Roles and their starting permissions

Each person at the club is given one or more roles. A role is a set of permissions, and a person can do whatever any of their roles allows. Members have no role to give: a person is a member because their login is linked to an approved member record.

These are the starting roles. The club can change what each role may do on its Roles & permissions page, give a person several roles, and take a role away when they step down. The server checks every request against those roles, so a hidden button is never the only protection.

Administrator

• See members and contacts. The member list, member pages and their activity.
• Add and change members. Add, edit, import and delete members; approve portal sign-ups.
• See all bookings. The full calendar and booking list, including who booked.
• Make and change any booking. Book, move and cancel for anyone, recurring bookings, closures.
• See all invoices and payments. Every invoice, the payments ledger and the price list.
• Raise invoices and record payments. Create, edit and void invoices, record payments, run renewals.
• Committee reports. Membership, income and court-use statistics.
• 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.
• Share report pages. Share a report page you made with one or more roles. Each person sees only the figures their own permissions allow.
• Download report figures. Download the figures and the rows behind a widget or a report page as a spreadsheet. Every download is recorded.
• 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.
• 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.
• Audit log. Who changed what, and when.
• Club settings. Club details, booking rules, courts, membership types, price list.
• Users and roles. Create logins, give and remove roles, link member records.
• Roles and permissions. Change what each role may do; give or remove the Administrator role.
• 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.
• 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.
• 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.
• Wording of text messages. Change the words of the text messages Sports Club OS sends to staff about their shifts.
• 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.
• See functions and enquiries. Enquiries, quotes, what is owed, the functions calendar and function sheets. Shows the name and contact details of each hirer.
• 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.
• 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.
• 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.
• 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.
• 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.
• Change the website. Start a draft of the public website, ask for changes, attach pictures and documents, and send the draft for approval.
• 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.
• Approve hours worked. See the hours everyone has reported, correct and approve them, close a period and download the hours file for payroll.
• 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.
• 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.
• 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.
• Charge to a member's account. Put a sale on a member's household account, up to its limit.
• 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.
• See sales and till sessions. Every sale, tab and till session, the cash-up variances, sales reports, and what a named member has bought.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.

Head Coach

• See members and contacts. The member list, member pages and their activity.
• Add and change members. Add, edit, import and delete members; approve portal sign-ups.
• See all bookings. The full calendar and booking list, including who booked.
• Make and change any booking. Book, move and cancel for anyone, recurring bookings, closures.
• See all invoices and payments. Every invoice, the payments ledger and the price list.
• Raise invoices and record payments. Create, edit and void invoices, record payments, run renewals.
• Committee reports. Membership, income and court-use statistics.
• Audit log. Who changed what, and when.
• 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.
• 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.
• 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.
• 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.
• Charge to a member's account. Put a sale on a member's household account, up to its limit.

Casual Staff

• See members and contacts. The member list, member pages and their activity.
• Add and change members. Add, edit, import and delete members; approve portal sign-ups.
• See all bookings. The full calendar and booking list, including who booked.
• Make and change any booking. Book, move and cancel for anyone, recurring bookings, closures.
• See all invoices and payments. Every invoice, the payments ledger and the price list.
• Raise invoices and record payments. Create, edit and void invoices, record payments, run renewals.
• Committee reports. Membership, income and court-use statistics.
• Audit log. Who changed what, and when.
• 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.
• 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.
• 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.
• Charge to a member's account. Put a sale on a member's household account, up to its limit.

Bar Manager

• See functions and enquiries. Enquiries, quotes, what is owed, the functions calendar and function sheets. Shows the name and contact details of each hirer.
• 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.
• Approve hours worked. See the hours everyone has reported, correct and approve them, close a period and download the hours file for payroll.
• 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.
• Charge to a member's account. Put a sale on a member's household account, up to its limit.
• 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.
• See sales and till sessions. Every sale, tab and till session, the cash-up variances, sales reports, and what a named member has bought.
• 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.

Bar Staff

• 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.
• 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.
• Charge to a member's account. Put a sale on a member's household account, up to its limit.

Sports Convener

• 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.
• 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.
• 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.

Functions

• See functions and enquiries. Enquiries, quotes, what is owed, the functions calendar and function sheets. Shows the name and contact details of each hirer.
• 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.
• 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.
• 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.

Coach

• 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.

Website Editor

• Change the website. Start a draft of the public website, ask for changes, attach pictures and documents, and send the draft for approval.

Reporting

• See members and contacts. The member list, member pages and their activity.
• See all bookings. The full calendar and booking list, including who booked.
• See all invoices and payments. Every invoice, the payments ledger and the price list.
• Committee reports. Membership, income and court-use statistics.
• 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.
• Share report pages. Share a report page you made with one or more roles. Each person sees only the figures their own permissions allow.
• Download report figures. Download the figures and the rows behind a widget or a report page as a spreadsheet. Every download is recorded.
• 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.
• 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.
• See functions and enquiries. Enquiries, quotes, what is owed, the functions calendar and function sheets. Shows the name and contact details of each hirer.
• See sales and till sessions. Every sale, tab and till session, the cash-up variances, sales reports, and what a named member has bought.
• 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.

Treasurer

• See all invoices and payments. Every invoice, the payments ledger and the price list.
• Raise invoices and record payments. Create, edit and void invoices, record payments, run renewals.
• Committee reports. Membership, income and court-use statistics.
• Download report figures. Download the figures and the rows behind a widget or a report page as a spreadsheet. Every download is recorded.
• See functions and enquiries. Enquiries, quotes, what is owed, the functions calendar and function sheets. Shows the name and contact details of each hirer.
• See sales and till sessions. Every sale, tab and till session, the cash-up variances, sales reports, and what a named member has bought.
• 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.
• 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.
• 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.
• 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.
• 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.

Member

• 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.
• 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.
• Book courts for yourself. Book, change and cancel your own courts, and name your guests, under the club's booking rules.
• Own invoices and receipts. See invoices addressed to you.
• Own contact details. Keep your phone, address and emergency contact current.
• Choose how you pay your membership. Pay yearly or monthly, for yourself and your household if you are its head.
• 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.