Quick answer
Under Communication, open Groups and create one with a name, members and permissions. Link teams to keep the audience in sync, decide whether families can write and archive the group when it ends.
Communication groups are for ongoing conversations between the club, staff and families. Unlike an announcement, they keep a shared thread; unlike a direct conversation, they can include whole teams and synchronise their members when the roster changes.
Before you start
Define the group’s purpose, who needs to take part and whether families can reply. Do not create a group when a one-off announcement is enough. Messages are linked to the club and stored securely, but you should not post unnecessary sensitive information.
Step by step
1. Create the group
Open Communication → Groups and select Create group. Enter a clear name and, if it helps people recognise it, add a description and photo. The list separates active and archived groups and lets you search by name.
If your club has the training workspace, Send message → Communication group in the On the floor view opens group creation with the teams you ticked already linked. Enter the name and review the members before saving it; Back to On the floor takes you back to training.
2. Add teams and people
Under Members, link one or more teams. Clybo’ adds their coaches and each athlete’s main guardian, and keeps that part of the audience synchronised. You can also add guardians or staff individually. Check the audience count before saving.
When you add or remove an athlete from a linked team, the chat audience updates within seconds. The same happens when their main guardian or the team’s coaches change. Changes are checked every 10 seconds, and the open inbox for families and staff also updates every 10 seconds; it may take longer when many additions are made or there is a temporary issue. You do not need to save the chat again or wait until the next day. If there is an interruption, pending changes are recovered automatically.
Only the main guardian joins automatically. People added individually remain even if they leave the team; remove them from the group when appropriate. If they rejoin, they keep the history limit they already had.
3. Set permissions and history
Under Settings, decide whether families can write. If you turn this off, the group works as a noticeboard: the club and staff can still post. Also decide whether new members can see the history from before they joined.
4. Confirm changes that affect access
When you remove a team, Clybo’ shows how many people may lose access. It also asks for confirmation before changing an open conversation into a noticeboard. Check these figures so you do not exclude families who still need the thread.
5. Post and moderate
Open the group to send text or up to five attachments. You can edit your messages for 15 minutes. Administrators can delete any message when needed; the thread keeps an indicator for deleted content and marks edits.
6. Archive or reactivate
When the activity ends, archive the group and enter the reason. It remains available to view but is read-only. You can reactivate it if the same space is needed again.
If something goes wrong
- A family from the team is missing: check the athlete’s link and who is listed as the main guardian.
- Families cannot reply: check the writing option; in noticeboard mode, only the club and staff can post.
- A new member cannot see old messages: access to history depends on the setting chosen for the group.
- The group does not accept messages: it may be archived; reactivate it if the conversation needs to continue.
Next step
For one-off communications, use Create and send a club announcement. For individual support, see Manage conversations with families.