Reference

Every permission, in plain words

Every permission in Sports Club OS by area, what it lets someone do, and which roles have it at the start.

Who this is for: Anyone who signs in to Sports Club OS.

Every permission in Sports Club OS, by area, with the roles that have it when a club starts. The club can change which roles have each one on its Roles & permissions page, except where it says otherwise.

Members

Permission	What it lets someone do	Starting roles
See members and contacts	The member list, member pages and their activity.	Administrator, Head Coach, Casual Staff, Reporting
Add and change members	Add, edit, import and delete members; approve portal sign-ups.	Administrator, Head Coach, Casual Staff
Membership applications	See applications sent from the website, chase a proposer, and record the committee's decision, which makes the member records and the first invoice. Kept for the Administrator alone.	Administrator
Dynamic tag rules	Make, change, switch on and off and delete the rules that tag members automatically, see how many people each would tag, and run them now. Seeing who needs "See members and contacts" as well. The tags are seen by everyone who can see members.	Administrator

Bookings

Permission	What it lets someone do	Starting roles
See all bookings	The full calendar and booking list, including who booked.	Administrator, Head Coach, Casual Staff, Reporting
Make and change any booking	Book, move and cancel for anyone, recurring bookings, closures.	Administrator, Head Coach, Casual Staff

Invoices

Permission	What it lets someone do	Starting roles
See all invoices and payments	Every invoice, the payments ledger and the price list.	Administrator, Head Coach, Casual Staff, Reporting, Treasurer
Raise invoices and record payments	Create, edit and void invoices, record payments, run renewals.	Administrator, Head Coach, Casual Staff, Treasurer

Reports

Permission	What it lets someone do	Starting roles
Committee reports	Membership, income and court-use statistics.	Administrator, Head Coach, Casual Staff, Reporting, Treasurer
Build reports	Make, change and save your own widgets and report pages, on the Reports pages and your Dashboard. You see only the figures your other permissions allow.	Administrator, Sports Convener, Reporting
Share report pages	Share a report page you made with one or more roles. Each person sees only the figures their own permissions allow.	Administrator, Reporting
Download report figures	Download the figures and the rows behind a widget or a report page as a spreadsheet. Every download is recorded.	Administrator, Reporting, Treasurer
Figures from every area	See the figures, and the rows behind them, for classes, competitions, the roster and hours, and communications, without the permission to run those areas.	Administrator, Reporting
AI Report Assistant	Ask the AI Report Assistant questions about the club's figures and have it suggest widgets. It reads the data you may see, read-only, and the question is sent to an AI model on Amazon Bedrock in the club's own AWS account.	Administrator, Reporting

Admin

Permission	What it lets someone do	Starting roles
Audit log	Who changed what, and when.	Administrator, Head Coach, Casual Staff
Club settings	Club details, booking rules, courts, membership types, price list.	Administrator
Users and roles	Create logins, give and remove roles, link member records.	Administrator
Roles and permissions	Change what each role may do; give or remove the Administrator role. Kept for the Administrator alone.	Administrator
Download all the club's data	Download everything Sports Club OS holds for the club as spreadsheet and data files, including every member's personal details (names, addresses, phone numbers, dates of birth, medical notes). Every download is recorded. Kept for the Administrator alone.	Administrator

Communications

Permission	What it lets someone do	Starting roles
Wording of text messages	Change the words of the text messages Sports Club OS sends to staff about their shifts. Kept for the Administrator alone.	Administrator
Send communications	Write, test and send messages to members and contacts, and see what was sent and what happened to it. Names behind the numbers need "See members" as well.	Administrator

Functions

Permission	What it lets someone do	Starting roles
See functions and enquiries	Enquiries, quotes, what is owed, the functions calendar and function sheets. Shows the name and contact details of each hirer.	Administrator, Bar Manager, Functions, Reporting, Treasurer
Run functions	Enter and change enquiries, quote, hold rooms, confirm, close out, and raise and mark paid the deposit and balance invoices for a function. Can find a member or contact by name to put them on a function.	Administrator, Functions
Function rooms, prices and terms	Rooms and what they are made of, the items and packages that go on a quote, deposit and hold rules, and the terms a hirer accepts.	Administrator, Functions

Classes

Permission	What it lets someone do	Starting roles
Run classes	Set up classes, the timetable, terms, prices, passes, providers and coaches; change and cancel any session; settings and reports. Raising term invoices needs "Raise invoices and record payments" as well.	Administrator, Head Coach
Book and take rolls for anyone	See every session with who is booked, book and cancel for anyone, and take any roll. Shows the name, age and any medical note of the people on a roll.	Administrator, Head Coach, Casual Staff
Take your own classes	See your own sessions (a lead coach: your team's) with who is booked, take the roll, add someone who turned up, cancel your session, message the people booked and move a child up a stage. Shows a name, an age for a child and any medical note, and nothing else about a member.	Administrator, Coach

My membership

Permission	What it lets someone do	Starting roles
Book classes for your household	See the timetable; book, cancel and join waitlists for yourself and your household; enrol your children for a term; see your passes, credits and your children's progress. Only about your own records; no role can give it to anyone else.	Member
Play in competitions	See competitions and club rankings, enter or ask to enter, challenge, score a match or enter its result, and correct a result of your own. Only about your own records; no role can give it to anyone else.	Member
Book courts for yourself	Book, change and cancel your own courts, and name your guests, under the club's booking rules. Only about your own records; no role can give it to anyone else.	Member
Own invoices and receipts	See invoices addressed to you. Only about your own records; no role can give it to anyone else.	Member
Own contact details	Keep your phone, address and emergency contact current. Only about your own records; no role can give it to anyone else.	Member
Choose how you pay your membership	Pay yearly or monthly, for yourself and your household if you are its head. Only about your own records; no role can give it to anyone else.	Member
Your purchases at the club	See what you and your household bought at the till and charged to the account, your prepaid credit and your restringing jobs; the head of a household can turn off juniors charging or spending credit. Only about your own records; no role can give it to anyone else.	Member

Website

Permission	What it lets someone do	Starting roles
Change the website	Start a draft of the public website, ask for changes, attach pictures and documents, and send the draft for approval.	Administrator, Website Editor
Approve and publish the website	Review a draft sent for approval, publish it or send it back, make an earlier version live again, and turn the editor on or off. Held only by logins named when Sports Club OS is deployed. Held only by the people named for it when Sports Club OS is set up for the club; no role gives it.	None

Roster

Permission	What it lets someone do	Starting roles
Run the bar and events roster	Staff records, building and publishing the roster, and deciding requests: time off, open shifts, and staff who can no longer work a shift.	Administrator, Bar Manager
Approve hours worked	See the hours everyone has reported, correct and approve them, close a period and download the hours file for payroll.	Administrator, Bar Manager
Own shifts, availability and hours	See and answer your own shifts, ask for an open shift, say you can no longer work one; set your availability and dates off; report the hours you worked; open the function sheet of a function you are rostered on. Only about your own records; no role can give it to anyone else.	Bar Staff

Competitions

Permission	What it lets someone do	Starting roles
Run competitions	Create and run ladders, box leagues, tournaments and events in any sport: entries, draws, the order of play, correcting or removing any result, and the club's TV screens. Sees members by name, number and rating only.	Administrator, Sports Convener

Displays

Permission	What it lets someone do	Starting roles
Make and change displays	Create the slide shows the club's TVs play (notices, opening times, coming events, advertising), change or delete any of them, upload pictures for them, replace a display's link, and add, remove and set the club's TV screens (putting a competition board on one also needs Run competitions). A display shows nothing of a member beyond what the foyer wallboard already shows, and names a function only if whoever runs functions has switched it on for the screens.	Administrator, Head Coach, Casual Staff, Sports Convener, Functions

Point of sale

Permission	What it lets someone do	Starting roles
Use the till	Sell, open and close tabs, take cash and EFTPOS, spend prepaid credit, open and close their own till session, take payment for a walk-in court and the guest fees owing on today's bookings, hire equipment out and take restringing jobs. Finds members by name, number or card, seeing only the name, number, membership type and status, and whether they may charge to their account.	Administrator, Head Coach, Casual Staff, Bar Manager, Bar Staff
Charge to a member's account	Put a sale on a member's household account, up to its limit.	Administrator, Head Coach, Casual Staff, Bar Manager, Bar Staff
Voids, refunds and overrides	Void a sale or lines already on a tab, refund a sale, correct how a payment was taken, give back prepaid credit, give a discount over the club's limit, open the drawer with no sale, go over a member's account limit or a function's tab cap, and sell past a stock count of nought.	Administrator, Bar Manager
See sales and till sessions	Every sale, tab and till session, the cash-up variances, sales reports, and what a named member has bought.	Administrator, Bar Manager, Reporting, Treasurer
Run the till	Products, prices, happy hours, stock counts, tills and printers, licensed hours, account limits and the till's settings. Signs off cash-ups.	Administrator, Bar Manager

Payments

Permission	What it lets someone do	Starting roles
See bank statements and the reconciliation	The club's bank lines, what they are matched to, the reconciled-to dates and the bank summary. Changes nothing. Bank lines can name the people who paid.	Administrator, Reporting, Treasurer
Reconcile the bank account	Import bank statements, set up bank accounts and how their files are read, match bank lines to the money recorded in Sports Club OS and unmatch them, explain lines that are not club income, and set and reopen the reconciled-to date.	Administrator, Treasurer

Finance

Permission	What it lets someone do	Starting roles
See the finance figures	The GST codes and how prices are entered, GST and the BAS worksheet, income received in advance, this year against last, invoiced against received, member and non-member income, and the account mapping. Changes nothing.	Administrator, Treasurer
GST codes, price entry and accounts	Set the GST code of price-list items, membership types, till products and categories; whether prices are entered including or excluding GST (and what that does to stored prices); the BAS period and basis; the account mapping; mark a BAS period lodged and reopen the latest.	Administrator, Treasurer
Export income to the accounts	Download income for the club's accounts: the accountant's spreadsheet and the monthly summary to key in. Every download is recorded.	Administrator, Treasurer

Help and feedback

Permission	What it lets someone do	Starting roles
Use Help and feedback	Ask the assistant how to do something in Sports Club OS, give feedback through it on any page, and look back at the feedback you saved yourself. Everyone who is signed in has this while the assistant is switched on. Only about your own records; no role can give it to anyone else.	None
Read everyone's feedback	See everyone's saved feedback and their whole conversations with the assistant, help questions included; mark feedback done, add a note, delete a conversation, and set the assistant's limits. Kept for the Administrator alone.	Administrator