Player Management

Manage members, visitors, and player data.

Player Directory

Viewing Players

Access player records:

1. Go to Players > Directory
2. Search by:
   • Name
   • Email
   • Phone number
   • Membership number

Player Profile

Each profile shows:

• Personal details
• Membership information
• Booking history
• Staff notes
• Communication preferences

Member Management

Adding Members

Add a new member:

1. Go to Players > Add Member
2. Enter personal details
3. Assign membership type
4. Set membership dates
5. Link any benefits
6. Save member

Membership Status

Status	Meaning
Active	Current, can book
Pending	Awaiting activation
Expired	Membership lapsed
Suspended	Temporarily blocked
Cancelled	No longer a member

Membership Actions

From a member profile:

• Renew: Extend membership
• Upgrade/Downgrade: Change type
• Suspend: Temporary block
• Cancel: End membership

Visitor Records

Automatic Creation

Visitor records created when:

• Online booking by new player
• Admin creates booking
• Player creates account

Converting to Member

When a visitor becomes a member:

1. Open visitor profile
2. Click Convert to Member
3. Select membership type
4. Enter membership details
5. Profile updates automatically

Staff Notes

Adding Notes

Record important information:

1. Open player profile
2. Go to Staff Notes
3. Click Add Note
4. Enter note text
5. Select visibility:
   • All staff
   • Admin only
   • Specific role

Note Types

Type	Use Case
General	Any information
Booking	Preferences, requests
Medical	Health considerations
Financial	Payment issues
Behavior	Conduct concerns

Note History

View complete note history:

• Date and time
• Staff member who added
• Edit history

Player Intelligence

Booking Patterns

Understand player behavior:

• Preferred tee times
• Booking frequency
• Average group size
• Cancellation rate

Lifetime Value

Track player value:

• Total rounds played
• Total spend
• Years as member
• Referrals made

Engagement Score

Measure engagement:

• Booking activity
• Tournament participation
• Facility usage
• Communication response

Communication

Contact Preferences

Each player sets preferences:

• Email notifications
• SMS notifications
• Marketing communications
• Booking reminders

Sending Communications

From player profile:

• Send email
• Send SMS
• Add to mailing list

Bulk Communications

For group messages:

1. Go to Players > Communications
2. Select recipient criteria
3. Choose template or write message
4. Review and send

Data Management

Updating Records

Bulk update player data:

1. Go to Players > Bulk Update
2. Upload updated file (CSV)
3. Map fields
4. Review changes
5. Apply updates

Data Export

Export player data:

1. Go to Players > Export
2. Select fields to include
3. Choose format (CSV, Excel)
4. Apply filters if needed
5. Download file

Privacy Compliance

Handle data responsibly:

• View consent status
• Process data requests
• Delete on request
• Audit data access

Duplicate Management

Finding Duplicates

System identifies potential duplicates:

• Same email
• Similar names
• Same phone number

Merging Records

Combine duplicate profiles:

1. Go to Players > Duplicates
2. Review suggested matches
3. Select records to merge
4. Choose primary record
5. Merge and review

Reports

Player Reports

Available reports:

• Member List: All active members
• New Players: Recent registrations
• Lapsed Members: Expired memberships
• Active Players: Recent bookings
• Inactive Players: No recent activity

Custom Reports

Build custom reports:

1. Go to Reports > Custom
2. Select player criteria
3. Choose data fields
4. Add filters
5. Generate report

Best Practices

Data Quality

• Verify contact information
• Update records regularly
• Remove duplicates
• Archive inactive records

Member Retention

• Monitor engagement
• Reach out to inactive members
• Celebrate milestones
• Request feedback

Privacy

• Collect only necessary data
• Secure sensitive information
• Honor preferences
• Train staff on privacy