Profiles & roles
Profiles determine what each user can do in the application: view calendars, manage other people's bookings, administer the organization. The subscription sets booking rights; the profile sets access rights to features.
Understanding the default profiles
Four profiles are created with your organization:
- Administrator: all rights.
- Activity leader: limited management rights, suited to a coach or to the front desk.
- Member: access to their account, to the calendars and to the messaging. This is the standard profile for players.
- Visitor: access to their account and to the calendars, without messaging.
The Administrator and Member profiles cannot be deleted. You can change the rights of each profile and create as many as you need.
Creating or adapting a profile
- Go to Administration›Users›Access Rights›Profiles & Roles.
- Click New Profile, or open an existing profile; the Duplicate button copies a profile that is close to what you need.
- Tick the rights in the four tabs: My Account, Booking, Messaging and Administration.
- Click Save.
Each right comes with a detailed explanation: read it before ticking, as several options have wider effects than their label suggests.
The profile is then assigned on the user's record, in the Access Rights section, or in bulk via Quick Edit.
Delegating booking management
The Booking tab contains rights reserved for managers: booking for other users, booking with a club label or an annotation, booking with repetition, overwriting existing bookings. Enabling these rights on standard profiles is not recommended.
For the right to book for other users, two lists limit the scope: Authorized Profiles and Authorized Subscriptions. A front desk assistant will be able to book for members and visitors, for example, but not for administrators.
Two rights deserve particular attention:
- Book with Repetition opens the repetition box: the user can then freely change the times, repeat a time slot over several days, several calendars and several weeks. It is the tool that lets you plan a whole season in a few clicks — and, for the same reason, a tool to be reserved for administrators.
- Book with an annotation allows messages to be overlaid on time slots, such as "FREE IF FINE WEATHER".
Enabling restrictions for managers
By default, a manager who books for a user bypasses the rules of that user's subscription. The Enable Restrictions option (Booking tab) re-applies these rules: it becomes impossible to book for a suspended account, an expired subscription or a quota that has been reached.
Conversely, the Ignore the subscription and its restrictions right (Administration tab) exempts the holder of the profile from all the rules of their own subscription: reserve it for administrators.
Restricting a manager's scope
The right to manage users can also be limited. Under Authorized Profiles & Subscriptions (Administration tab), the Authorized Profiles and Authorized Subscriptions lists determine which records the holder of the profile can open and modify.
This is the setting that makes delegation worry-free: an activity leader in charge of the tennis school manages members and visitors, but can neither see nor modify administrator accounts — so they can neither grant themselves rights nor touch the committee's records.
