Managing Users Day to Day

User management centralises all your organization's records: contact details, login credentials, subscription, credits, notes and trash. It is your entry point for all day-to-day operations.

Opening and editing a record

1. Go to Administration›Users›User Management.
2. Search by last name, first name, year of birth or licence number, or refine your search with Filters.
3. Click the user to open their record.

The record brings together the Login Credentials, Access Rights (profile, subscription, groups), Contact Information, Information, Notifications & Privacy, Find a Partner and Operation History sections. To create a user, click New.

Reading the alert banners on the record

Before handling a request, look at the banners displayed at the top of the record: they explain most cases of "I can't book".

• Expired subscription, or one whose start date has not yet been reached.
• Unpaid subscription: the user cannot book until the payment is recorded.
• Pending orders, with a direct link to the orders concerned.
• Suspended account, with the date, the person who applied the suspension and the reason recorded.
• Temporary block: the record shows until when and why. The Unlock Access button lifts the penalty immediately.

Entering several e-mail addresses

The record offers two e-mail fields: the second appears under the Email 2 label. Notifications and login credentials are sent to every address entered.

Resetting a password

1. Open the record, Login Credentials section.
2. Click Reset: a new password is suggested.
3. Click Save: the new password is sent by e-mail to the addresses entered on the record.

If no address is entered, the application prompts you to enter one before sending. Then check in the e-mail log that the message did arrive: this is the best way to tell a wrong address from a user who has not looked in their junk mail.

Suspending or reactivating an account

1. On the record, use the Suspend / Reactivate button.
2. If needed, give a reason in Reason for Suspension (optional): it will be shown to the user if they try to log in.
3. Turn on Send a Notification (E-mail / Push) to inform the user.

A suspended account can no longer log in until the organization reactivates it. You cannot suspend your own account.

Adding notes and reminders

The Notes button on the record opens the user's internal notes and shows how many there are: record a remark, choose a priority and, if needed, add a reminder date.

You will then find all the organization's notes in Administration›Users›Notes & Reminders, with filters by user, author or period, and you can tick off the reminders you have dealt with. This is the right place to track everything that fits in no other field: a medical certificate that was promised, a cheque to be banked, an ongoing dispute.

Viewing and adjusting credits

The record shows the Credits and Guest Passes balances when the subscription uses them. The Show details link specifies on which calendars and during which time ranges these credits can be used: a single balance does not necessarily give access to every court.

1. Click Add / Remove to adjust a balance, with an optional note.
2. Click Operation History to trace every movement: purchase, booking, cancellation, manual allocation.

A negative balance is shown in red: it means a manager has booked for this user while their counter was empty.

Finding all of a user's activity

The More button on the record opens a shortcut menu, all items already filtered on this user: Booking Log, Upcoming Bookings, Guest Pass Log, Booking Trends, Heat Map, Invoices & Transactions, Login Log and Operation History.

It is the shortest route for investigating a complaint: rather than opening each log and typing the name again, start from the record and let the filter apply itself.

Limiting the authorised partners

You can restrict the list of people with whom a user may book.

1. On the record, open the Notifications & Privacy section.
2. Click Show Settings, opposite Privacy.
3. Under Authorized Partners, turn on Restrict the Partner List, then select the partners.

The user cannot change this setting themselves, even if you otherwise allow them to manage their privacy.

Do not confuse this setting with Book with him, just above it: that one decides who is allowed to add this user to a booking, whereas Authorized Partners decides who this user is allowed to book with.

Moving to the trash, restoring or deleting

1. Select one or more users, then choose Delete from the Actions menu: they are first moved to the trash.
2. Display the trash from the filters to Restore a user, Restore All or Empty the Trash.

Users in the trash are not counted in your organization's subscription.