ClubPapel uses a role-based permission system to control what your staff can access and do in the system.

Understanding User Roles

There are two main employee roles in ClubPapel:

Admin

Administrators have full access to everything in ClubPapel:

  • All tee sheet and tee time management
  • Club settings and appearance
  • Staff management (adding/removing users)
  • Billing and subscription management
  • Course configuration
  • Security settings
  • Reports and analytics

Use for: Club managers, owners, or senior staff who need complete system access.

Staff

Staff members have access to day-to-day operations but cannot change settings:

  • View and edit the tee sheet
  • Create and manage tee times
  • Check in players
  • View their own profile

Cannot access:

  • Administration pages
  • User management
  • Club settings
  • Billing information

Use for: Front desk staff, pro shop employees, or anyone handling tee times.

Viewing Current Users

To see all staff members:

  1. Navigate to Administration → Users (Admin only)
  2. You'll see a list of all employees with:
    • Name and email
    • Current role (Admin or Staff)
    • Status (Active or Inactive)

Changing a User's Role

Only Admins can change user roles.

To change someone's role:

  1. Go to Administration → Users
  2. Find the user in the list
  3. Click the Role dropdown next to their name
  4. Select either Admin or Staff

The change takes effect immediately. If someone is logged in when you change their role, they'll need to refresh their browser to see the changes.

:::caution Be careful when changing roles! If you accidentally change an Admin to Staff, they'll lose access to the Administration section and won't be able to change it back. :::

Deactivating Users

To temporarily or permanently remove access:

  1. Go to Administration → Users
  2. Select the user(s) you want to deactivate
  3. Click Deactivate
  4. Confirm your choice

What happens when you deactivate a user:

  • They can no longer log in
  • Their account and history are preserved
  • You can reactivate them later if needed

:::tip Use deactivation instead of deletion for:

  • Seasonal employees
  • Staff on leave
  • Former employees (to preserve audit history) :::

Inviting New Staff Members

To add a new employee to your team:

  1. Go to Administration → Users
  2. Click Invite in the top right
  3. Enter their:
    • Email address
    • Full name
    • Role (Admin or Staff)
  4. Click Send Invitation

They'll receive an email with instructions to set up their account and password.

:::note Coming Soon: The invite feature is currently being developed. For now, contact support to add new staff members. :::

Custom Permissions (Advanced)

While most staff will use the standard Staff role, you can customize permissions for specific employees:

Common Custom Permission Sets

Pro Shop Manager:

  • Tee sheet access (read only)
  • Full inventory management
  • No tee time booking ability

Front Desk Lead:

  • Full tee sheet access
  • Tee time management
  • Basic course information viewing

Event Coordinator:

  • Tee sheet management
  • Event creation and blocking
  • No regular tee time booking

:::note Coming Soon: Custom permissions will be available in a future update. Currently, you can choose between Admin and Staff roles. :::

What Staff See vs. Admins

Staff View

When a Staff member logs in, they see:

  • Tee Sheet - Full access to view and edit bookings
  • Tee Times - View and manage tee times
  • Profile - Their own account settings
  • No "Administration" menu item

Admin View

Admins see everything Staff see, plus:

  • Administration menu in the navigation
  • Full sidebar with all settings pages
  • User management
  • Billing and subscription info
  • All configuration options

Best Practices

Role Assignment

  • Start with Staff role - Give new employees Staff access first. You can always promote them later.
  • Limit Admins - Only 2-3 people should be Admins to reduce security risks.
  • Review quarterly - Check user roles every few months to ensure they're still appropriate.

Security

  • Deactivate immediately when someone leaves
  • Use real email addresses - Ensures proper account recovery and notifications
  • Train your staff - Make sure they understand what they can and cannot do

Communication

  • Notify users when you change their role
  • Document access levels in your employee handbook
  • Have a backup Admin - Ensure at least 2 people have Admin access

Troubleshooting

"I can't see the Administration menu"

You're logged in as Staff. Only Admins see the Administration section. Ask an Admin to change your role if you need access.

"Someone's role won't change"

  • Make sure they're not the only Admin (you must have at least one Admin)
  • Have them log out and log back in
  • Clear browser cache and cookies

"A staff member can't log in"

Check their status:

  1. Go to Administration → Users
  2. Find their name
  3. Check if their status is "Inactive"
  4. If inactive, you may need to reactivate them

"I changed someone to Staff and now they can't access anything"

This is normal! Staff cannot access Administration pages. They should:

  1. Click their profile picture in the top right
  2. Select Tee Sheet or Tee Times
  3. They'll have full access to these operational features

Role Comparison Table

| Feature | Admin | Staff | |---------|-------|-------| | Daily Operations | | View Tee Sheet | ✅ | ✅ | | Edit Tee Sheet | ✅ | ✅ | | Manage Tee Times | ✅ | ✅ | | Check In Players | ✅ | ✅ | | Administration | | Manage Users | ✅ | ❌ | | Change Club Settings | ✅ | ❌ | | Manage Courses | ✅ | ❌ | | View Billing | ✅ | ❌ | | Configure Pricing | ✅ | ❌ | | Security Settings | ✅ | ❌ | | Appearance Customization | ✅ | ❌ |

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