User Roles & Permissions
ReadyGolf supports multiple user types, each with specific permissions and capabilities. Understanding these roles helps ensure proper access control and efficient platform usage.
🏢 System Administrator
Overview: Highest level access for managing multiple golf clubs and system-wide configurations.
Key Responsibilities
- Multi-club Management: Oversee multiple golf clubs on the platform
- System Configuration: Configure global platform settings
- User Management: Manage all user accounts and permissions
- Security Oversight: Monitor system security and compliance
- Platform Updates: Manage system updates and maintenance
Permissions
- ✅ Full System Access: Complete access to all features and data
- ✅ Club Creation: Create and configure new golf clubs
- ✅ User Management: Create, modify, and delete any user account
- ✅ System Configuration: Modify global platform settings
- ✅ Security Management: Access security logs and compliance reports
- ✅ Billing Management: Oversee billing for all clubs
- ✅ Support Access: Access to premium support and escalation
Access Levels
- Data Access: All clubs and all data
- Feature Access: All platform features
- Configuration: Full system configuration rights
- Support: Priority support with direct escalation
🏌️ Club Administrator
Overview: Primary administrator for a specific golf club, responsible for club operations and member management.
Key Responsibilities
- Club Configuration: Set up and maintain club settings
- Member Management: Oversee member registration and management
- Staff Management: Manage club staff accounts and permissions
- Financial Oversight: Monitor club revenue and financial performance
- Integration Management: Configure third-party integrations
Permissions
- ✅ Club Configuration: Modify club settings and branding
- ✅ Member Management: Approve, modify, and manage member accounts
- ✅ Staff Management: Create and manage staff accounts
- ✅ Financial Reports: Access club financial data and reports
- ✅ Booking Management: Oversee tee-time booking operations
- ✅ Communication: Send club-wide communications
- ✅ Integration Setup: Configure HNA, Xero, and other integrations
Access Levels
- Data Access: Club-specific data only
- Feature Access: All club features
- Configuration: Club-level configuration rights
- Support: Club-level support access
🎯 Golf Club Member
Overview: Primary end-user who books tee times, manages their profile, and accesses member services.
Key Responsibilities
- Profile Management: Maintain personal and golf profile information
- Tee-Time Booking: Book and manage tee times
- Payment Management: Manage payment methods and account balance
- Communication: Receive club communications and updates
Permissions
- ✅ Profile Management: Update personal and golf information
- ✅ Tee-Time Booking: Book, modify, and cancel tee times
- ✅ Guest Management: Invite and manage guests
- ✅ Payment Management: Add payment methods and view transactions
- ✅ Lesson Booking: Book lessons with coaches
- ✅ Communication: Receive notifications and club updates
- ✅ Mobile Access: Use mobile app and PWA features
Access Levels
- Data Access: Personal data and club public information
- Feature Access: Member-specific features
- Configuration: Personal profile settings only
- Support: Member support access
🏆 Golf Coach
Overview: Professional golf instructor who manages lessons, clients, and coaching business.
Key Responsibilities
- Client Management: Manage student profiles and progress
- Lesson Scheduling: Set availability and manage lesson bookings
- Progress Tracking: Track student progress and maintain notes
- Business Management: Manage coaching business and finances
Permissions
- ✅ Client Management: View and manage student profiles
- ✅ Lesson Scheduling: Set availability and manage bookings
- ✅ Progress Tracking: Update student progress and notes
- ✅ Payment Processing: Process lesson payments
- ✅ Communication: Communicate with students
- ✅ Business Reports: Access coaching business analytics
- ✅ Profile Management: Maintain professional profile
Access Levels
- Data Access: Client data and personal business data
- Feature Access: Coaching-specific features
- Configuration: Personal and business settings
- Support: Coach-specific support access
👨💼 Club Staff
Overview: Club employees who operate point-of-sale systems and provide member services.
Key Responsibilities
- Point-of-Sale Operations: Process sales and manage inventory
- Member Services: Assist members with bookings and services
- Guest Registration: Register and manage guest access
- Daily Operations: Support daily club operations
Permissions
- ✅ POS Operations: Process sales and manage transactions
- ✅ Inventory Management: View and update inventory levels
- ✅ Member Services: Assist with member account management
- ✅ Guest Registration: Register and manage guest access
- ✅ Daily Reports: Access daily operational reports
- ✅ Communication: Send member communications
- ✅ Basic Configuration: Modify basic operational settings
Access Levels
- Data Access: Operational data and member service information
- Feature Access: Staff-specific features
- Configuration: Limited operational settings
- Support: Staff support access
🔐 Permission Matrix
| Feature | System Admin | Club Admin | Member | Coach | Staff |
|---|---|---|---|---|---|
| User Management | ✅ Full | ✅ Club | ❌ | ❌ | ❌ |
| Club Configuration | ✅ Full | ✅ Club | ❌ | ❌ | ⚠️ Limited |
| Member Management | ✅ Full | ✅ Club | ❌ | ❌ | ⚠️ Service |
| Tee-Time Booking | ✅ Full | ✅ Oversight | ✅ Book | ❌ | ⚠️ Assist |
| Financial Management | ✅ Full | ✅ Club | ⚠️ Personal | ⚠️ Business | ⚠️ POS |
| Communication | ✅ Full | ✅ Club | ⚠️ Receive | ⚠️ Clients | ⚠️ Service |
| Reporting | ✅ Full | ✅ Club | ⚠️ Personal | ⚠️ Business | ⚠️ Daily |
| Integration Setup | ✅ Full | ✅ Club | ❌ | ❌ | ❌ |
Legend: ✅ Full Access | ⚠️ Limited Access | ❌ No Access
🔄 Role Transitions
Upgrading Roles
- Member → Coach: Requires professional verification and approval
- Staff → Club Admin: Requires administrator approval and training
- Club Admin → System Admin: Requires platform-level approval
Role Changes Process
- Request Submission: User or administrator submits role change request
- Verification: Required documentation and qualifications verified
- Approval: Appropriate administrator approves the change
- Training: User completes required training for new role
- Activation: New permissions activated and user notified
Security Considerations
- Principle of Least Privilege: Users receive minimum necessary permissions
- Role-Based Access Control: Permissions tied to specific roles
- Audit Logging: All permission changes logged for security
- Regular Review: Periodic review of user permissions and access
🛡️ Security Best Practices
For Administrators
- Regular Audits: Review user permissions quarterly
- Principle of Least Privilege: Grant minimum necessary access
- Documentation: Maintain records of permission changes
- Training: Ensure users understand their role responsibilities
For Users
- Password Security: Use strong, unique passwords
- Two-Factor Authentication: Enable 2FA for enhanced security
- Session Management: Log out when not actively using the system
- Report Suspicious Activity: Immediately report any security concerns
Need to understand a specific role better? Check out our detailed user guides for comprehensive information about each user type.