🎛️ Officers’ App

The Officers’ App is a second installable mobile app — the committee counterpart to the members’ app. It installs as its own home-screen icon and opens full-screen on a phone or tablet, giving officers a club-wide control panel wherever they are. It is part of the Complete plan.

Who can sign in: the officers’ app is administrator-only. Only accounts with full site-admin rights can open it; anyone else who follows the link is politely sent to the members’ app instead. (Behind the scenes the app still respects each Pavilion capability, so its tabs are ready to open up to other committee roles in future — but for now sign-in is limited to administrators.)

The five tabs

• 📊 Dashboard — the club at a glance, opening with a welcome banner and a grid of colourful KPI widgets: active, total, pending and lapsed members, renewals due in the next 30 days, fees outstanding, today’s and this week’s bookings, rota gaps for the week, and anything waiting on your approval. Tap any KPI number to open a popup table of the data behind it, with Print and Export CSV buttons. Tap the ⚙️ cog on a card to set colour rules for that number — for example, show “Fees outstanding” in red once it goes above a threshold. Below the widgets are three at-a-glance charts (a membership donut, a seven-day bookings bar chart and a rota-staffing gauge); charts with no data are hidden automatically, and a button lets you show or hide them.
• The colour rules and the show/hide-empty-charts choice are saved for the club, so every administrator sees the same dashboard.
• 🌱 Greens Care — if the club has Greens Care and you have green access, a Greens Care card on the dashboard opens a greenkeeper view: the green’s open/closed status and latest speed, jobs due or overdue (with a one-tap Done that logs them), low-stock products, what’s been logged today, and a quick Log a job form so you can record work from the green.
• 💷 Money — takings, what the club is owed, and expense claims waiting on somebody. Tap “Owed to the club” to see who: every member who owes something, their charges grouped under them, how many days each one is overdue, and what has been part paid. It is ordered by the longest-standing debt first, because that is the order chasing is done in. Print gives you the same thing on paper, grouped the same way, to take to a committee meeting; Export CSV gives you one row per charge with the member’s email and phone on it, for sorting, filtering or a mail merge. A charge with no due date is shown as owing rather than overdue — nobody set it a deadline to miss.
• 📅 Bookings — switch between a Day and a Week view with the toggle at the top. Day view steps through one day at a time with the ‹ › arrows; Week view lists all seven days at once so you can scroll through the whole week. Both show rinks, times and players.
• 📋 Rota — the whole week at a glance, with any short-staffed duty flagged so you can see what still needs filling.
• ⚙️ Admin — split in two, deliberately. Do it here is a grid of things that happen inside the app: look a member up, see who owes what, deal with approvals, the bookings and rota tabs. Opens the club website is everything that genuinely needs a desktop — setting the club up, the full accounts, a whole season of renewals — and each of those carries an ↗ so you know before you tap that you are leaving the app. Officers only see what their role allows. Wherever a tile takes them there is a labelled button in the top-left corner — “‹ Admin” — that returns them to the Admin tab, whether the tile opened a screen inside the app, a popup like Who owes what, or a whole other tab such as Bookings or Rota. Those website screens open stripped down to just that screen — no WordPress sidebar, no admin bar, no Pavilion top navigation and no settings sub-menu — with a ‹ Back to Admin bar across the top, because on a phone three sets of navigation crowded out the one panel the officer came for. That bar returns them to the Admin tab they left from rather than to the app’s front page, and it keeps pointing there through a sub-link or a Save. Following a sub-link or pressing Save keeps you in that stripped-down view rather than dropping you into the full desktop admin halfway through a job. Opening the very same page on a laptop is completely unchanged; only pages opened from the app are stripped. Open full web admin deliberately does the opposite and gives you the whole thing. At the bottom, under This app, is the version you are running and a force a fresh copy button: a phone keeps its own copy of the app, so after an update it can go on showing the old one, and that button clears it and reloads.
• 📒 Money in and out — write down cash taken or something bought without leaving the app. Choose money in or money out first, because it changes which categories you get, then the amount, what it was, how it was paid and when. It goes into the club ledger through exactly the same route as the website, so it is in the accounts and the year end properly rather than in a note in somebody’s pocket. Underneath, the last month of entries newest first, so you can see yours landed and spot a wrong one now rather than in March. Writing to the ledger is its own permission — a membership secretary is not automatically the treasurer.
• 🎚️ Club switches — the two things a committee changes in a hurry, usually in a car park. Pause the renewal round stops the chasing and the lapsing when the date has arrived before the AGM has set the fees; members who want to renew still can. Reminder emails stops the whole automatic machine — bookings, duties, renewals. Each says what it actually does, because “reminders: off” tells you nothing about what stops happening. Everything else that configures a club is a desktop job and stays one.
• 🔄 Renewals — the whole subscription round on a phone. The top of the screen is where the season has got to: how many have renewed, how many are still to come, how many are overdue and what has been taken. Below it, everybody due in the next sixty days, one card each, with their fee already worked out. Record payment takes it (cash, card, bank transfer or cheque) and the member drops off the list, because the list is what is still to do; Send reminder emails that one member. It does exactly what Quick Renew on the website does — the same steps, in the same order — so the two can never disagree about a club’s figures. Reminder runs for the whole club, moving a batch of dates and starting a new season stay on the website: they are jobs for a desk.
• 💷 Taking a payment — open a member from anywhere in the app and their record now shows what they owe, charge by charge, with a Record a payment button. The amount is filled in with what is outstanding, because that is usually what gets handed over; choose cash, card, bank transfer or cheque, and either let it go against the oldest charge first — the way a treasurer allocates on paper — or pick one. Anything left over stays on their account as credit rather than being lost. A committee member at the bar with a tablet no longer has to open the website admin to take £20 off somebody.
• ❓ Help — short step-by-step guides for the everyday officer jobs, plus a link to the full help centre.

Members and approvals are reached by tapping the relevant Dashboard tile rather than living on their own tab, which keeps the bottom bar to five clear destinations. Searching the roster, filtering by status and opening a member for their contact details, membership and upcoming bookings all still work exactly as before — they open from the dashboard.

Setting it up

• Create a normal page (e.g. “Officers”) and add the shortcode [pvl_officer_app] — or just let Pavilion create the “Officers” page for you the first time it is needed.
• Enable and name it under Settings → System → Devices → Officers’ App (app name, short name and accent colours).
• Install it by QR: the same Devices page shows a “Scan to open” QR code for each app. The officers’ code carries an Admin only badge and is shown to administrators only — scan it on your own phone to open the app and “Add to Home Screen”. There is also an “Open a large / printable code” link if you want to hold it up at a committee meeting. Keep the officers’ code to yourself rather than publishing it next to the members’ code.
• Or run the Officers’ app setup wizard from the Wizards menu.

How officers install it

• Android (Chrome): open the page and use the browser menu → “Install app / Add to Home screen”.
• iPhone / iPad (Safari): open the page, tap Share, then “Add to Home Screen”. On newer iOS and iPadOS the share sheet shows a shorter list first — if you do not see it, tap “More Options…” (or “More”) at the bottom, then choose “Add to Home Screen”.

Because it installs on its own query key and its own page, the officers’ app and the members’ app live side by side as two separate icons and never interfere with one another. Deeper editing still lives in the full web admin, linked from the app’s Admin tab.

Common questions

Who can sign in to the officers’ app?

Administrators only. Any account with full site-admin rights can open and install it; everyone else — plain members, volunteers and non-admin officers — is redirected to the members’ app. Because it is admin-only, its QR code on the Devices page is shown to administrators only and marked “Admin only”.

Is this the same app as the members’ app?

No — it is a separate app with its own icon, its own dashboard and its own tabs. The members’ app is unchanged and still installs separately. An admin who is also a member can install both.

Can an admin edit everything from the app?

The app is designed for on-the-go visibility and quick actions (notably approving claims and spotting rota gaps). Full editing — creating bookings, changing member records, building the rota — still happens in the web admin, one tap away under the Admin tab → Open full web admin.

How do I install it on my phone?

Two easy ways. In the app itself, open the More tab and tap “📲 Add to Home Screen” — on supported phones that triggers the install straight away (on iPhone Safari it shows the quick steps). Or from Settings → System → Devices, scan the officers’ app QR code with your phone camera and then choose “Add to Home Screen” (iPhone: Share → Add to Home Screen; Android: menu → Install app). Either way it opens full-screen like a native app.

Which plan includes the officers’ app?

It is part of the Complete plan (alongside the treasurer & accounts suite). On the Complete plan it’s available and switched on by default; on the Standard plan it stays off, and the Devices settings page shows a short note explaining it’s a Complete-plan feature.