Managing users day to day

User management centralizes all your club records: contact details, login credentials, subscription, credits, notes, and trash. It is your entry point for all day-to-day operations.

Open and edit a user record

1. Go to Administration›Users›User Management.
2. Search by last name, first name, year of birth, or license number, or refine the list with Filters.
3. Click the user to open their record.

The record brings together the sections Login Credentials, Access Rights (profile, subscription, groups), Contact Information, Information, Notifications & Privacy, Find a Partner, and Operation History. To create a user, click New.

Read the alert banners on the record

Before handling a request, check the banners displayed at the top of the record: they explain most “I can’t book” issues.

• Expired subscription, or subscription with a start date that has not yet arrived.
• Unpaid subscription: the user cannot book until the payment has been recorded.
• Pending orders, with a direct link to the relevant orders.
• Suspended account, with the date, the person who suspended it, and the recorded reason.
• Temporary block: the record indicates until when and why. The Unlock Access button lifts the penalty immediately.

Enter multiple e-mail addresses

The record provides two e-mail fields: the second appears under the label Email 2. Notifications and login credentials are sent to all entered addresses.

Reset a password

1. Open the record, section Login Credentials.
2. Click Reset: a new password is suggested.
3. Click Save: the new password is sent by e-mail to the addresses entered on the record.

If no address has been entered, the application asks you to enter one before sending. Then check the e-mail log to confirm that the message was delivered: this is the best way to tell the difference between an incorrect address and a user who has not checked their spam folder.

Suspend or reactivate an account

1. On the record, use the Suspend / Reactivate button.
2. If needed, enter a reason via Reason for Suspension (optional): it will be shown to the user if they try to sign in.
3. Enable Send a Notification (E-mail / Push) to notify the user.

A suspended account can no longer sign in until it is reactivated by the club. You cannot suspend your own account.

Add notes and reminders

The Notes button on the record opens the user’s internal notes and displays their number: record a comment, choose a priority, and add a reminder date if needed.

You can then find all club notes in Administration›Users›Notes & Reminders, with filters by user, author, or period, and mark reminders as handled. This is the right place to track anything that does not fit into any field: promised medical certificate, check to deposit, ongoing dispute.

View and adjust credits

The record displays the Credits and Guest Passes balances when the subscription uses them. The Show details link specifies on which calendars and time ranges these credits can be used: the same balance does not necessarily give access to all courts.

1. Click Add / Remove to adjust a balance, with an optional note.
2. Click Operation History to track each movement: purchase, booking, cancellation, manual allocation.

A negative balance is displayed in red: this indicates that a manager booked for this user even though their counter was empty.

Find all activity for a user

The More button on the record opens a shortcut menu, all already filtered for this user: Booking Log, Upcoming Bookings, Guest Pass Log, Booking Trends, Heat Map, Invoices & Transactions, Login Log, and Operation History.

This is the shortest path for investigating a complaint: instead of opening each log and re-entering the name, start from the record and let the filter apply automatically.

Limit authorized partners

You can restrict the list of people with whom a user can book.

1. On the record, open the Notifications & Privacy section.
2. Click Show Settings, next to Privacy.
3. Under Authorized Partners, enable Restrict the Partner List, then select the partners.

The user cannot change this setting themselves, even if you otherwise allow them to manage their privacy.

Do not confuse this setting with Book with him, located just above it: that setting decides who is allowed to add this user to a booking, while Authorized Partners decides who this user is allowed to book with.

Move to trash, restore, or delete

1. Select one or more users, then choose Delete from the Actions menu: they are first moved to the trash.
2. Display the trash from the filters to Restore a user, Restore All, or Empty the Trash.

Users in the trash are not counted in your club’s subscription.