An organization is the thing that outlives any one event: your club, your league, your hub page, your money, and the people who help you run it.
Everything here lives on your organization's dashboard under Organizations.
Your hub
The hub is your public page. It is only public once your organization is verified — that rule is enforced in the database rather than in the interface, so an unverified hub is genuinely not reachable rather than merely unlinked.
Verification has several routes depending on what you can show: payment details you have already given, proof you control a domain, or a review by hand. If your name collides with a well-known organization, domain-level proof is required.
People
Members are the people with a role here. The roles matter:
- OWNER and ADMIN can change things that cost money or expose data.
- STAFF can run an event — arrivals, scores, messages — without being
able to move where the money goes.
That split is deliberate and it is why a few screens are ADMIN-only even though STAFF read plenty elsewhere: a clearance list, your discount codes and the full export are each a different kind of concentrated risk.
Money
Payments connects the account that takes registrations. It belongs to the organization rather than to an event, so you connect it once.
The price is one number: 6% of registration revenue, card processing included, $1 minimum. There is no setup fee, no monthly fee and no per-player charge. Financial aid is exempt — the platform does not earn on hardship.
- Refund policies are yours to set, per event, and they bind at checkout.
- Credits move a registrant's money to a future event instead of sending
it backward, which costs nobody a card fee.
- Discount codes are yours, live across your events, and can be limited
to one. A code can take money off an entry but never all of it — to cover somebody entirely, approve financial aid instead.
Nothing is ever charged to a card you have on file, because there is no card on file. Enforcement is about access, never about billing you by surprise.
Compliance
Clearances records what your organization says it has seen — background checks, SafeSport. UltiHQ tracks status; it does not run checks and never claims to.
Youth events have their own requirements, including chaperones and signed waivers before a minor plays.
Bringing data in, and taking it out
Import your members takes a CSV export from another platform. Upload it and nothing is written until you have seen exactly what would happen: how many rows would be created, how many match somebody already here, and which columns were not recognized. Every column carrying data has to be mapped or set aside before the import will run — UltiHQ will not guess, because a wrong guess loses data quietly.
Nobody is emailed by an import. Each person claims their profile the first time they sign in with the address you imported.
Export everything is the other direction, and it has no conditions. One click, no approval step, no waiting period, and no account standing required — including an account in arrears. You get your members, events, results, registrations and financial records, with a manifest saying exactly what is in the file and what is deliberately not.
Things that catch people out
An event needs a payment account before it can take registrations. Every event is paid; there is no free path. A sandbox event is for trying things out and never takes real entries.
Verification gates your hub, not your events. You can run an event before your hub is public.
Members are not players. Somebody on a roster is not a member of your organization, and a member is not automatically on any roster.
Still stuck
Write to contact@ultihq.com. Say which organization and what you were trying to do, and if something refused you, quote the words it used.