Admin guide

The admin portal is at /admin on your society's address (the Committee login link in the site footer). It is built for phones as much as laptops: the row of tabs scrolls sideways, every table scrolls inside its card, and the Menu button holds the account links, help and sign out.

The season picker at the top right chooses which year you are working in. Everything on the tabs is for that season.

Dashboard

The season at a glance: the next outing (status, how many booked, deposit), the kitty, membership fees paid versus due, the last result, and the list of members who owe money with how much. Each item links to where you act on it.

Members

The list is per season: name, status, starting and current handicap, whether the membership fee is paid. Add a member creates the person and their place in this season at once.

A member's page

• Details: name, email, phone, home club, notes, and an active switch. None of the contact details or notes ever appear on the public site.
• Season card: their status this season (member, guest, lapsed), starting handicap and the date they joined. The starting handicap is the exact handicap at the start of the season; everything after that is worked out from results.
• Statement: what they are expected to pay this season (membership, each outing they played, match play entry, weekend deposit and balance) against what they have paid, and the balance.
• Record a payment: category, the event it is for (outing fees), date, method (cash, bank, card, Revolut, other) and a note. Payments appear in the statement and in the Ledger.
• Remove member: a member with no history anywhere (no entries, results, payments, matches or prizes) can be deleted — for a typo or a duplicate. Anyone with history cannot; switch Active member off instead, which greys them out and stops them being offered for new events while every past result stays intact.
• Handicap: their current exact handicap and the rounds that produced it. Set manually when the committee agrees a change — for example when a member's WHS index moves: enter the new exact handicap (within the season's limits, 0–36 by default), the date it applies from and a reason. It applies to rounds on or after that date; results already saved are not changed. Dated the day of an outing whose result is already saved, it applies after that round and replaces the figure the round produced. A manual setting can be deleted.

Events

The list is the season's fixture card: date, name, course, status, price and how many are entered. New event needs a name, date, course, first tee, price and what it includes, and the kind: outing (one round), weekend (two rounds, deposit and balance) or other (something that does not count for the championship by default).

An event's page

• Details: name, kind, status (planned, booked, played, cancelled), dates, the month column (which month this event's side competitions count under), what the price includes, how many you have booked for, the deposit due to the club and the cost per head with their currency, a tick for no deposit needed, the public URL slug, public notes (shown on the site) and admin notes (private), and whether the event counts for the championship.
• Rounds: one per day — date, course, first tee. Add a second round for a weekend. Each round has its own result and its own handicap adjustment.
• Members (N) · paid: who is playing. Adding someone creates their entry for the results grid. Each row shows what they have paid for this event and lets you record a payment. The winner's credit button gives an outing winner a free next round: it counts as paid on their statement but is not cash, so the kitty ignores it.
• Tee times: first tee time and minutes between groups. Generate makes as few groups as possible from the entered players, sizes as even as possible, maximum four, with the smaller groups out first. Randomise reshuffles the order. While the sheet is still a draft, Move… beside a name is for the people who need an earlier or later time: pick another tee time (full groups are greyed out), a new time on the end of the sheet, or swap with a player in another group. A group left empty closes up and the later times move forward. A redraw starts again from scratch, so make hand moves after the last redraw. Publish shows the sheet on the public event page (and on the home page while the outing is next) and locks the moves, because members may have seen it; Unpublish hides it and lets you move players again; Clear removes it. The public page has a copy-link button.
• Club costs & other money: payments to the club and anything else about this event that is not a member's fee — deposit, green fees, prize money. These go into the Ledger against the event.

Results

Pick an event. The grid lists everyone entered for it, with their handicap going into the round.

• Type each player's Stableford score for each round. Blank means entered but did not play; they are left out of the result.
• Positions are worked out from the total score. Ties are broken by countback (back-nine score) if you enter one; otherwise tied players share the position. You can pin a position by hand for an agreed tie-break.
• Championship points follow the season's table; a points override sets a different number for one player.
• NTP is the number of nearest-the-pin wins in the round: normally 1, or 2 if the same player won two par-3s (the Nearest the pin standings add them up). Long drive is a tick. Spoon points are filled in for the bottom three automatically from the season's spoon table; type over them for your own values, or use Reset to go back to automatic.
• Handicap after shows the new exact handicap under the season's rule; you can override a value if the committee decides to.
• Save sends the scores to the server, which recalculates positions, points and handicaps itself (the grid's preview is never trusted), stores the result and updates the public site. Saving again replaces the result. Entries are never deleted by saving — only their result fields change.

For a weekend, day two's handicaps start from day one's result.

Finance

The balance sheet for the season: the kitty (opening balance plus money in minus money out, cash only), money in and money out by category, a per event table (price × players versus fees collected, deposits and costs paid to the club), season totals and the members who owe. The opening balance can be edited here.

Ledger

Every money movement in the season, newest first, with filters by category, event and member. Add an entry for anything not tied to a member's fee: club deposits and fees, prize money in or out, sponsorship, the masters sweep, other income or expenses. Choose the currency paid if it was not your society's currency and enter the amount in that currency alongside the value in yours.

Categories and what they do:

Match play

Entrants are the members who have paid the match play entry fee this season (record it on their page). Generate the draw builds a bracket of 4, 8, 16 or 32; with more entrants than places, the surplus play a preliminary round to get in. Or create an empty bracket and set the players in each match by hand.

On the tournament page, open a match to set the players or record the result: pick the winner and type the score as you say it (3&2, 1 UP, 19th, w/o). The winner moves into the next round automatically. Redraw is available until the first result is recorded. Tournament & rules holds the name, status and the rules shown on the public page, one per line.

Prizes

The end-of-season list. Add default categories creates Championship, Match Play, NTP, Long Drive and your last-place competition; add your own (Eclectic, Most Improved, Captain's Prize). A winner is either a member or free text ("TBC", a non-member's name). Order controls the public list.

Sweeps

Shown when Golf sweeps is switched on in Settings → Public site. Set up a sweep on a major, manage tiers and entries, mark entries paid and record the payout — see Golf sweeps.

Tours

Shown when Tours is switched on in Settings → Public site. A trip in a Ryder Cup format: two teams, days of matches worth a point each, playing handicaps worked out from each player's index and the course figures, results entered each evening and shown on an unlisted page you share by link — see Tours.

Settings

• Season: name, opening balance, fees, points tables, the handicap rule, notes. Make current switches which season the public site opens on.
• Society: name, short name, badge, colours (see the quick start).
• Currency and competition names: the currency every amount is in, and the name of the last-place competition.
• Links: a website for the footer and an admin link for the menu.
• Committee admins: who can sign in to the admin portal. Invite creates a link to send them; Remove takes access away immediately.
• Payments: what the public Pay page shows.
• Create a season: next year's season, copying rules from an existing one.
• Courses: add, edit and delete courses (a course in use by an event cannot be deleted).

Audit log

Every admin action — who, when, what, and the details — for this society. Useful when two committee members both "definitely didn't" change something.

Your account

Menu → Change password. Two-factor sign-in is always on for admin; if you lose the authenticator app, another admin or the person who runs the service can reset it for you.