Registering a new club and setting up its inventory

A new organization can request a club during TIM registration.

New-club registration flow #

1. The first representative creates an individual My-Trains.com account.
2. In Club membership, the representative chooses Create a new club.
3. The representative enters the club name and optional details.
4. TIM notifies the site administrator of the new account and club request.
5. A site administrator reviews and approves the new club request.
6. TIM creates the shared club inventory and assigns the requester as its first Manager.
7. A site administrator separately changes the requester's TIM Status from Pending approval to Active or Trusted.

Only a site administrator can approve the creation of a new club. This prevents duplicate, mistaken, or abusive club inventories. The first Club Manager can begin work after both the club request and TIM account are approved.

Initial setup checklist #

• Open the new club inventory and confirm its name under Inventory Settings.
• Review the upload limits shown in Inventory Settings.
• Open Club Administration and follow the four-step Manager checklist.
• Add a second trusted Manager when practical.
• Add registered members or send 14-day invitations.
• Assign Viewer or Editor unless a person truly needs Manager authority.
• Review notification preferences for maintenance, loans, and other reminders.
• Decide who is responsible for data standards, large imports, and backups.
• Add a few representative records manually before importing a large spreadsheet.
• Download a portable backup after the initial import and keep it outside My-Trains.com.

Personal and club data remain separate #

The Club Manager's personal collection is not copied into the club inventory merely by joining or creating a club. Always check the active inventory name before adding or importing records. If an entire eligible Personal inventory should become the new club inventory, request the administrator-reviewed in-place conversion from Membership. Use reviewed export and import only when moving selected records between two inventories is actually intended.