Brightwater Sports Center User Manual
Version 1.0

Overview

The Brightwater Sports Center website has two parts. The public website shows your sports, classes and coaches. Visitors sign up as members, register for classes, pay by card or at the front desk, buy day passes and look after their family and points. The admin is where your staff run the center: classes and schedules, the class board for check-in, registrations, payments and refunds, members, messages, pictures and the website text.

This manual is for the people who use the admin every day: the center manager, the front desk, program coordinators, coaches and whoever looks after the website. Each chapter follows one menu item in the admin, in the same order as the menu.

How the pieces fit together

Public website sports, classes, coaches, media register and pay, day passes member area: classes, family, points members + visitors Admin classes, class board, registrations payments, members, messages media, pages, users, settings your staff One set of data what one side saves, the other side sees at once THE DATA FOLDER ON YOUR SERVER site.json staff.json activity.json

The website and the admin read and write the same three files. A registration made online shows on the class board straight away.

What you can do in the admin

MenuWhat it is for
DashboardToday at a glance: sessions, people in the building, revenue, the waitlist and what needs attention.
Sport typesThe sports on the website and their pictures.
ClassesSchedules, ages, prices and seats. Cancelling a class refunds everyone.
Class boardCheck people in and out of each session and move people up from the waitlist.
InstructorsCoach profiles on the website.
RegistrationsEveryone signed up for a class; register someone at the desk; take desk payments.
Payments & refundsEvery charge and refund, refund requests from members, CSV export.
MembersMember records, points, suspensions, day pass check-in and desk sales.
MessagesMessages from the contact form.
MediaPhotos, videos and PDF documents, and the photo albums.
PagesThe text and pictures of every public page.
Activity logWhat everyone did, including actions the server refused.
Settings, UsersCenter details, rules and staff access. Center managers only.

1. Getting Started

1.1 Signing in

Click Staff sign in at the bottom of any page of the website, or go to /AdminLogin. Type your user name and password and click Sign in.

Staff sign in
BRIGHTWATER SPORTS CENTERADMIN Staff sign in User name Password Sign in ← Back to the website 1234 your user nameyour passwordopens the dashboardback to the public site
  • A wrong user name or password shows Wrong user name or password. After six wrong tries within five minutes the sign-in waits a few minutes before it accepts that user name again.
  • You stay signed in for 8 hours, and the time renews while you work. Click Sign out in the top bar on a shared computer.
  • When the center manager changes your password, you are signed out on every device.
  • If you forget your password, ask a center manager to set a new one in Users.
Wrong password message

1.2 The admin layout

Dashboard
BRIGHTWATER SPORTS CENTERADMIN Morgan Reyes View site Sign out DashboardSport typesClassesClass boardRegistrationsPayments & refundsMembersMessages 1 GOOD AFTERNOON, MORGAN A B C D
PartWhat it does
ATop barThe center name; click it to go back to the dashboard.
BYour name, View site, Sign outYour name opens My account. View site opens the public website in a new tab.
CMenuOnly the areas you may see. Green numbers count what is waiting: seats on hold at the desk (Registrations), refund requests (Payments & refunds) and new messages (Messages).
DPageLists, filters and buttons. Rows open in a window with Open, Edit or a click on the card.

1.3 Windows and confirmations

Records open in a window over the page. Close it with Close, Cancel, the × in the corner, a click outside the window or Esc. Changes are saved only when you click Save (or the action button).

Anything that cannot be undone, or that moves money, asks first. Some confirmations ask for a short reason, which is kept in the activity log and shown where it matters (for example, the reason a class was cancelled is shown to the members).

Cancel class confirmation

Messages after an action appear for a few seconds at the bottom of the screen, for example Saved or Approved and refunded.

1.4 Rights and the menu

Each person has their own rights, set by a center manager in Users. For every area a person has None, View or Edit; some areas add one extra right, such as Refund or Cancel class.

  • None: the area is not in the menu.
  • View: the person sees the area but forms are read-only and action buttons are hidden.
  • Edit: the person can add and change records.
  • Every check also runs on the server. A request someone is not allowed to make is refused with a short message and written to the activity log as Refused.

A staff login linked to an instructor sees only that instructor's classes. For them the Class board is called My classes.

1.5 Using the admin on a phone

The admin works on phones and tablets. The menu folds into the ☰ button at the top left; lists turn into cards with the column names inside each card.

Dashboard on a phoneMenu on a phoneClass board on a phone

Dashboard, the menu and the class board on a phone. Coaches can check people in from the side of the pool or the court.

2. Dashboard

The dashboard opens after you sign in. It greets you by name, shows today's date, and only shows the numbers and lists for the areas you may see. Coaches linked to an instructor see their own classes only.

2.1 The numbers at the top

Dashboard numbers
BoxShowsClick to open
Sessions todayClass sessions on today's date, and how many have not started yet.Class board
In the buildingPeople checked in and not yet checked out: in class, and on a day pass.Members (or Class board)
Revenue · monthCharges minus refunds since the first of this month, and the refunds.Payments & refunds
New membersMembers who signed up in the last 30 days, and the total.Members
WaitlistPeople waiting for a seat, and seat offers waiting for payment.Registrations
Refund requestsRequests waiting for a decision. The box turns green when there are any.Refund requests

2.2 Today's sessions

Every session today in time order, with the coach, the place, the session number and the seats. Sessions that are running say In progress; finished ones are dimmed and show how many people were checked in. Click a session to open it on the class board. On a day without classes the list shows Coming up: the next six sessions.

2.3 Needs attention and latest payments

Needs attention and latest payments

Each line counts something to look at and links to the right list:

  • Refund requests to decide and Pay-at-desk seats on hold.
  • Waitlist offers waiting for payment.
  • Classes starting this week under a third full, and Draft classes not on the website.
  • Full classes with a waitlist, New messages and Suspended accounts.

When nothing is waiting the box says Nothing waiting. Nice. Below it, Latest payments lists the last five charges and refunds.

The buttons at the top, Register someone and New class, appear for people with Edit rights on Registrations and Classes.

3. Sport types

The sports on the website: Swimming, Basketball, Tennis and so on. Each class belongs to one sport. A sport's page on the website shows its pictures, where it happens and its open classes.

Sport types

3.1 Adding or editing a sport

  1. Click Add a sport, or Edit on a row.
  2. Fill in the Name, the Web address key (only for a new sport, for example pickleball; it cannot change later), the Icon, a Short line and About this sport (paragraphs; simple HTML such as bold and links is allowed).
  3. Set Where it happens and the Order (lower numbers come first).
  4. Click a picture box to choose a Main picture and a Second picture from Media.
  5. Tick Show on the website and click Save.
Editing a sport
  • A sport that has classes cannot be deleted. Untick Show on the website instead.
  • The list shows how many classes are open and the total for each sport.

4. Classes

A class runs for a set number of sessions at one price. Members register for the whole class. The status on the website follows the dates and the seats by itself: Open, Few seats, Full, In progress, Completed, Cancelled and Draft.

Classes

4.1 Finding a class

Search by title, place or class code (for example C-402), and filter by sport, status and instructor. The status filter starts on Running and upcoming. Each row shows the schedule, the seats taken with a bar, the price and the status. Click Open to see or edit the class.

4.2 Adding a class

  1. Click Add a class.
  2. Enter the Title, choose the Sport, the Level, the Youngest age and Oldest age (99 means no limit) and the Instructor.
  3. Pick the Days, the First session date, the Start time, the length in Minutes and the number of Sessions. The line under the fields shows the session dates the class will have, for example 8 sessions Mon, Nov 2 to Mon, Dec 21.
  4. Enter the Price for all sessions, the number of Seats and, if you like, when Registration opens (empty means now).
  5. Add Where, a Picture (empty uses the sport's picture), About the class and What to bring.
  6. Tick Published on the website when it is ready, or leave it unticked to keep a Draft. Click Save.
Add a class
FieldAllowed
Minutes15 to 480
Sessions1 to 60, on at least one weekday
Seats1 to 200
First sessionnot in the past
Agesthe youngest age must be below the oldest

4.3 Changing a class

Open the class and change what you need. Once the first session has started, the schedule is locked: you can still change the text, the picture and the seats. A finished or cancelled class cannot be changed.

A running class
  • Open the class board at the top of the window jumps to the roster.
  • Gold and Diamond members can register before Registration opens; how early is set in Settings.
  • Coaches linked to an instructor can see their classes but cannot change class settings.

4.4 Cancelling a class

Use this when a class cannot run. It needs the Cancel class extra right.

  1. Open the class and click Cancel class.
  2. Write the reason. Members see it on their registration.
  3. Click Cancel class and refund.

Everyone registered is taken off the class and refunded in full; people on the waitlist are removed. The message says how many people and how much was refunded, for example Class cancelled. 14 people taken off, $584.45 refunded.

Cancelling a class cannot be undone. A class with no registrations can simply be deleted with Delete; a class with registrations must be cancelled.

5. Class board

The class board is the roster for each session: who is booked, who is in, who has left, and who is waiting. Coaches linked to an instructor see it as My classes, with only their own classes.

Class board

5.1 Picking a class and a session

  1. Pick a class on the left. The list is grouped into Today, Running and Upcoming. Show switches between Running and upcoming, With a session today, Finished and All classes.
  2. The strip of dates shows every session; today is marked and the chosen session is dark. Click another date to see that session.

The top of the board shows the seats taken, the number waiting and the attendance so far.

5.2 Checking people in and out

Session roster
  1. Click Check in when a participant arrives. The time is shown in the In column.
  2. Click Check out when they leave.
  3. Made a mistake? Click Undo to remove the check-in.
A participant checked in
  • Check-in opens on the day of the session. Earlier sessions can still be checked in afterwards, to correct attendance.
  • Only confirmed, paid registrations can be checked in. Seats on hold at the desk must be paid first (7.3).
  • Each check-in gives the member the points for one session (10 by default); Undo takes them back.

5.3 Attendance

Under the roster, Attendance shows every participant against every session: a green dot for attended, a light red dot for missed, empty for sessions still to come, and the total.

5.4 The waitlist and seat offers

A full class with a waitlist

When a class is full, members can join the waitlist. When a seat opens (a cancellation, an expired hold or more seats), the next person in line gets an offer automatically, with 24 hours to pay in their member area. If they do not pay in time, the offer expires and goes to the next person.

You can also make the offer yourself: click Offer seat next to a name on the waitlist and confirm. This only works when a seat is free; otherwise you see There's no free seat to offer right now.

The hours to pay an offer and to keep a desk hold are set in Settings.

6. Instructors

Coach profiles for the website's Instructors page and for each class. A class shows its instructor's portrait and bio.

Instructors

6.1 Adding or editing an instructor

  1. Click Add an instructor, or click a card.
  2. Click the Portrait box to choose a photo from Media.
  3. Fill in the Name, Title (for example Head swim coach), Email, Coaching here since and the Order on the page.
  4. Tick the Sports they coach, write a Short bio and the Certifications, one per line.
  5. Tick Show on the website and click Save.
Editing an instructor

6.2 Linking an instructor to a staff login

The card says Staff login: leo or No staff login. To give a coach their own sign-in, a center manager adds a user in Users and chooses the instructor under Linked instructor profile. That person then sees only the classes they teach, on the Class board, in Classes and on the dashboard.

7. Registrations

Every registration for a class: confirmed seats, seats held for payment at the front desk, waitlist places and seat offers. Members make most registrations themselves on the website; this page is for finding them, registering someone at the desk, taking desk payments and cancelling.

Registrations

7.1 Registration statuses

SEAT FREE CLASS FULL Pay at deskseat held 48 hours Waitlistfree, in line Seat offered24 hours to pay Confirmedpaid, can be checked in Cancelled Expirednot paid in time paid seat opens paid cancel

Solid arrows are the usual path. Dashed arrows: a desk hold or a seat offer that is not paid in time expires, and the seat goes to the next person on the waitlist. Any active registration can also be cancelled.

StatusMeaning
ConfirmedPaid (by card or at the desk). The seat is theirs and they can be checked in.
Pay at deskThe member chose to pay at the front desk. The seat is held for 48 hours (Settings).
WaitlistThe class was full. Nothing is charged; they are in line for the next free seat.
Seat offeredA seat opened and was offered. The member pays in their member area within 24 hours (Settings) or declines.
CancelledCancelled by the member, by staff, or because the class was cancelled. Any refund is recorded with it.
ExpiredA desk hold or a seat offer that was not paid in time.

7.2 Finding a registration

Search by participant name, registration code (for example QNXSFV) or email. Filter by Status, Class and period (Today, 7 days, 30 days, All, or From and To dates). Click Open to see the registration with its receipt.

A registration with a refund request

When a member has asked for a refund, the window shows Refund request waiting with their reason and a link to decide it in Payments & refunds. Print receipt prints the receipt alone.

7.3 Taking a payment at the desk

When a member chose Pay at the front desk, the registration shows Pay at desk, the amount due and the time the hold ends.

A seat held for payment at the desk
  1. Take the payment at the desk.
  2. Open the registration and click Payment taken at the desk.
  3. Click Confirm payment.

The registration becomes Confirmed, the payment is recorded as Front desk, and the member earns their points (1 per $1 by default). The Registrations number in the menu counts the seats on hold.

7.4 Registering someone at the desk

  1. Click Register someone.
  2. Type the member's name or email in Member account and choose them.
  3. Choose Who is taking the class: the member or one of their family. Ages are shown.
  4. Choose the Class. The list shows the seats left and the status.
  5. Choose the Payment: Paid at the desk now, Hold the seat, pay at the desk later or Put on the waitlist.
  6. Click Register.
Register someone
  • Only signed-up members can be registered. Day pass visitors need to sign up first (see 9.1).
  • The member's tier discount is used. Points are not spent at the desk.
  • The server refuses a full class (Put them on the waitlist, or override), someone outside the age range, someone already registered and a finished class.
  • Override the seat limit, age range and registration date needs the Override limits extra right.

7.5 Cancelling a registration

  1. Open the registration. Under Cancel this registration, the box shows today's refund rule and suggests a refund.
  2. Change the Refund ($) if you need to (0 for none) and write a Reason for the log.
  3. Click Cancel registration.
  • A refund above 0 needs the Refund extra right in Payments & refunds. The refund can't be more than what is left of the payment.
  • The freed seat is offered to the next person on the waitlist automatically.

8. Payments & refunds

Every charge and refund: class payments, day passes, desk payments and refunds. The second tab holds refund requests from members.

Payments

8.1 The payment list

  • Search by name, registration code or payment ID. Filter by Type (charges and refunds, charges, refunds or day passes), Method (card or front desk) and period. The list opens on the last 30 days.
  • The boxes above the list total the Charges, Refunds, Net and the number of payments for what the filters show.
  • Refunds show in red with a minus sign.

8.2 Opening a payment and refunding by hand

A payment

The window shows the amount, what it was for, the member, the method and who took it, with the receipt.

  1. Enter the refund Amount ($); it starts at what can still be refunded.
  2. Write the Reason (required).
  3. Click Refund.
  • Refunds need the Refund extra right.
  • Refunding a day pass marks the pass refunded, so it can no longer be used.
  • A refund takes back the points that payment earned and returns points the member spent, in proportion.
  • Refunding a class payment here keeps the registration. To take someone off the class, cancel it in Registrations.

8.3 Refund requests

Inside the last 24 hours before a class starts, members can no longer cancel online. Instead they send a refund request from their member area or the Find my registration page. Requests wait on the Refund requests tab; the menu and the dashboard count them.

Refund requests
  1. Click Decide on a request.
  2. Read the reason and the Policy now line, which says what the refund rules give today.
  3. Set the Refund ($) and, if you like, a Note to the member.
  4. Tick Keep them in the class for a partial goodwill refund without taking them off the class.
  5. Click Approve and refund, or Decline. Declining needs a note that tells the member why.
Deciding a refund request

Approving without Keep them in the class takes them off the class and the seat goes to the waitlist. The member sees the decision and your note on their registration. Deciding needs the Refund extra right. Show switches between requests waiting, approved, declined and all.

8.4 Exporting to a spreadsheet

Click Export CSV to download the payments the filters show, for your bookkeeping. The file opens in Excel or Google Sheets and has the columns Date, Time, Payment, Type, Amount, Method, Card, Member, Email, For, Code and Note.

9. Members

One list of everyone with a record, one record per email address. The top of the page is the front desk: check in day passes and sell a pass to a walk-in.

Members

9.1 Account types

TypeWhoHas
Open memberBought a day pass without signing up.Name, email, phone, check-ins and passes. No password, no points, no classes.
MemberSigned up on the website (free).Signs in, registers for classes, adds family, earns points and has a tier.

When an open member signs up with the same email, their record becomes a member record and keeps its history. You can also change the Account type by hand; the person then chooses a password with Forgot your password? on the sign-in page.

An open member record

9.2 Tiers and points

LIFETIME POINTS BRONZEfrom 0 · 0% off SILVERfrom 500 · 3% off GOLDfrom 1,500 · 5% offregisters 48 h early DIAMONDfrom 4,000 · 10% offregisters 48 h early Earn: 1 point per $1 paid and 10 points per session attended. Spend: 100 points = $1 off, up to 50% of a class.
  • Tiers follow lifetime points, which never drop. Points to spend go down when a member uses them.
  • All numbers are the defaults and can be changed in Settings.

9.3 Finding and opening a member

Search by name, email, phone or member ID, and filter by Account, Tier and Status. Each row shows the tier, the points (to spend and lifetime), active classes and check-ins. Click Open.

A member record

The record shows the profile, the points with the last entries, the family, the classes, the check-ins and the day passes. Change the First name, Last name, Phone, Date of birth, Account type or Staff notes and click Save profile. The billing address is added by the member at their first card payment.

9.4 Adjusting points

  1. Open the member.
  2. Enter the points under Adjust points (+ or −), for example 150 or -50.
  3. Write the Reason (required). The member sees it in their points history.
  4. Click Adjust points.

This needs the Adjust points extra right; people without it don't see the fields. Points are for members only, not open members.

9.5 Suspending an account

  1. Open the member and click Suspend.
  2. Write the reason and click Suspend.
Suspend an account

A suspended member is signed out at once and can no longer sign in, register or check in on a day pass. Their existing registrations stay. Click Reactivate to undo.

9.6 Day pass check-in and desk sales

Front desk check-in

Checking in a day pass: type the pass code from the visitor's receipt or phone in Pass code and click Check in. The visitor appears under In the building on a day pass; click Check out when they leave.

  • A pass works only on its own day, only once, and not after a refund. The message says why a code is refused.
  • If the visitor chose to pay at the desk, the message says Take $18 at the desk and the payment is recorded.
  • Class registrations are checked in on the Class board, not here.

Selling a pass to a walk-in: click Sell a day pass to a walk-in, enter the first and last name and the email (phone is optional), take the money and click Paid $18 at the desk · check in. A visitor whose email is new gets an open member record. For someone already on file, open their record and click Sell day pass & check in.

10. Messages

Messages sent with the form on the Contact page. New messages are shaded and counted in the menu.

Messages

10.1 Answering a message

  1. The list opens on open messages (new and replied). Use Status, Topic, search and the period to find others.
  2. Click Open. If the email belongs to a member, the window links to their record.
  3. Click Reply by email; your email program opens with the address and a subject.
  4. Click Mark replied, or Mark closed when it is done. Reopen brings a closed message back.
A message
  • Add a note for your colleagues under Add a note and click Save note. Notes show who wrote them and when.
  • Delete removes the message and its notes for good.

11. Media & Albums

The library of photos, videos and PDF documents. Sports, classes, instructors, albums and the Pages editor all pick their pictures from here. The Media Center page on the website shows the videos, the albums and the documents.

Media

11.1 Uploading

Open one of the three panels at the top, choose the file, give it a Name and Tags (separated by commas), and click the upload button.

PanelFilesNotes
Upload a photoJPG, PNG or WebPResized to 1600 px with a small copy for lists. Add a Description for screen readers.
Upload a videoMP4 or WebM, up to 60 MBSent in parts with a progress bar. A poster picture is taken from the video.
Upload a documentPDF, up to 20 MBVisitors open it in a new tab from the Media Center.

Uploading needs Edit rights on Media. Photos can also be uploaded straight from the picture chooser in other pages with Upload a photo.

11.2 Finding and editing an item

Use the chips (All, Photos, Videos, Documents), the search, Tag and Used (used or not used anywhere). Each card shows the size and where it is used. Click a card to open it.

A media item

Change the Name and Tags and click Save. Used on lists every page, sport, class, instructor or album that uses the item.

11.3 Deleting

Delete needs the Delete extra right. An item that is still used somewhere can't be deleted: the message lists where it is used, so you can replace it there first.

11.4 Photo albums

Click Albums at the top of the Media page. Albums appear on the Media Center page; visitors open them in a full-screen viewer.

Albums
  1. Click New album, or click an album.
  2. Enter the Title, the Date and a Short line.
  3. Click Add photos, tap one or more photos in the chooser and click Add.
  4. Use the arrows to change the order, Cover to choose the cover photo (the first photo is used otherwise) and × to take a photo out.
  5. Tick Show on the website and click Save.
Editing an album Choosing photos for an album
  • An album shown on the website needs at least one photo.
  • Deleting an album keeps the photos in Media.
  • Albums use the Media rights: View to look, Edit to change.

12. Pages

Change the words and pictures of the public pages without touching code. Each page is a stack of blocks: a page top, text, cards, questions and blocks that show your own data, such as the sports or the classes starting soon.

Pages editor

12.1 Changing text and pictures

  1. Choose the page with the tabs: Home, Sports, Classes, Instructors, Media Center, About, Day pass, Sign up or Contact.
  2. Click any text and type. Headings, paragraphs, button labels and button links are all edited in place.
  3. On a picture, click Change to pick another from Media, or Remove.
  4. Click Save page. Changes go live when you save.
Editing a heading
Type {name} or {town} to show the center's name or town from Settings. If you rename the center, every page follows.

12.2 Arranging blocks

  • Drag a block by its handle (⋮⋮) or use the up and down arrows to move it.
  • Hide keeps a block but takes it off the website; click again to show it.
  • The bin deletes a block. Blocks marked From your data (sports, classes, coaches, forms and so on) can't be deleted, but you can move them, change their titles or hide them.
  • The page top has Also show for an extra element, such as the class finder on the home page.

12.3 Adding a block

At the bottom of each page, Add a block offers: Page top, Text, Picture and text, Cards, Steps, Numbers, Checklists, People, Questions, Quote, Picture or video, and Call to action. The new block appears at the end; move it where you want it and fill it in.

Add a block

12.4 Versions

Every save keeps the previous version. Click Versions to see the last five saved versions with who saved them and when. Restore makes that version live right away. View page opens the page on the website.

Page versions

13. Users & Rights

Everyone who signs in to the admin has their own user. Only center managers see this page.

Users

13.1 Adding a user and setting a password

  1. Click Add a user, or Edit on a row.
  2. Enter the Full name, the User name they sign in with (3 characters or more, not used by anyone else) and the Job title.
  3. Type a New password of 8 characters or more. For an existing user, leave it empty to keep their password.
  4. Leave Can sign in ticked. Untick it to switch a person off without deleting them; they are signed out at once.
  5. Set their rights (13.2) and click Save.
Editing a user's rights
  • Setting a new password signs that person out everywhere. Tell them the new password in person.
  • You can't remove your own center manager rights or switch yourself off.
  • Up to 60 users.

13.2 Rights by area

For each area choose None, View or Edit. An extra right needs Edit on that area.

AreaRightsExtra right
Sport typesNone, View, Edit
ClassesNone, View, EditCancel class: cancel a class and refund everyone
Class boardNone, View, Edit
InstructorsNone, View, Edit
RegistrationsNone, View, EditOverride limits: register past the seat limit, age range or registration date
Payments & refundsNone, View, EditRefund: give refunds and decide refund requests
MembersNone, View, EditAdjust points
Messages, PagesNone, View, Edit
Media (and Albums)None, View, EditDelete: delete media items
Activity logNone, View
Users, Settingscenter managers only

Tick Center manager (every right) to give a person every area, plus Users and Settings. Everyone can see their own activity, even without the Activity log right.

13.3 Coaches: own classes only

Choose an instructor in Linked instructor profile to make the user that coach. Whatever their area rights, they then see only their own classes on the Class board (shown as My classes), in Classes and on the dashboard, and they can't change class settings.

A coach's user

13.4 Typical set-ups

RoleSuggested rights
Front deskClass board, Registrations, Payments & refunds, Members and Messages: Edit. Sport types, Classes, Instructors: View.
Program coordinatorSport types, Classes (+ Cancel class), Class board, Instructors, Registrations (+ Override limits): Edit. Payments, Members, Media, Pages, Activity log: View.
CoachLinked instructor profile. Class board: Edit. Classes and Instructors: View.
Website editorMedia (+ Delete) and Pages: Edit. Sport types and Instructors: View.

14. Activity log & My account

14.1 Activity log

Everything staff and the website do: sign-ins, check-ins, payments, refunds, changes, messages from the website, and every action the server refused.

Activity log
  • Filter by Person, search the action or item, choose the Outcome and the period. It opens on Today.
  • The Result column says Done or Refused. A refused line shows what someone tried without the right to do it, or a wrong password.
  • Actions by the website show Website; automatic ones (for example an expired offer) show System.
  • The latest 5,000 lines are kept. People without the Activity log right see My activity: only their own lines.

14.2 My account

Click your name in the top bar. Change your Name, or set a new password: type your Current password and a New password of 8 characters or more, then click Save. What you can do lists your rights.

My account

15. Settings

The center's details and the rules the whole site follows. Only center managers change settings. Use the links at the top to jump to a section, and click Save settings (always visible at the bottom) when you are done.

Settings

15.1 Center

Center details

Name, Town, Tagline, Address, Phone and Email appear in the header, the footer, receipts and the Contact page. Accent colour changes the colour of buttons and highlights; Website theme sets light or dark for new visitors (each visitor can switch).

15.2 Opening hours and time zone

Opening hours
  • Tick the days you are open and set the hours. They show on every page (with an open now or closed now line) and decide which days a day pass can be bought for.
  • Time zone is the center's own clock: class times, today's sessions, check-in days and the refund windows all use it. The label shows the time there now.
  • 24-hour clock shows times as 18:30 instead of 6:30 PM.

15.3 Member tiers and points

Tiers and points
SettingDefault
Lifetime points needed: Silver / Gold / Diamond500 / 1,500 / 4,000 (Bronze is from sign-up). Must go up.
Class discount: Bronze / Silver / Gold / Diamond0 / 3 / 5 / 10 %
Early registration: hours before registration opens, from which tier48 hours, Gold and up
Points per $1 paid1
Points per session attended10
Points for $1 off100
Points can pay up to (% of a class)50

15.4 Booking and refund rules

Booking and refund rules
SettingDefaultWhat it does
Full refund until (hours before start)48Cancelling earlier than this gives 100% back.
Refund after that (%)50Between that point and when online cancellation closes.
Online cancellation closes (hours before)24After this, members send a refund request instead. Must be at or below the full refund hours.
Refund after the class started (%)0The rule shown once the first session has begun.
Hours to pay a waitlist offer24An unpaid offer expires and goes to the next person.
Hours a pay-at-desk seat is held48An unpaid hold expires and the seat is offered on.
Show Few seats at or below3When the class says Few seats.
Waiver textWhat members accept when they register.

15.5 Day pass

Day pass settings

The pass Name, the Price ($) and What it includes, shown on the Day pass page and on receipts.

16. The Public Website

What your visitors and members see, so the front desk can help them on the phone.

16.1 The pages

Home page
PageWhat is on it
HomeThe class finder (sport, who it is for, day), the sports, classes with seats starting soon, the member tiers, the coaches and the day pass.
Sports, SportEach sport with its pictures, where it happens and its open classes.
ClassesEvery class with filters for sport, age, level and day; tick Show finished and cancelled to see older ones.
ClassSchedule, sessions, coach, what to bring, the cancellation rule and the registration box.
InstructorsEvery published coach, with their classes.
Media CenterVideos, photo albums and PDF documents.
About, ContactFacts about the center; address, phone, opening hours and the message form.
Day pass, Sign up, Sign inBuy a pass, create an account, sign in or reset a password.
Find my registrationLook up a registration with its code and email, without signing in.

The bar at the very top says whether the center is open now. Each visitor can switch between a light and a dark look with the moon button.

Classes page
A sport pageA class page
Media Center

16.2 How a member registers for a class

Find a classClasses, a sport Sign inor sign up free Who takes itself or family, age Points + paycard or front desk Receiptcode, print, My classes Class full: Join the waitlistfree; an offer arrives when a seat opens

Registering takes one page. A full class offers the waitlist instead of payment.

  1. The member opens a class and signs in (or signs up).
  2. They choose Who is taking the class: themselves or a family member. People outside the age range are greyed out with the reason.
  3. They can Use points for money off. The summary shows the class fee, their tier discount, points used, the total and the points they will earn.
  4. They choose Pay now by card (confirmed right away) or Pay at the front desk (seat held for 48 hours). At the first card payment they also enter a billing address.
  5. They tick the waiver and click the pay button. The receipt appears with a code, Print receipt and Go to my classes.
The registration boxRegistered
  • Registration closes once the first session has started; until Registration opens, only early tiers can register.
  • When the class is full the box offers Join the waitlist for free.
Joining the waitlist

16.3 The member area

Members reach it with My classes in the header. The banner shows their tier, points to spend and lifetime points.

Member overview
TabWhat members do there
OverviewNext sessions for the whole family, tier progress and quick links.
My classesReceipts; Pay online now for a desk hold; Pay for the seat or Decline an offer; Leave the waitlist; Cancel; Ask for a refund.
FamilyAdd, change or remove children and partners, so they can be registered.
Check-insEvery class and day pass check-in.
PaymentsEvery payment and refund with receipts.
PointsThe points history and how points work.
ProfileName, phone, date of birth, billing address and password; Sign out.
My classes

What a member can do with a registration depends on the time left before the class starts (see the refund rules in 18.2). Inside the last 24 hours the Cancel button is replaced by Ask for a refund, which sends a request to Payments & refunds.

Paying for an offered seat
FamilyPoints
Check-insPayments
Profile

16.4 Signing up, signing in and passwords

  • Sign up asks for the name, email, phone, date of birth and a password of 8 characters or more, and the center rules. Someone who bought day passes before uses the same email to keep their visits.
  • Sign in keeps members signed in for 14 days on that device. Suspended members can't sign in and are told to talk to the front desk.
  • Forgot your password? gives a six-digit reset code on screen, valid for 15 minutes. The member types the code and a new password. Changing the password signs them out on their other devices.
Member sign in
Sign upReset code

16.5 Find my registration

From Find my registration at the top of every page, anyone can look up a registration with the code on the receipt and the account's email. They see the receipt and can cancel or ask for a refund under the same rules as the member area.

Find my registration

16.6 Day passes

A visitor enters a name, email and phone, picks Which day (today or a coming open day), and pays by card or chooses to pay at the front desk. The page shows a pass code to show at the desk; the desk checks it in under Members. No account is needed; the visitor becomes an open member.

Day pass

16.7 Contact form

Visitors choose a topic, type their name, email, optional phone and message, and click Send message. Messages arrive in Messages.

Contact page

16.8 On phones

Home on a phoneA class on a phoneMembers on a phone

17. Installation & Setup

For the person who puts the site on your server and the center manager who signs in first.

17.1 The first sign-in

1. Make a hashof your chosen passwordbe26f6…89a6 2. application.cfgapp.app.runmode | 1app.admin.user | adminapp.admin.passhash | … 3. Sign in/AdminLogin with thatuser name and passwordbecomes center manager 4. Your teamMy account: your nameUsers: a password andrights for each person The file keeps only the hash, never the password itself.
  1. Choose a strong password and make its SHA-256 hash. In PowerShell:
    $p = Read-Host "Password"; [BitConverter]::ToString([Security.Cryptography.SHA256]::Create().ComputeHash([Text.Encoding]::UTF8.GetBytes($p))).Replace("-","").ToLower()
  2. Open appConfig/application.cfg and set app.app.runmode | 1, app.admin.user to the user name you want and app.admin.passhash to the 64-character hash.
  3. Open /AdminLogin and sign in with that user name and password.
First sign-in

The account is created as a center manager. Open My account and type your real name, then open Users and give each person their own password and rights.

My account after the first sign-in
  • Users that came with the site can't sign in until a center manager sets a new password for them. Untick Can sign in for the ones you don't need, or rename them.
  • Locked out? Another center manager can set a new password in Users. If nobody can sign in, put a new hash in application.cfg and sign in with that user name; the account is made center manager again with the new password.

17.2 Your own center

  • Settings: name, town, address, phone, email, colour, opening hours, time zone, tiers, points, refund rules and the day pass.
  • Sport types, Instructors, Classes: your sports, coaches and schedule. Save classes as drafts until they are ready.
  • Pages and Media: rewrite each page and replace the pictures with your own.
  • Sample records: start from a data/site.json with your settings, sports, instructors, classes and pages, and empty members, registrations, payments, passes, check-ins, points and messages. Members that came with the site can't sign in.

17.3 Card payments

The card form that comes with the site does not charge real cards; it only checks the number and records the payment. Before you take money online, have your developer connect a payment provider (for example Stripe or Square) to the charge and refund steps. Desk payments, refunds you give in cash and all records work as described in this manual.

17.4 Folder permissions

The site writes to three folders. On IIS, give the application pool identity (for example IIS AppPool\Sport) Modify rights on them.

FolderHolds
data/site.json (settings, sports, instructors, classes, members, registrations, payments, passes, check-ins, points, messages, media list, albums, pages), staff.json (users and rights), activity.json
images/uploads/Photos, videos and PDFs uploaded in Media
temp/Staff and member sessions, and video uploads in progress

Videos are sent in 1 MB parts. Make sure your server accepts requests of at least 2 MB.

17.5 HTTPS, privacy and backups

  • Use HTTPS. Sign-in tokens travel with every request.
  • Check private files. Open https://your-site/data/staff.json and https://your-site/appConfig/application.cfg in a browser: both must answer 404. If not, block those folders in the server settings.
  • Back up data/ and images/uploads/ every day. Together they are the whole center.
  • Member records hold names, emails, phone numbers, dates of birth and billing addresses. Keep them only as long as your rules allow.

17.6 Redeploying

Publishing a new version copies the project's data/ files over the live ones. Download the live data/ and images/uploads/ folders first, or exclude them from the publish, so you keep your members, registrations and users. Turn off Remove additional files at destination so temp/ and images/uploads/ are not deleted. People stay signed in as long as temp/ survives.

18. Reference

18.1 Class statuses

StatusWhen
DraftNot published on the website.
OpenPublished, not started, seats free.
Few seatsSeats left at or below the Few seats number (3).
FullNo seats left; the waitlist is open.
In progressThe first session has started; online registration is closed.
CompletedThe last session has ended.
CancelledCancelled by staff; everyone was refunded.

18.2 Refund rules

100% back, cancel online50% back, cancel onlinerefund request0% 48 hours before24 hours beforefirst session Time before the first session → The front desk decides every refund request and can give any amount up to what was paid. All four numbers are in Settings.
  • A desk hold, a waitlist place and a seat offer cost nothing and can be cancelled at any time before the class starts.
  • Refunds take back the points the payment earned and give back the points that were spent, in proportion.
  • Cancelling a class refunds everyone in full, whatever the time.

18.3 Points rules

EventPoints
Payment (card, desk or day pass)+1 per $1 paid
Session attended (checked in)+10
Points spent on a class100 points = $1, up to 50% of the class
Refundearned points taken back, spent points returned
Staff adjustmentany amount, with a reason

Open members (day pass only) don't earn points.

18.4 Codes and IDs

ItemLooks like
Registration code (on receipts)VCXV4Q
Day pass codeEP6LHX
ClassC-402
MemberM-1001
PaymentP-5221
MessageG-801

18.5 Keys

Esc closes a window, the menu on a phone or a confirmation. Enter in the pass code box checks a day pass in.

19. Quick Answers

19.1 Front desk questions

QuestionAnswer
A member wants to pay for a held seat at the desk.Registrations → open it → Payment taken at the desk (7.3).
Someone walks in for a swim.Members → Sell a day pass to a walk-in (9.6).
A visitor shows a pass code on their phone.Members → type it in Pass code → Check in.
A child arrives for class.Class board → the class → Check in next to their name (5.2).
Check-in says only confirmed, paid registrations.The seat is still on hold. Take the payment first (7.3).
A member can't cancel online any more.Inside the last 24 hours they send a refund request; decide it in Payments & refunds → Refund requests (8.3).
The coach is ill for one session.Classes have no per-session cancel. Tell the participants by phone or email; give goodwill refunds or points if you wish.
The whole class can't run.Classes → open it → Cancel class. Everyone is refunded in full (4.4).
We added more seats; who gets them?The next people on the waitlist get offers automatically when you save.
A member forgot their password.They click Forgot your password? on the sign-in page and get a code on screen.
A day pass visitor wants to join.They sign up with the same email; their visits stay on the record.
A member's points look wrong.Members → open → check the points list; fix with Adjust points and a reason (9.4).
A member keeps breaking the rules.Members → open → Suspend with a reason (9.5).
A button I need is missing.You don't have that right. Ask a center manager (13.2).
The accountant wants this month's payments.Payments & refunds → set the dates → Export CSV (8.4).
We want to change the home page headline.Pages → Home → click the headline, type, Save page (12.1).