Profiles & roles
Profiles determine what each user can do in the application: view calendars, manage other users' bookings, and administer the club. The subscription defines booking rights. The profile defines access rights to features.
Understanding the default profiles
Four profiles are created with your club:
- Administrator: all permissions.
- Activity leader: limited management permissions, suited to an instructor or reception desk.
- Member: access to their account, calendars, and messaging. This is the standard profile for players.
- Visitor: access to their account and calendars, without messaging.
The Administrator and Member profiles cannot be deleted. You can modify the permissions for each profile and create as many as you need.
Create or adapt 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 permissions in the four tabs: My Account, Booking, Messaging and Administration.
- Click Save.
Each permission includes a detailed explanation. Read it before ticking the box, as several options have broader effects than their label may suggest.
You can then assign the profile on the user record, in the Access Rights section, or in bulk via Quick Edit.
Delegate booking management
The Booking tab contains permissions reserved for managers: booking for other users, booking with a club label or an annotation, booking with repetition, and overwriting existing bookings. We do not recommend enabling these permissions on standard profiles.
For the permission to book for other users, two lists limit the scope: Authorized Profiles and Authorized Subscriptions. For example, a reception host can book for members and visitors, but not for administrators.
Two permissions deserve special attention:
- Book with Repetition opens the repetition window. The user can then freely modify times, repeat a time slot over several days, several calendars, and several weeks. This is the tool that lets you plan an entire season in just a few clicks. For the same reason, it should be reserved for administrators.
- Book with an annotation allows messages to be overlaid on time slots, such as “AVAILABLE IF WEATHER IS GOOD”.
Enable 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) reapplies these rules: it becomes impossible to book for a suspended account, an expired subscription, or a reached quota.
Conversely, the Ignore the subscription and its restrictions permission (Administration tab) exempts the profile holder from all the rules of their own subscription. Reserve it for administrators.
Restrict a manager's scope
The permission to manage users can also be limited. Under Authorized Profiles & Subscriptions (Administration tab), the Authorized Profiles and Authorized Subscriptions lists determine which records the profile holder can open and modify.
This setting makes delegation safe: an activity leader in charge of the tennis school can manage members and visitors, but cannot see or modify administrator accounts. They therefore cannot assign themselves permissions or edit the committee's records.
