Browser - Settings : Course User Info

Course User Info is where your staff accounts live. Every person who signs into Club Caddie has a record here - their role, their PINs, whether they're active, and a full history of what changed on their account and when.

It's also where you go when someone leaves, when someone's locked out, or when you need to prove who changed a setting.

Finding your users

Open Settings and select Course User Info.

The list shows User Name, First Name, Last Name, Email ID, User Type, Role, Course Name, Last Login and Active. Column headings are sortable, so a click on Last Login is the quickest way to spot accounts nobody has used in months.

Each row ends with an Action column. Select the ... button there to open everything you can do to that user - Tips Ledger, Log Time, Change Log, Edit, Manage Additional Roles, Manage Aptech Access and Delete.

Adding a user

Step 1 - Select Add New User.

Step 2 - Fill in who they are: First Name, Last Name, Email Address.

Step 3 - Set how they sign in: User Name, Password, and Confirm Password.

Everything in Steps 2 and 3 is required - first name, last name, email address, user name, password and confirm password. SUBMIT lists whatever is missing in one go rather than one field at a time.

Step 4 - Set what they can do. Phone No, User Type and User Role sit together on the form. User Type and User Role together decide what the person sees and can reach. Your role options come from the roles configured for your facility, so this list reflects your own setup rather than a fixed set.

Step 5 - Set the PINs and status.

• POS Override Pin - a 6-digit pin for approving overrides at the register. Reserve it for

managers; anyone holding it can approve their own exceptions.

• Unique Identification Pin - the person's own 4-digit pin for identifying themselves in the

software.

• User Status - Active or InActive.
• User Tab Color - a colour assigned to this user.
• External Payroll Employee Id - the person's ID in your payroll system, if you match records

across the two.

Both pins are optional, but if you enter one it has to be exactly that length or the record won't save.

Step 6 - Select SUBMIT. Close exits without saving.

Editing someone

Select Edit in the ... menu to reopen their record and change it.

One thing to watch: the two pin fields come up blank when you reopen a record, even when the person already has pins set - existing pins aren't redisplayed. Re-enter both pins whenever you edit a record, so the ones you intend to keep stay in place.

One thing to know: you can't change someone's User Role while they're clocked in. Save will stop and tell you so. Have them clock out, then make the change.

Deactivate rather than delete when someone leaves. Setting User Status to InActive stops them signing in while keeping their name attached to the history they created. Delete is also available, but it's the harder-to-undo option.

Seeing what changed on an account

Change Log in that menu opens the account's history - what changed, when, and who changed it. This is the record to pull when you need to establish who altered an account rather than guessing.

Log Time shows that user's logged sessions - start and end dates and times, the total in hours and minutes, plus comments, recorded tips and approval status.

The rest of the row menu

• Manage Additional Roles - give someone more than one role, for staff who cover two jobs
• Tips Ledger - opens the tips ledger
• Manage Aptech Access - only relevant if your facility uses the Aptech integration

Getting the list out

Below the list, the Export Excel icon downloads the user list as a spreadsheet. Bulk Export and Bulk Import move users as a .tsv file, which is worth knowing about at season start when you're adding a lot of seasonal staff at once rather than one at a time.

Common Questions

Someone left. Should I delete them or make them inactive?

Make them InActive. It stops the sign-in immediately and keeps their name on the history they created. Deleting is available but harder to reverse.

Who should have a POS Override Pin?

Managers, or whoever you'd want approving an exception at the register. Someone with the pin can approve their own, so it isn't a general-staff setting.

Someone can't sign in.

Check User Status is Active first, then confirm the User Name. If both look right, reset the password by editing the record.

How do I find out who changed an account?

Open Change Log on that user's row. It shows what changed, when, and who did it.

Can I give one person two roles?

Yes - Manage Additional Roles in the row menu, for staff who cover more than one job.