Wombu Manager Panel
The panel is Wombu on a computer, for the people who run a club. Everything a member does happens on the phone; the desk work — the roster, the season's fixtures, the club's paperwork, its plan — happens here.
Address: panel.wombu.eu
Sign in with: the same account you use in the app
Who sees it: owners, managers and assistants. A plain member has no reason to open it.
What it is for
Two things are only here, and everything else is a matter of comfort:
- Plan and billing — the club's subscription is changed here and nowhere else
- Analytics — the club's numbers, month by month
The rest — members, events, announcements, equipment — you can do from either, and most people find the panel easier for anything involving a list, a table or a long piece of typing.
What it will not do
The panel does not send you notifications. It shows them — every one, from every club — but a browser tab that is closed cannot buzz, and that is what the phone app is for.
Signing in
Go to panel.wombu.eu and sign in with the email and password you use in the app. There is no separate panel account.
Use Forgot your password? on the sign-in screen. The link works once and expires shortly after it is sent. If it does not arrive, check spam — and check you have not previously unsubscribed from our email.
If you have no club yet
You can still sign in. The panel will offer you two things: Discover clubs, to find one that is open to requests, and Create a club, to start your own.
The club switcher
Every screen in the panel is about one club at a time. The switcher sits at the top of the menu on the left, under CLUBS, and everything below it changes when you change clubs.
The switcher remembers your choice between visits. If you run two clubs, the panel opens on whichever you had last — so glance at it before sending an announcement.
What does not follow the switcher
Two entries at the very top belong to you rather than to a club, and show every club you are in at once: Calendar and Notifications. They are described at the end of this manual.
Roles and what they can do
Every member of a club has one role. It decides what the panel shows them.
| Role | Can |
|---|---|
| Owner | Everything, including the plan, the club's analytics, and deleting the club. One per club. |
| Manager | Members, groups and roles, events, votes, announcements, the library, forms, qualifications, equipment, places and bookings. Not the plan, not the analytics, not the sponsors, and not deleting the club. |
| Assistant | Exactly four things: invite members, review join requests, write up the log, and read the club. Not its settings, not its events, not its announcements. |
| Member | Read what their groups can see. The panel has almost nothing for them. |
Separately from the role, a member is either full — they see everything addressed to the whole club — or restricted to one or more groups, where they see only what those groups are sent. A group-restricted member does not see club-wide events or announcements.
Handing the club over
An owner cannot simply leave a club that has members in it — that would leave nobody able to pay for it or change it. Transfer it to a manager first, from the club's settings. If you are the club's only member, you can leave, and the club is deleted with you; the app asks you to confirm that before it happens.
Members
The roster. Search it, filter it, open anybody's row, and export the whole thing.
What you can change
- Role — manager, assistant or member. Nobody can be made owner here; that is a transfer, from the club's settings.
- Reach — full member, or restricted to particular groups
- Remove — takes them out of the club. Their history stays, marked as removed rather than as having left.
Exporting
The list downloads as Excel or PDF, with whatever search and filter you have applied. This is the file to hand an accountant or a federation.
An export carries names, email addresses and phone numbers out of Wombu and onto your computer, where the club is responsible for it. Send it where it needs to go and delete the copy.
Groups
The groups the club is split into — juniors, instructors, the committee — and who is in each.
Groups are how a club addresses part of itself. An event, an announcement, a document or a form can be sent to one group instead of to everybody, and only that group sees it.
Addressed to nobody in particular → every full member sees it. Addressed to a group → that group sees it, and nobody else. A member restricted to a group never sees the club-wide things.
Join requests
People who found the club through Discover and asked to join. Each row is one request, with whatever they wrote.
Approving lets somebody into the whole club, or into one group — where they see that group's notifications and events, and nothing else. Choose before you approve; changing it afterwards is a trip to the member's row.
Requests only happen if the club is discoverable, which is off until you turn it on in the club's settings.
Invite links
A code somebody follows to join without asking. Anyone with an active code joins as a full member.
- Create a code and send it however you like — mail, a message, printed on a poster
- Revoke a code and it stops working everywhere it has been pasted
One code can be used by everybody who has it. If it has gone somewhere you did not intend, revoke it and issue another — that is what revoking is for.
Qualifications
Licences and specialities the club has checked. Two tabs:
- Who has what — the roster, with each member's qualifications and when they expire
- Catalogue — what the club recognises in the first place. Build this before recording anything.
A catalogue entry can be ranked — one star, two stars, three — or a plain yes-or-no. A ranked one asks for a level each time it is recorded.
Events
Everything the club has planned. Four tabs: Upcoming, Past, Calendar and Repeat schedules.
Creating one
Create an event opens a sheet. What it asks for:
- What is it and who it is for — everybody, or one group
- Starts — a date and a time
- Where — one of the club's saved places, free text, or both. Choosing a place fills the address in for you, unless you have already typed something.
- Places in the sense of room — a capacity. Once it is full, people can still say they are interested.
- Price — shown to members so they know the cost. Nothing is collected unless the club has connected payouts.
Tick Interest check for something with no date yet — "would anyone come to a wreck dive?". It collects answers and can be turned into a real event later.
Holding the place too
If the place you chose is one the club books by the hour, a tick appears: Hold the place too. It books the hall for the hours the event runs, so the two calendars cannot disagree. You are asked how long to hold it, because an event has a start and no end.
Nothing is created — not the event either — and the form stays open with everything you typed still in it. Move the hour, or untick the hold.
Calendar
A month at a time, including the parts of it that have gone. Clicking an empty square starts an event on that day.
Who came
Open an event and there is a register: everyone who said they were coming, plus anybody who turned up without answering, marked Came without answering. Tick who was there and Save.
The register opens once the event has begun — "You can do this once the event has started." Until then it is a list of intentions, and marking it would only record a guess. Poolside, the phone is usually the easier of the two; the panel is where you fix it afterwards.
Repeat schedules
The fourth tab on Events. A schedule is the pattern — "every Tuesday at seven" — and the events it produces are ordinary events you can edit or cancel one at a time.
Making one
Tick Repeats while creating an event. Then:
- How often — weekly or monthly, every 1 to 4 of them
- On these days — one or more weekdays, for a weekly pattern
- Which week — for a monthly one: the first Saturday, the last Thursday, or the same date each month
- Until — leave it empty and it keeps going
A push before every session, every week, for ever, is how a club teaches its members to mute it — and then they miss the one that mattered. A monthly fixture may genuinely want one.
Ending one
End schedule stops it producing anything more. Sessions that have already been created stay; cancel them individually if you want them gone.
Votes
Ask the club a question and read the answer. Two tabs, Open and Closed.
Write the question, add the options, and send it to everybody or to one group. Close the vote when you have your answer; a closed vote stays readable, which is the point — it is the record of a decision.
Announcements
Two tabs: Write something and Already sent.
An announcement goes to everybody, or to one group, and arrives as a notification on their phone. The sent log keeps them, so the club can see what it has told people and when.
The sent log shows how many people have opened each announcement. It is a count, not a list of names.
Library
Files the club shares with its members — the statute, a price list, a map to the quarry.
Add a document takes a file and asks who it is for: everybody, or one group. Documents are grouped, and the groups are yours to name.
Every member can read the library entries their groups can see. Curating it stops at manager.
Forms
Waivers and consents — the paperwork a club needs signed. A form has versions: publishing a new one asks everybody to agree again, and the old agreements stay on the record against the version they were given.
Who has agreed
Who has agreed puts the roster against the current version, one row per member, in four states:
| State | Means |
|---|---|
| Signed | They agreed to the version that is current. |
| Older version | They agreed, but to a version you have since replaced. Ask again. |
| Not signed | Never answered. |
| Did not agree | Answered, and said no. |
Search it, filter by state, or narrow it to people who signed between two dates — which is how you find the fourteen people who still have not.
Somebody who agreed can Withdraw my agreement later, and somebody who declined can agree. Both are kept, and History on a row shows the sequence: the record is what a club would need if it were ever asked.
Retiring a form
Retire stops a form being asked of anybody new. It does not erase what people already agreed to — a retired form is still readable, which is the whole point of having kept it.
Members sign on their phone. The panel is where the form is written, published and read back.
Log
What happened, when and where — written up afterwards. A training session, a committee meeting and what was agreed at it, a work party.
New entry asks for a title, a date, a place, what was done, and optionally who was there. A club that only wants the diary can leave every box unticked and lose nothing.
Writing up Tuesday's training is exactly an assistant's job. Creating and pricing the club's events is not, and the two are separate permissions.
Photographs
Pictures from the club's trips, kept and grouped into albums. Upload from a computer after a trip — which is where the pictures usually are.
Every club has room included in its plan; larger albums are a separate add-on. The page shows what is used and what is left.
Equipment and rentals
Equipment has three tabs: the club's own kit, members' own gear, and missing equipment — the torch nobody can find.
An item can be retired when it is out of service and put back in use later, which is different from deleting it: a retired item keeps its history.
Rentals
Who is waiting, who has something, and what happened. A member asks for a piece of kit on their phone; here you Approve or Decline, and Sign back in when it comes home. History is everything that has been settled.
Places
Every address the club uses — its own, and the ones it trains at. The clubhouse, the storage unit, the municipal pool it has two lanes in on Tuesdays, the quarry it dives.
A place is written down once and then reused: an event can point at it instead of repeating the address, and members get the directions with it.
What a place holds
- Name and address — "Clubhouse", "Obala 55, 6320 Portorož"
- How to get in — "Ring the bell at the side door. Parking behind the building." Your club only; sharing a calendar never shares this.
- Who can see this — managers only, one group, or every full member. A store gets managers only; the pool everybody trains at does not.
- The club's registered address — tick it on the one that is. Only one place can hold it.
Booked by the hour
A pool or a hall gets a calendar. A storage unit does not. Tick This one is booked by the hour and three more things appear:
- Who confirms a booking — First come, where the slot is taken the moment somebody books it, or Ask first, where a booking waits for the club to confirm and holds the slot meanwhile
- Rate — "€20 an hour". Shown here only: the club invoices, and Wombu collects nothing.
- Parts — see below
Parts
A pool has lanes, a pitch has halves, a hall has a curtain down the middle. If a place is never split, leave parts empty — it is then booked whole, and two clubs cannot both have it.
How many parts plus a name — "Lane" — creates Lane 1 to Lane 6 in one go. Rename any of them afterwards.
With parts, two bookings of the same hour are only a clash if they want the same lane. Without them, the whole place is one thing and the second booking is refused.
Events held there keep the location they were given — nothing loses its address. Every booking of the place goes with it.
Bookings
Who has the hall, and when. One week at a time, Monday first, with Previous week, Next week and Today. Each day shows what is held and by whom.
If nothing here is bookable, the page says so: mark a place as booked by the hour under Places, and it appears.
Making a booking
New booking asks:
- Which place, and which parts — all of them means the whole place
- From and Until. Until is required: a hall is never booked for ever.
- What for — "Junior training". Your club only, now and when the calendar is shared.
- Which group is coming, or the whole club
- Roughly how many — what the caretaker asks. Leave it empty if you do not know yet.
The four states
| State | Means |
|---|---|
| Waiting | Asked for, holding the slot, not yet answered. Only on an "ask first" place. |
| Confirmed | Theirs. |
| Refused | The club said no, or a closure took the hours. |
| Cancelled | Given up by whoever held it. |
On an "ask first" place, Confirm and Refuse sit on each waiting row.
Giving one up
Give it up frees the hour for somebody else. The booking stays in the list, marked cancelled — a club can see what it had and let go.
Booking a season
A club does not book Tuesday at seven forty times. It books the season once, in September, and runs to June.
Tick Repeats in the booking form. You get the same pattern as a repeat schedule — weekly or monthly, which days, which week of the month — plus Repeat until, which is required here.
Wombu answers with the count: "34 bookings made." If some hours were already taken it says which — "3 could not be: 24 Dec, 31 Dec, 7 Jan" — and books the rest. It does not refuse a season because one week is busy.
Giving the rest up
Give up the rest releases every booking still to come for somebody else. What has already happened stays on the record.
Closing a place
The pool is resurfaced for a fortnight; the hall is a polling station on Sunday. Close the place takes a window out of the calendar so nobody books into it.
- Choose the hours, or Free all day
- Close the whole place, or just some parts — one lane out of six
- Why — "Resurfacing". Everyone who can see this place reads it, other clubs included.
Wombu counts them first and tells you — "4 bookings are in that window, held by 2 clubs" — before anything happens. Closing refuses them, and whoever holds them is not told automatically. Ring the other club.
Reopening
Reopen makes the hours free again. Bookings the closure refused do not come back — whoever held them has already been turned away and made other plans.
Sponsors
Who supports the club, and what they have given. Two tabs: Sponsors and Payments.
Add sponsor records the name and, if you have one, a logo. Record a payment logs what came in and when. It is a record for the club's own committee — Wombu is not collecting the money.
Owners only, like the analytics beside it — both are the owner's reading of the club rather than something the committee does on a Tuesday.
Analytics
How the club has been doing, month by month. Membership, attendance, what has been running. Owners only — not managers, not assistants.
This page exists only in the panel: it is a page of charts, and a phone is the wrong shape for it.
Plan and billing
Change the club's plan at any time. Members are always free — a club pays, a person never does.
Two tabs: Current plan and Payments and invoices. From here you can Choose a different plan, Manage payment method, or Switch to Free.
The plan cannot be changed from the phone app, and the app will not steer anybody towards buying anything. If you are looking for it there, you are looking in the wrong place — this is the page.
Invoices are downloadable from the second tab, which is what a treasurer actually wants.
Club settings
Your club's name, description and how people find it. Two tabs, Basic and Advanced.
Basic
- Name, category, description and logo
- Contact and address — used on invoices and wherever the club has to be reachable
- Tax number and Registered for VAT — optional, and shown on what the club sends out
- Letterhead — the block at the top of what the club sends. Build it for me assembles it from the fields above; Write my own hands you the text, with a preview.
Advanced
- Who members can see — everyone in the club, only their own groups, or nobody. Members always see themselves, whoever runs the club, and the owner.
- Discoverable — lets people find this club in search and request to join. Off until you turn it on; nothing arrives in Join requests while it is off.
- Show the club email and Show the club phone number — on the club's public entry
- Landing group — where members who join through public discovery arrive. They see only this group until you promote them.
- Payments — see below
- Hand the club over — see below
Payments
Members can pay for events through the app, and the money goes straight to the club — Wombu takes no cut. Connect starts it, Finish connecting and Check again pick up an application you left half done, and Open Stripe goes to the account itself.
An event's price is a number members read, not money that moves. Nothing breaks; the club simply collects it the way it always has.
Handing the club over
Hand the club over gives ownership to another manager. You stay in the club; they take the owner's seat. Choose the person, add a message if you want to explain why, and Offer it to them.
Nothing changes until they do. Until then the page says Waiting for … to answer, and you can cancel the offer. If there is nobody to hand it to, make somebody a manager first.
Calendar
At the very top of the menu, above the club switcher, because it is yours: every club you are in, in one month.
Filter it down to one club when a month gets busy.
Subscribing from your own calendar
Wombu gives you a private address you can paste into Apple Calendar, Google Calendar or Outlook. Your Wombu events then appear beside everything else in your life, and refresh on their own.
Anybody holding that link can read your calendar without signing in — that is the only way a calendar app can fetch on a timer. Do not put it in a shared document. If it gets out, regenerate it: every copy stops working at once, and you paste the new one back into your calendar app.
Notifications
Also above the switcher, and also yours: everything from every club you are in, newest first. Announcements, events, decisions, requests answered.
The panel shows them; it does not push them. A browser tab that is closed cannot buzz — that is the phone app's job.
Your profile
At the bottom of the menu, and it belongs to you rather than to any club.
- Photograph, first and last name, and an optional phone number with its country
- Language — 22 of them, and the choice is yours rather than the club's. A club with members from three countries reads the same announcement each in their own interface.
- Theme — light or dark
- Change password
Every other device is signed out — the phone included. That is deliberate: it is what makes changing your password useful after somebody else has had your old one.
Confirming your email
If your address is not confirmed yet, the page says so and offers to send the mail again. Confirm it: it is how you get your password back if you ever lose it.
Getting a copy of everything Wombu holds about you, and closing your account for good, are done in the phone app under its settings. They are not in the panel.