Club Administrator Guide

Welcome to the Club Administrator Guide! This comprehensive guide covers everything you need to know to effectively manage your golf club using ReadyGolf. Whether you're setting up a new club or optimising an existing operation, this guide will help you maximise the platform's capabilities.

🎯 Administrator Overview

As a Club Administrator, you have access to the most comprehensive set of tools and features in ReadyGolf. Your role is crucial for the success of your golf club's digital transformation and operational efficiency.

Key Responsibilities

Club Configuration: Set up and maintain club settings and branding
Member Management: Oversee member registration, approval, and management
Staff Management: Manage staff accounts, permissions, and training
Financial Oversight: Monitor revenue, expenses, and financial performance
System Integration: Configure third-party integrations and services
Reporting & Analytics: Access comprehensive business intelligence

Administrator Dashboard

The Administrator Dashboard provides a central hub for all club management activities:

Real-time Metrics: Live club performance indicators
Quick Actions: Common administrative tasks
Recent Activity: Latest system events and member actions
Alerts & Notifications: Important system notifications

Complete Registration Form
- Club name and contact information
- Physical address and location details
- Primary contact person details
- Club specifications and amenities
Verification & Approval
- Documentation review (24-48 hours)
- Club verification and validation
- Account activation notification
- Welcome package and setup guide
Initial Configuration
- Club branding and customisation
- Membership tier setup
- Staff account creation
- Payment gateway configuration

2. Club Branding & Customisation

Logo & Branding: Upload club logo and brand assets
Colour Scheme: Customise platform colours to match club branding
Contact Information: Set up club contact details and social media
Club Description: Add detailed club information and amenities
Photo Gallery: Upload club photos and course images

3. Membership Configuration

Membership Tiers: Define different membership levels and pricing
Benefits & Privileges: Set up tier-specific benefits and access
Pricing Structure: Configure membership fees and payment schedules
Approval Workflows: Set up membership application processes
Guest Policies: Define guest access and pricing policies

Advanced Configuration

Payment Gateway Setup

Stripe Integration
- Connect Stripe account for payment processing
- Configure webhook endpoints
- Set up payment methods and currencies
- Test payment processing
Xero Integration
- Connect Xero accounting system
- Configure chart of accounts mapping
- Set up automated reconciliation
- Test financial data synchronisation
HNA Integration
- Configure Handicap Network Association connection
- Set up handicap data synchronisation
- Configure member handicap import processes
- Test handicap data accuracy

Member Application
- Member submits online application
- System validates required information
- Application queued for administrator review
- Email notification sent to administrator
Administrator Review
- Review member application details
- Verify member information and qualifications
- Check membership tier eligibility
- Approve, reject, or request additional information
Account Activation
- System creates member account
- Welcome email sent to new member
- Member profile setup instructions provided
- Member access granted to platform

Member Profile Management

Personal Information: Update member contact and personal details
Golf Profile: Manage handicap, preferences, and golf history
Membership Status: Track membership tier and status
Payment Information: Manage payment methods and billing
Communication Preferences: Set up notification preferences

Member Communication

Bulk Communication Tools

Email Campaigns: Send club-wide announcements and updates
SMS Notifications: Send urgent notifications via text message
In-App Messages: Send platform notifications to members
Newsletter Management: Create and distribute club newsletters

Communication Templates

Welcome Messages: Automated welcome communications
Event Notifications: Tournament and event announcements
Maintenance Alerts: Course maintenance and closure notices
Policy Updates: Club policy and rule changes

Member Analytics

Membership Trends: Track membership growth and retention
Usage Analytics: Monitor member engagement and activity
Demographic Analysis: Understand member demographics
Satisfaction Metrics: Track member satisfaction and feedback

Invitation System
- Administrator sends staff invitation
- Staff member receives email invitation
- Staff completes registration process
- Account activated with appropriate permissions
Role Assignment
- Assign appropriate staff roles
- Configure role-specific permissions
- Set up access to relevant features
- Provide role-specific training

Staff Roles & Permissions

Pro Shop Staff: POS access, inventory management, member services
F&B Staff: Food and beverage sales, inventory tracking
Course Maintenance: Course status updates, maintenance scheduling
Reception Staff: Member check-in, guest registration, general assistance

Staff Training & Support

Training Modules: Role-specific training materials
User Guides: Detailed guides for each staff role
Video Tutorials: Step-by-step video instructions
Support Resources: Access to help and support materials

Staff Performance Monitoring

Activity Tracking: Monitor staff system usage and activity
Performance Metrics: Track staff productivity and efficiency
Training Progress: Monitor staff training completion
Feedback System: Collect and manage staff feedback

Membership Fees: Track membership payments and renewals
Green Fees: Monitor guest and visitor fees
Pro Shop Sales: Track retail and equipment sales
F&B Revenue: Monitor food and beverage sales
Lesson Revenue: Track coaching and lesson income
Event Revenue: Monitor tournament and event income

Financial Reporting

Daily Reports: Daily revenue and transaction summaries
Monthly Reports: Comprehensive monthly financial reports
Annual Reports: Year-end financial analysis and planning
Custom Reports: Create custom financial reports as needed

Expense Management

Expense Tracking: Monitor club expenses and costs
Budget Management: Set and track budget targets
Vendor Management: Manage vendor relationships and payments
Cost Analysis: Analyse cost trends and optimisation opportunities

Xero Integration

Automated Reconciliation: Automatic financial data synchronisation
Chart of Accounts: Map ReadyGolf categories to Xero accounts
Invoice Management: Automated invoice generation and tracking
Financial Reporting: Access comprehensive financial reports

Membership Metrics: Member count, growth rate, retention rate
Revenue Metrics: Total revenue, revenue per member, revenue growth
Usage Metrics: Tee time utilisation, course usage patterns
Operational Metrics: Staff productivity, system usage, efficiency

Custom Reports

Membership Reports: Detailed membership analysis and trends
Revenue Reports: Comprehensive revenue analysis and forecasting
Usage Reports: Course and facility usage analysis
Operational Reports: Staff and operational efficiency reports

Data Export & Analysis

Export Capabilities: Export data in various formats (CSV, Excel, PDF)
Data Analysis Tools: Built-in analysis and visualisation tools
Custom Dashboards: Create custom dashboards for specific needs
Scheduled Reports: Automate report generation and distribution

Club Information: Update club details and contact information
Operating Hours: Set club operating hours and availability
Holiday Calendar: Configure holiday and closure dates
Maintenance Schedule: Set up course maintenance schedules

Feature Configuration

Booking Settings: Configure tee time booking rules and policies
Payment Settings: Manage payment methods and policies
Communication Settings: Configure notification and communication preferences
Integration Settings: Manage third-party integrations

Security & Access Control

User Access Management: Monitor and manage user access
Security Settings: Configure security policies and settings
Audit Logs: Review system activity and security logs
Backup & Recovery: Manage data backup and recovery procedures

System Maintenance

System Updates: Manage platform updates and maintenance
Performance Monitoring: Monitor system performance and health
Troubleshooting: Access troubleshooting tools and resources
Support Requests: Submit and track support requests

🚀 Best Practices

Operational Excellence

Regular Reviews: Conduct regular system and process reviews
Staff Training: Ensure ongoing staff training and development
Member Feedback: Regularly collect and act on member feedback
Continuous Improvement: Continuously improve processes and procedures

Data Management

Data Quality: Maintain high data quality and accuracy
Regular Backups: Ensure regular data backup and recovery testing
Data Security: Implement and maintain data security best practices
Compliance: Ensure compliance with data protection regulations

Member Experience

Proactive Communication: Maintain proactive member communication
Quick Response: Ensure quick response to member inquiries and issues
Personalisation: Personalise member experiences and communications
Value Delivery: Continuously deliver value to members

🆘 Support & Resources

Administrator Support

Help Documentation: Access comprehensive help documentation
Video Tutorials: Watch step-by-step video tutorials
Training Resources: Access training materials and resources
Best Practice Guides: Review best practice guides and recommendations

Technical Support

Support Portal: Access the ReadyGolf support portal
Live Chat: Get real-time support via live chat
Email Support: Submit support requests via email
Phone Support: Contact support via phone for urgent issues

Community Resources

Administrator Forum: Connect with other club administrators
Best Practice Sharing: Share and learn best practices
Feature Requests: Submit feature requests and suggestions
Success Stories: Learn from other clubs' success stories

Need help with a specific aspect of club administration? Check out our detailed feature guides for comprehensive information about specific ReadyGolf features.

Club Administrator Guide

On this page