

1. Open the request.
2. Enter a decision note (this is sent to the requester).
3. Click Accept Request.
4. The £10 deposit is automatically refunded via Stripe. The requester receives an email notification with your decision note.

1. Open the request.
2. Enter the reason for declining (this is sent to the requester).
3. Click Decline Request.
4. The £10 deposit is retained. The requester receives an email with your reason.

An internal notes field is available on each request. Notes entered here are not sent to the requester and are for committee record-keeping only.

Lists all contacts in the SSFA directory: school staff, committee members, referees, coaches, and officials. Columns show name, email, phone, role, organisation, district, and category. Filter by category, district, or search by name, email, organisation, or role.

Click Add Contact to expand the form. Fill in name, email, phone, role, organisation, district, and category. Click Save.

The Mail All feature sends a bulk email to all contacts currently shown in the filtered list. You can personalise the email using tags: {first_name}, {last_name}, {name}. The email is sent from the SSFA address.

Contacts can be imported from a CSV file using the Import Contacts option. Export all contacts as a CSV using the Export CSV button.

1. Sign in and go to your dashboard.
2. Click Submit Result or visit ssfa.online/submit-result/.
3. Select the completed fixture from the dropdown. Only your school's fixtures are listed.
4. Enter the final score for both teams.
5. Add goal scorers, player of the match, and a brief match report (optional but recommended).
6. Click Submit Result. You will see a green confirmation message.
7. The result goes to SSFA for approval. It will appear publicly once approved — usually within 24 hours.

1. From your dashboard click Enter Competition.
2. Choose the competition you wish to enter. The entry fee is shown.
3. Fill in your team name, gender, and year group.
4. Add your coach's name and email for correspondence.
5. Click Continue. If there is a fee, complete payment on the Stripe page.
6. Your entry will be confirmed by SSFA after review. You will receive an email when confirmed.

1. Go to ssfa.online/requests/ or click Make Request on your dashboard.
2. In the Extension Request panel, complete the subject and details fields.
3. Click Continue to Payment and pay the £10 deposit.
4. Your request is logged and SSFA will respond by email. The £10 is refunded if your request is accepted.

1. Go to ssfa.online/requests/.
2. In the Submit a Complaint panel, fill in the subject and full details of your complaint.
3. Click Continue to Payment and pay the £10 deposit.
4. SSFA will review and respond by email. The £10 is refunded if upheld.

Your upcoming fixtures and those needing a result are shown on your dashboard. For a full view, click Fixtures on your dashboard or visit ssfa.online/fixtures-results/. Your school's fixtures are also visible on the public schools directory page.

Unpaid fees are shown in the Outstanding Payments panel on your dashboard. For a full list of invoices, contact your SSFA treasurer or county manager who can view the full finance record.

1. Sign in. From your dashboard click Manage Squads, or go to ssfa.online/squad-manager/.
2. Your first squad loads automatically. Use the dropdown to switch squads.
3. The Squad Roster lists all current players. Review jersey numbers, positions, and captain status.
4. To add a player, click Add Player, fill in their details, and click Add to Squad.
5. To remove a player, click the remove button on their row and confirm.

1. In the squad manager, scroll to the Trial Registrations section.
2. Review each registration — you can see the player's name, school, year group, position, and medical information.
3. Use the status dropdown to update: Invited (to offer a trial place), Attended, Selected, or Rejected.
4. Click Save after each change. When a player is marked Selected, they are automatically added to the squad and an email is sent to their parent.

1. From your dashboard click Submit Result or go to ssfa.online/submit-result/.
2. Fixtures for your squad's school are shown. Select the correct fixture.
3. Enter the score and optional details, then click Submit Result.
4. The result is reviewed by SSFA before publishing.

1. From your dashboard click Requests or go to ssfa.online/requests/.
2. Fill in the relevant form (Extension Request or Complaint) and click Continue to Payment.
3. Pay the £10 deposit to submit. SSFA will respond by email.

1. Go to ssfa.online/admin/invoices/.
2. Find the invoice using the search or filter tools. Status filter set to "Pending" or "Overdue" is most useful.
3. Click Mark Paid on the invoice row. Optionally add a payment note (e.g. bank transfer reference).
4. The invoice status updates to Paid and the action is logged in the audit trail.

1. Open the invoice from /admin/invoices/.
2. Click Waive Invoice.
3. Enter a reason and confirm. The invoice is marked as waived and the reason is logged.

1. Go to ssfa.online/admin/unpaid/.
2. Review the list — red rows are overdue, amber are pending.
3. Click the email address in the contact column to open a new email to that school's contact.
4. Or use Export CSV to download the unpaid list for bulk chasing.

1. Go to ssfa.online/admin/affiliations/new/ or click Create New Affiliation from the invoices page.
2. Select the school, affiliation type, and (for Team Entry) the competition.
3. Click Register Affiliation & Generate Invoice.
4. An invoice is created automatically. The reference number and amount due are shown immediately.

Go to ssfa.online/admin/payments/ to see all transactions. Filter by status or type. Summary totals at the top show collected, outstanding, and refunded amounts.

1. Sign in — your dashboard shows your county squads, player count, and pending trial registrations.
2. Click Manage Squads or go to ssfa.online/squad-manager/.
3. Add or remove players using the roster panel. Add players manually with the Add Player form.
4. Process trial registrations by updating their status (Invited → Attended → Selected / Rejected) and clicking Save.

1. Click Submit Result on your dashboard or go to ssfa.online/submit-result/.
2. Select your squad's fixture, enter the score, and optionally add scorers and a match report.
3. Click Submit Result. The result goes to SSFA admin for approval before publishing.

1. Go to ssfa.online/requests/ or click Requests on your dashboard.
2. Fill in the Extension Request or Complaint form and click Continue to Payment.
3. Pay the £10 deposit. SSFA will respond by email. The £10 is refunded if your request is accepted.

1. From the admin dashboard, click the Requests button (visible only when open requests exist, with a red badge count).
2. Click a request to open the full details.
3. Read the subject, description, related competition, and submission date.
4. Enter a decision note — this is sent to the school by email.
5. Click Accept Request (refunds the £10) or Decline Request (retains the £10).
6. Add any internal notes for committee records (not sent to the school).

1. From the admin dashboard, scroll to the Social Posts Ready panel.
2. Click Copy IG to copy the Instagram version, or Copy X for Twitter/X.
3. Paste directly into your social media platform. The post is formatted and ready to publish.
4. For older posts or Facebook versions, go to /admin/results/?tab=social.

User accounts are managed through the ProcessWire admin panel at ssfa.online/processwire/. Navigate to Access → Users to:

• View all registered users
• Change a user's role (e.g. upgrade a member to school-manager)
• Link a user to a school by setting their supabase_school_id field
• Reset a user's password
• Deactivate an account

If you encounter an issue using the portal, try the following steps first:

1. Re-read the relevant section of this manual for your role.
2. Clear your browser cache and try again.
3. Try a different browser (Chrome, Edge, or Safari are recommended).
4. Contact the SSFA administrator using the details below.

When reporting a technical problem, include the following information to help the administrator resolve it quickly:

• Your account email address
• The page URL where the problem occurred
• What you were trying to do
• What you expected to happen vs. what actually happened
• A screenshot if possible