For the team manager
Run the outfit,
end to end.
Build the roster, look after the karts, run the workshop, bill your drivers and organise race weekends, from the portal and the app.
Roster, roles and approvals
Start your team, bring people in by invite or join request, and give everyone the right role. Parents are linked to their own driver, and anyone can be ticked as a mechanic without changing their role.
In practiceOver the winter a Kimbolton club team invites three new Cadets by their tags from the portal, and each one accepts in the app. One dad sends a join request from his own account. The manager approves it, sets him to Parent and links him to his son, so the roster shows who belongs to whom. She then ticks Mechanic on her own row and on her senior driver's row, because both of them spanner for the Cadets on test days.
Kart and engine register with custody
Keep a register of every chassis, engine and spare, whether it belongs to the team, a driver or you, and always know who has it.
In practiceBefore the first round at PFI, the manager assigns a team chassis and a Rotax engine to a new Senior driver in the portal, and he sees both under My kit on his phone. Mid-season she updates the engine's hours and the register flags 'Rebuild due', so she takes it back in. The custody history shows exactly who ran it and when.
Kart hire and storage
Hire kit out to your members and store drivers' karts at a set rate, without double-booking anything or forgetting a storage fee.
In practiceA Cadet driver on the team books a team Mini Max kart for a Saturday at Shenington. The manager photographs the kart at handover, which raises the hire charge, and again when it comes back. A second driver asks for the same kart that weekend, and the booking is refused with the clash named. On the 1st of the month she runs the recurring storage charges, and the winter storage fees for the three privateer karts in the unit go into the charges.
Test days, practice and coaching, with capacity
Publish the dates you're running, cap the places, approve who's coming and decide what a late cancellation costs. Attendance is what raises the charge.
In practiceBefore round 3 at Whilton Mill, the manager publishes a Friday test day from the portal with 6 places, charged on attendance. Drivers commit from the app and she approves the first six from her phone, while the seventh goes on the waitlist. Two days out, one family asks to cancel and sees the late fee before they send it. She waives the fee because the driver is ill. After the day she marks attendance, which raises the test-day charges.
Mechanic allocation
Put a named mechanic with each driver for the day, so nobody is accidentally double-booked and the support is billed correctly.
In practiceFor a Saturday practice at Rowrah, the manager allocates her most experienced mechanic to a Junior X30 driver at an hourly rate. She allocates a second mechanic to two Cadets, setting the driver limit to 2 on both allocations. On Sunday evening she marks all of them delivered in the portal, and the charges go into the charges pool.
Workshop jobs, quotes and parts stock
Run the workshop on job cards with parts and labour. Jobs that cost more than a threshold you set wait for the driver's approval, and every stock movement is recorded.
In practiceAfter a first-lap tangle at Clay Pigeon, the manager opens a crash-damage job on a driver's kart in the portal, adds a track rod, a steering column and two hours' labour, and quotes it. The total is above the team's approval threshold, so the job waits until the driver approves the quote on his own account in the app. She then starts the job, completes it, and the charge goes onto his account.
Charges pool, invoices and statements
Every charge from hire, storage, test days, mechanics, the workshop, tyres and entries collects in one pool, and you turn it into numbered invoices. AVB takes no cut and takes no payments. Drivers pay you by bank transfer.
In practiceAt the end of June the manager runs Bill the month in the portal as drafts: eight drivers, eight invoices covering test days, mechanic support, tyres and entry fees. She checks the drafts and issues them. A week later one driver points out a test day he cancelled in time, so she raises a credit note against his invoice. She can't edit an issued invoice, so the credit note is how it gets corrected.
Payment approval and aged debt
When a driver taps 'I've paid' in the app, you check the bank and confirm in the portal what actually arrived. Your figure is the one that counts.
In practiceA Senior driver taps 'I've paid' for £420 against his invoice in the app. When the manager checks the bank, £400 has arrived, so she approves £400 in the portal. The portal shows £20 still owed on that invoice, and it stays on his statement.
Race weekends: entries, tyre pool and running order
Plan the season's meetings, manage the entry list and entry fees, issue tyre sets from a pool and publish the weekend running order, which your drivers then see in the app.
In practiceFor a national round at Larkhall, the manager enters four drivers across Junior X30 and Senior X30 in the portal and confirms them, so the entry fees go into the charges. She issues each driver a set of slicks from the pool and builds the running order for qualifying and the heats. When she tries to put the one spare chassis in two heats that start together, it's refused. The drivers open the meeting on their phones to see their tyre set and their sessions.
Team plan bands, member-plan approvals and your Premium analytics
Choose a band by the number of drivers. It turns on Premium-level analytics for you and lets your drivers take Premium at £9 a month. Drivers ask for it, you approve, and they pay.
In practiceA family-run Cadet outfit with four drivers chooses Crew. In the spring a fifth driver joins, then a sixth, and nothing is blocked: the plan card just suggests moving up a band at renewal. Two of the drivers ask for the £9 member plan from their team page, and the manager approves both from the team plan screen in the app. The team still pays only the band. Each driver pays for their own plan.
