Signing in and your team: roles and permissions

Signing in to ClubDesk

ClubDesk works without a password. You sign in with a numeric code that you receive by email.

1. Go to the ClubDesk sign-in page and enter your email address.
2. Golfly emails you a numeric code.
3. Enter the code. You go straight to the schedule.

There is no Google sign-in and no separate password: this is the only way to sign in.

The three roles

Every team member gets one of two roles in ClubDesk:

• Club admin: sees and does everything. Only a club admin can open Settings, create or edit a course (and with that set priority), cancel a course or a single sign-up, send a payment link, mark a sign-up as paid, manage the learning path, set the club's invitation text and view the Academy insights.
• Scheduler: handles the daily schedule and front desk, but cannot handle money or settings. A scheduler can sign in, book, move and block lessons, sign participants up for a course at the front desk, mark attendance, look up a golfer, work through the follow-up list, use a course's invitation list and put someone on the waitlist.
• Owner: everything a club admin can do, plus the Overview tab with the club figures. That tab is the only place where the club's revenue is brought together. In addition, only the owner changes the prices of an independent pro under Lessons & prices, because that lesson fee belongs to the pro.

The Owner role is not granted through ClubDesk. Contact Golfly if someone needs it.

Golfly has no third role. If you want someone to be able to look along without changing anything, that option does not exist at the moment.

What each role can and cannot see

Inviting a team member

Only a club admin can invite someone, and every invitation gives the Scheduler role. There is no way to create a second club admin in ClubDesk itself; contact Golfly for that.

1. Open Settings → Coaches and team and click Manage front desk team.
2. Enter your colleague's email address and click Create link.
3. Copy the link and share it securely, for example through WhatsApp or an internal chat channel.

The link only works if the recipient signs in with exactly that email address, and it expires after seven days. If someone signs in with a different address, ClubDesk rejects the invitation.

Your own name

Your name is what your colleagues see next to what you have ticked off: "Contacted on 5 Sep by Frederique" on the follow-up list, "Invited via WhatsApp on 6 Sep 09:12 by Frederique" on the invitation list. If you fill in nothing, your email address is shown.

There are three places to set it:

1. Right after accepting your invitation, ClubDesk asks "What is your name?", with "This is how colleagues see who did what." underneath. You can click Later there and just carry on.
2. You can always do it later with the button at the top right of the bar. It is called Add your name as long as you have not filled anything in, and shows your name after that. A My name window opens with the same field.
3. If you are a club admin, you can also do it through Settings → Coaches and team → Manage front desk team: your own row has Add your name or Change name. That button is not on your colleagues' rows.

A name can be at most 80 characters. If you empty the field and save, your email address is shown again. Your name applies at every club you have access to, and you can only change your own name, not a colleague's.

Switching user on a shared tablet

The Switch button at the top right shows the accounts that have signed in on this tablet before, with name and email address. One tap switches: ClubDesk reloads with the club and the permissions of that colleague. Another user puts the tablet back on the sign-in page and keeps your account in the list, so you are back in with one tap. Sign out removes you from this device, revoking the session on this tablet, and leaves your colleagues' accounts in place. Switching has no PIN: anyone at the front desk can do it, so sign out when you leave the tablet. On the sign-in page, under the email field, there is also Or continue as with the same saved accounts, so a colleague who tapped Other user without signing in can get back. This tablet remembers at most five accounts; if a sixth signs in, the oldest drops off. If a saved session is no longer accepted, for example because access was revoked or the session was ended elsewhere, ClubDesk asks for a code by email again when you switch. On a phone the bar is too narrow for all those buttons: there the menu icon at the top right opens a menu with the sections, and below that your name (or Add your name), Dark mode, the accounts saved on this device, Another user and Sign out.

Revoking access

Go to Settings → Coaches and team → Manage front desk team and click Revoke access on the team member. The person can no longer sign in to this club afterwards. You cannot revoke your own access, and the last active admin cannot be removed: at least one club admin or owner must always stay active.

Multiple clubs

If you work for several clubs, you pick the club you are working on at the top. ClubDesk does not automatically remember that choice between devices; when you switch club, the whole schedule, Academy and Settings switch with it.

Related

• Schedule: booking, blocking, moving and keyboard shortcuts
• Academy: creating and editing courses
• Academy: inviting, priority and the waitlist
• Settings: locations, coaches and your booking page