Skip to main content

For Administrators

Admin

This guide covers CRM administration tasks including user management, system configuration, data governance, and integrations.

Your Administrative Responsibilities​

As an Administrator, you manage:

USERS
User Management
Create accounts, assign roles, manage permissions
Learn more
SETTINGS
System Configuration
Configure settings, integrations, and defaults
Learn more
DATABASE
Data Governance
Ensure data quality, privacy, and compliance
Learn more
SHIELD
Security
Manage access controls and audit logs
Learn more

User Management​

Creating User Accounts​

  1. Go to Settings → Users
  2. Click Add User
  3. Enter user details:
    • Full name
    • Email address
    • Role (see below)
  4. Click Create User
  5. User receives invitation email

User Roles​

RoleDescriptionTypical User
AdminFull system accessIT, General Manager
Marketing ManagerMarketing features + member dataMarketing staff
StaffRead-only member lookup, notesFront desk, pro shop
ViewerRead-only accessStakeholders

Role Permissions Matrix​

PermissionAdminMarketingStaffViewer
View member profiles✓✓✓✓
Add notes✓✓✓✗
Edit member data✓✓✗✗
Create segments✓✓✗✗
Send campaigns✓✓✗✗
Build journeys✓✓✗✗
Merge duplicates✓✓✗✗
Export data✓✓✗✗
Delete records✓✗✗✗
Manage users✓✗✗✗
System settings✓✗✗✗

Modifying User Access​

To change a user's role:

  1. Go to Settings → Users
  2. Find the user
  3. Click Edit
  4. Change their role
  5. Save changes

Reducing permissions takes effect immediately. The user will lose access to features on their next page load.

Deactivating Users​

When staff leave:

  1. Go to Settings → Users
  2. Find the user
  3. Click Deactivate
  4. Confirm

Deactivated users:

  • Cannot log in
  • Retain in system for audit history
  • Can be reactivated if needed

System Configuration​

General Settings​

Access at Settings → General:

SettingPurpose
Club NameDisplays in communications
TimezoneAffects scheduling
Default LanguageSystem interface language
Date FormatHow dates display
CurrencyFor financial data

Communication Settings​

Configure at Settings → Communications:

SettingPurpose
Sender EmailFrom address for emails
Sender NameFrom name for emails
Reply-ToWhere replies go
Physical AddressRequired in email footer
SMS Sender IDName shown for SMS

Branding​

Customize at Settings → Branding:

  • Logo - Used in emails and system
  • Primary Color - Brand color throughout
  • Email Templates - Default styling
  • Favicon - Browser tab icon

Email Templates​

Manage default email templates:

  1. Go to Settings → Templates
  2. Edit system templates:
    • Welcome email
    • Password reset
    • Notification emails
  3. Save and preview

Data Governance​

Data Quality​

Monitor and maintain data quality:

Regular Tasks:

  • Review duplicate reports weekly
  • Merge identified duplicates
  • Clean up invalid email addresses
  • Update missing information

Handling Duplicates​

  1. Go to Data → Duplicates
  2. Review suggested duplicates
  3. For each pair/group:
    • Compare profiles
    • Choose primary record
    • Select data to keep
    • Click Merge

Run duplicate detection after bulk imports. New data often creates duplicates with existing records.

Data Imports​

For bulk data imports:

  1. Prepare data in CSV format
  2. Go to Data → Import
  3. Upload your file
  4. Map columns to fields
  5. Preview and validate
  6. Run import

Import Best Practices:

  • Always backup before large imports
  • Run in test mode first
  • Review error reports
  • Clean up duplicates after

Data Exports​

Export data for analysis or backup:

  1. Go to Data → Export
  2. Select what to export:
    • All members
    • Specific segment
    • Campaign results
  3. Choose format (CSV, Excel)
  4. Download file

Exported data may contain personal information. Handle according to your privacy policy and data protection regulations.

Data Retention​

Configure retention policies:

Data TypeRecommended Retention
Active member dataKeep while active
Lapsed member data3-7 years after last activity
Campaign analytics2 years
Audit logs1-3 years
Communication history2-3 years

Privacy and Compliance​

GDPR Compliance​

If you have EU members:

  • Right to Access - Members can request their data
  • Right to Erasure - "Right to be forgotten"
  • Data Portability - Export in machine-readable format
  • Consent Management - Track consent for communications

Handling Data Requests​

Access Request:

  1. Verify requester identity
  2. Go to member profile
  3. Use Export Member Data option
  4. Provide within required timeframe

Deletion Request:

  1. Verify requester identity
  2. Review any legal retention requirements
  3. Go to member profile
  4. Use Delete Member option
  5. Document the deletion

Track communication consent:

Consent TypeRequired For
Email marketingPromotional emails
SMSText messages
Push notificationsApp notifications
Data processingUsing their data

Unsubscribe Management​

When members unsubscribe:

  • Automatically removed from marketing lists
  • Can still receive transactional messages
  • Preferences stored for compliance

Security​

Audit Logs​

Review activity at Settings → Audit Log:

What's LoggedExample
User logins"John logged in at 9:00am"
Record changes"Email updated for member #123"
Data exports"Mary exported 500 members"
Configuration changes"SMS sender ID changed"

Use filters to find specific activity:

  • By user
  • By action type
  • By date range
  • By affected record

Two-Factor Authentication​

Enable 2FA for added security:

  1. Go to Settings → Security
  2. Enable Require 2FA for all users
  3. Users must set up 2FA on next login

Session Management​

Configure session settings:

SettingRecommendation
Session timeout30-60 minutes of inactivity
Remember meUp to 30 days
Force re-loginAfter password change

Password Policies​

Set password requirements:

RequirementRecommendation
Minimum length12 characters
ComplexityMixed case + numbers
Expiration90 days
HistoryCan't reuse last 5

Integrations​

Managing Integrations​

View and manage integrations at Settings → Integrations:

Integration TypePurpose
Tee SheetMember visit data
POSPurchase data
Social MediaSocial accounts
Email ServiceEmail delivery
SMS ProviderText messaging

Troubleshooting Integrations​

IssueSolution
Data not syncingCheck connection status, reconnect
Authentication failedRe-enter credentials
Missing dataCheck field mappings
Duplicate dataReview sync rules

API Access​

For custom integrations:

  1. Go to Settings → API
  2. Generate API keys
  3. Review documentation
  4. Test in sandbox first

API keys provide programmatic access to your data. Treat them like passwords—never share publicly and rotate regularly.

System Maintenance​

Regular Maintenance Tasks​

TaskFrequencyPurpose
Review user accessMonthlySecurity
Clean duplicatesWeeklyData quality
Check integrationsWeeklyData flow
Review audit logsMonthlyCompliance
Test backupsQuarterlyDisaster recovery

Monitoring System Health​

Check the Admin Dashboard for:

  • System status
  • Integration health
  • Queue status
  • Error rates
  • Usage metrics

Handling Errors​

When errors occur:

  1. Check error details in the notification
  2. Review audit log for context
  3. Try the action again
  4. If persistent, contact support with:
    • Error message
    • Steps to reproduce
    • Screenshots
    • Audit log excerpt

Training Other Users​

Onboarding New Staff​

When new staff need access:

  1. Create their account with appropriate role
  2. Share relevant documentation:
  3. Schedule a brief training session
  4. Set up a buddy for questions

Ongoing Training​

Keep users effective:

  • Share release notes for new features
  • Hold quarterly refresher sessions
  • Document club-specific processes
  • Create internal FAQs

Resources​

Technical Documentation​

For technical details on integrations and APIs, refer to the internal documentation or contact your technical team.