Adding Users, Members, and Guests in Fairway Control

How to Add Users, Members, and Guests in Fairway Control #

Fairway Control gives your staff an intuitive way to manage player access across your entire course—from full members to casual walk-in guests. This guide walks you through creating new accounts, assigning roles, managing membership details, and understanding the available features in the Users & Membership module.

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Overview #

In Fairway Control, every person who interacts with your course—whether they are members, staff, or guests—has a profile created in the system. Profiles allow you to:

• Track bookings and check-in history
• Manage membership plans and billing
• Assign staff permissions
• Attach notes, tags, and documents
• Manage billing info and past-due statuses

This article explains how to create and manage each type of user.

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1. Adding a New User #

A User is a general account type for anyone who needs access to the system. Users may be staff members, members, or guests depending on the role you assign.

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Step 1 — Navigate to the Users Page #

1. Log in to Fairway Control.
2. Click Management in the left-hand menu.
3. Select Users & Members.

You will see the full user list, including filters for Active, Inactive, Members, Staff, and Guests.

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Step 2 — Create a New User #

1. Click Add New in the top-right corner.
2. Select the account type:
   • Create User Only
   • Create Member Account
   • Create Guest Profile
   • Create Staff Account
3. Enter the basic information:
   • First & Last Name
   • Email address
   • Phone number
   • Date of birth (optional)
   • Gender (optional)
4. Click Save & Continue to open the role setup screen.

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2. Adding Members #

A Member is any player associated with a membership plan (monthly, annual, corporate, seasonal, or custom).

Members get access to:

• Unlimited or discounted tee times
• Member-only pricing
• Auto-billing for dues
• Priority booking windows
• Family accounts
• Course amenities tied to membership type

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Step 1 — Select “Create Member Account” #

From the Add New menu, choose Create Member Account.

Step 2 — Enter Member Details #

You will see a membership panel with the following features:

Membership Type #

Select from your course’s available plans (e.g., Full Golf, Weekday, Twilight, Junior, Corporate).

Billing Cycle #

Choose:

• Monthly
• Annual
• One-Time
• Custom (admin-defined)

Membership Start & End Dates #

• Start date defaults to today
• End date can be set or left open-ended for renewing memberships

Billing Method #

• Card on file
• ACH
• Offline (Cash/Check)

Auto-Billing #

Toggle ON if dues should automatically run every cycle.

Step 3 — Add Additional Members (Family / Corporate) #

If the membership type supports multiple users:

• Click Add Linked Member
• Choose “Spouse,” “Child,” “Corporate Staff,” or “Custom Label”
• Each linked user inherits the primary member’s plan unless customized

Step 4 — Complete Membership Setup #

Click Save Membership and the account becomes active immediately.

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3. Adding Guests #

A Guest is a player without membership privileges—ideal for walk-ins, visitors, tournaments, and public players.

Guests have:

• No auto-billing
• No membership plan
• Pay standard public rates
• Limited profile fields

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Creating a Guest Profile #

1. Go to Add New ? Create Guest Profile
2. Enter:
   • Name
   • Email (optional)
   • Phone (optional)
3. Click Save

Guest profiles can later be upgraded to full members or users with staff permissions.

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4. Assigning Roles & Permissions #

Roles define what a user can access in your Fairway Control dashboard.

Available Roles #

• Administrator – Full access to all features
• Manager – Most access except sensitive billing functions
• Staff – Limited tee sheet, check-in, and operational tools
• Member – Player account with booking privileges
• Guest – Basic player record
• Restricted – Can book tee times but no billing access

You can assign multiple roles to a single user.

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How to Assign a Role #

1. Open the user’s profile
2. Click the Roles & Access tab
3. Check the box for each applicable role
4. Click Save Changes

Changes take effect instantly.

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5. Editing and Managing User Profiles #

Once a user is created, you can manage all their information from the user detail page.

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Profile Sections #

1. Contact Information #

• Name
• Phone
• Email
• Address
• Emergency contact (optional)

2. Membership Information #

• Current plan
• Renewal date
• Billing cycle
• Payment history
• Failed payments (with reason codes)

3. Booking Activity #

• Tee times
• Cancellations
• No-shows
• Event registrations

4. Notes & Flags #

Add tags like:

• VIP
• Pace-of-play warning
• Outstanding balance
• Staff-only notes

5. Payment Methods #

• Add new card
• Set default payment
• Remove expired cards

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6. Upgrading or Changing a User Type #

If a guest becomes a member or a staff member:

Convert Guest ? Member #

1. Open guest profile
2. Click Upgrade to Member
3. Select membership plan
4. Enter payment info
5. Save

Convert User ? Staff #

1. Open profile
2. Go to Roles & Access
3. Enable Staff or Manager
4. Save

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7. Deactivating or Deleting a User #

You may need to deactivate a user instead of deleting them to preserve history.

Deactivate #

• Prevents logins and bookings
• Keeps all history and billing records
• Can be reactivated any time

Delete #

• Permanent
• Only available for guests or users with no booking/billing history

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8. Searching, Filtering, and Sorting Users #

Use the filters at the top of the Users page:

Filters Include: #

• Active
• Inactive
• Members
• Guests
• Staff
• Unpaid membership dues
• Past-due billing
• Expired memberships

Sorting Options: #

• Alphabetical
• Recent activity
• Membership level
• Outstanding balance

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9. Common Tasks #

Resend Login Invite #

• Open user
• Click Send Invite
• User receives email with login setup link

Reset Password #

• Admins can send password reset emails
• Staff cannot reset passwords for members directly

Add a Family Member #

• Inside a primary member profile
• Click Add Linked Member

View Payment Failed Reasons #

Shows reasons such as:

• Insufficient funds
• Card expired
• Card blocked
• AVS mismatch

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10. Tips & Best Practices #

• Ensure emails are correct—login invites rely on email accuracy
• Add notes for problem players to keep your staff aligned
• Use tags for VIP, corporate, or high-value members
• Keep inactive users deactivated rather than deleted for reporting accuracy
• Review failed payments weekly to avoid overdue balances