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Quick Start Guide - Club President

Everything a club president needs to know to get started with Viratrip

1. Create your account

Sign up

  1. Open the Viratrip app or go to app.viratrip.com
  2. On the home screen, tap Create account
  3. Choose your sign-up method:
    • Email and password: enter your email address and a password
    • Google: sign in with your Google account
    • Apple: sign in with your Apple ID
Viratrip login page
Login page with Google, Apple, and Email options
Account creation page
Account creation form

Password requirements

If you choose email sign-up, your password must contain:

  • At least 8 characters
  • At least 1 letter
  • At least 1 digit
  • At least 1 special character

Email verification

After signing up, a verification email is sent to you. Click the link in the email, then return to the app and tap I’ve verified my email.

Email verification page
Email verification screen

Complete your profile

The app then invites you to complete your profile:

  1. Enter your first name and last name
  2. Add a profile photo (optional but recommended)
  3. Tap Save
Profile onboarding page
Complete your profile with your first and last name
Tip : Use a recognizable photo — your members will identify you more easily.

2. Create your club

Access club creation

Once logged in, you arrive on the home page. If you don’t have a club yet, the app will directly prompt you to create one.

Empty home page
Empty home page with the Create a Club button
  1. Tap + Create a Club

Fill in club information

FieldRequiredDescription
Club nameYesYour club’s name as it will appear in the app
DescriptionYesDescribe your club in a few lines (vehicle types, region, vibe…)
LogoNoSquare image representing your club (100x100 px recommended)
LocationNoMain city or region of your club
WebsiteNoYour club’s website URL (if any)

Choose privacy mode

Choose the mode that best fits your club:

ModeVisibilityMembership
PrivateClub does not appear in searchOnly admins can invite members
ProtectedClub is visible in searchUsers can request to join (approval required)
PublicClub is visible in searchAnyone can join freely
Filled club creation form
Club creation form with information filled in
Recommendation : **Protected** mode offers a good balance between visibility and control. Your club will be discoverable, but you keep control over memberships.

Tap Save to create your club. Congratulations, you are now a club president!

Club home page
Your club is created! Here is your club's home page

3. Create your first route

A route (called “highlight” in the app) is a path you can later associate with an event. Go to the Routes section in the menu.

Empty routes page
Routes page with the Create a route button

There are two methods to create a route:

This is the simplest method if you already know the route.

Step 1: Trace the route

  1. Tap + Create a route
  2. On the interactive map, tap the waypoints in order
  3. The app automatically calculates the road between each point
  4. Estimated distance and duration are displayed in real time
  5. You can add, move, or delete waypoints
  6. Tap Next

Step 2: Route details

FieldRequiredDescription
Route nameYesA meaningful name (e.g., “Alpilles Loop”, “Napoleon Road”)
DescriptionNoDetails about the route, points of interest, difficulty…
PrivacyYesAll club members, Administrators only
TagsNoKeywords to categorize the route

Method B: Import a GPX or KML file

If you have an existing trace file:

  1. Choose Import a file
  2. Select your GPX or KML file
  3. The app automatically extracts the waypoints
  4. Complete the route details
Tip : Create at least one route before creating your first event — you'll be able to link it directly.

4. Create your first free event

Access event creation

From your club page or the Events menu, tap + Create an event.

For your first event, a popup informs you it’s a premium feature, but the first event is free.

Premium feature popup
The first event is free! Click Create a free event

Fill in the information

FieldRequiredDescription
Event nameYesE.g., “Club inaugural ride”, “Sunday cruise”
DescriptionNoSchedule, instructions, required level…
Meeting pointNoGathering location (address search)
Start date and timeYesMust be in the future
End date and timeNoMaximum duration: 8 days
Max participantsYesFrom 1 to 50 participants
Filled event creation form
Event form with name, description, and Private event option disabled

Choose privacy

ModeDescription
Private event (enabled)Only club members can participate
Public event (disabled)Anyone with the event code/link can participate
For a first event : Disable "Private event" if you have participants who are not members of your Club. They will be able to access the event using an event code.

Add routes (optional)

  1. In the Routes section, tap + Add a route
  2. Select one or more routes from your club
  3. Add the planned start time for this route
  4. Participants will be able to follow these routes during the event with GPS navigation

Tap Save. The event is created!

Event list with created event
Your event appears in the list with its status
During the event : Real-time tracking lets you see participants' positions on the map. Handy to make sure no one gets lost!

5. Manage club members

Access member management

From the menu, click on Members. You’ll see the current member list and two tabs: Invitations and Pending.

Member management page
Members page with the member list, search, and Invitations / Pending tabs

Invite members

To invite members to your club, they must have a Viratrip account. The easiest way is for them to download the Viratrip app on their phone and create an account.

Easy : The "Send invitation" button allows you to easily send an email to your members with a link to download the app.

Once your members have created their account, you can invite them to the club:

  1. Go to the Invitations tab
  2. Search for a Viratrip user by name
  3. Tap the Invite button next to their profile to send them an invitation to join the club
  4. The user receives a notification and can accept or decline via the mobile app
Tip : Ask your future members to sign up on Viratrip beforehand so you can invite them directly.

Handle membership requests

For clubs in Protected mode, users can search for and request to join the club:

  1. Go to the Pending tab
  2. For each request, you can:
    • Accept: the user becomes a club member
    • Decline: the request is removed

Member roles

RoleRights
Owner (you)Full rights: manage club, members, routes, and events
AdministratorManage members, routes, and events
MemberView content and participate in events