Layer 1: Club Operating System

Give every club the operational foundation to manage users, memberships, bookings, payments, communications, and club-specific rules.

Clickable Prototype

Layer 1 Operations Prototype

Switch roles and move through the operating views Beeooking needs before real database, auth, payment, and booking logic are connected.

Viewing as Super Admin

Super Admin Setup

Create the club, choose resources, set email domain, assign first Club Admin, and publish core rules.

1

Club profile

Beeooking Demo Club

Timezone, brand, status, and tenant slug are ready.

2

Sports & resources

5 activities

Squash, tennis, swimming, fitness, and health/recovery are selected.

3

Counts

18 resources

4 squash courts, 3 tennis courts, 6 lanes, 2 studios, and 3 recovery rooms.

4

Email domain

beeooking.com

Staff-side roles must use the organization email domain.

5

First Club Admin

clubadmin@beeooking.com

Only Super Admin can grant this access.

6

Publish rules

Ready

Booking windows, membership access, waiver gate, and pricing rules are ready for review.

Club Admin Dashboard

Operational pulse for memberships, waivers, booking activity, revenue, and coach payouts.

Members 128 94 active, 34 non-active
Membership Review 7 Families needing approval
Waivers Blocked 6 Cannot book until signed
Bookings Today 48 11 staff-assisted
Revenue $8.4k Memberships, courts, classes
Coach Payouts $1.7k Visible to Club Admin only

Members & Families

Families, dependents, active/non-active status, waiver coverage, and payment readiness live together.

Letourneau Family

Pending admin review

Needs waiver
Family MonthlyMembership Ready to payPayment Approve after waiverNext action
Danielle LetourneauMain member Non-active Adult Billing owner
Avery LetourneauDependent Active Junior Needs waiver
Maya LetourneauDependent Active Junior Needs waiver

Chen Family

Approved and locked

Ready
Family Annual + RacketsMembership PaidPayment Admin change onlyNext action
Grace ChenMain member Active Adult Covered
Leo ChenSpousal member Non-active Adult Covered
Nina ChenDependent Active Junior Covered

Rivera Member

Draft setup

Payment due
Monthly AdultMembership Awaiting paymentPayment Self-service opt-inNext action
Sam RiveraMain member Active Adult Needs waiver

Membership Review

Club Admin reviews selected family structure, active/non-active pricing, opt-in payment, and post-approval lock state.

Letourneau Family Family Monthly Adult non-active, children active Approve after waiver
Rivera Member Monthly Adult Payment required for opt-in Await payment
Chen Family Family Annual + Rackets Approved and locked No self-service changes
Opt-out request Monthly Adult Cancel request requires admin contact Review

Waiver Status

Missing waivers block bookings, registrations, waitlists, check-ins, and walk-ins until covered.

Letourneau Family Family waiver missing 3 covered members needed Blocked
Rivera Member Individual waiver missing 1 member needed Blocked
Chen Family Family waiver complete v1 signed by Grace Chen Clear
Coach walk-in Waiver check required Cannot add participant until covered Guarded

Bookable Resources

Selected sports become bookable inventory with adjusted units and access rules.

Squash Court 4 Rackets members: 2 peak bookings max
Tennis Court 3 Member/non-member rates apply
Swimming Lane 6 Lane booking enabled
Fitness Studio 2 Class Member access included
Health/Recovery Room 3 Health Member recovery included

Booking Preview

Prototype booking outcomes show the rule engine before the real booking engine is wired.

Parent books child squash court Blocked Family waiver missing before booking. undefined
Rackets member books 3rd peak court Blocked Peak booking limit is 2 active peak bookings. undefined
Rackets member books off-peak court Allowed Off-peak booking allowed when resource is available. undefined
Class Member books class Included Class access is included without per-class payment. undefined
Non Member books tennis court Payment required Visible to non-members, charged at non-member rate. undefined

Role Preview

Use the role switcher to highlight the access model for each user type.

Super Admin Can grant Club Admin, edit pricing/payment structure, complete setup, and access all areas.
Club Admin Can manage members, staff, coaches, payroll visibility, timetables, event bookings, and overrides; cannot edit core pricing.
Staff Can book for customers, send invoices, manage customer memberships, and apply credits within limits.
Coach Can view member accounts without editing, manage own availability/registers/walk-ins, and see own payments only.
Parent Can manage children, sign family waiver, see child payments, and use personal non-member account.
Member Can see bookable spaces, pay member rates, and use access allowed by membership/add-ons.

Sprint 0 Foundation Complete

Layer 0 now defines the architecture, permissions, booking rules, pricing behavior, waiver enforcement, database guardrails, API contracts, engineering contract, and seed data.

Permission actions Locked Named action keys define pricing control, Club Admin grants, credits, booking for others, payroll visibility, profile access, timetables, registers, and coach profile management.
Booking rules Locked Peak/off-peak windows, role booking horizons, racket peak limits, resource conflicts, coach conflicts, cancellation rules, and waitlists are defined.
Pricing logic Locked Membership pricing uses access level, active/non-active status, add-ons, rate modifiers, admin review, and self-service monthly opt-in.
Waiver enforcement Locked One family waiver can cover all listed members, and incomplete waivers block bookings, registrations, waitlists, check-ins, and walk-ins.
Database guardrails Ready Schema includes club scoping, booking time checks, role indexes, waiver indexes, credit adjustments, and audit logs.
API contracts Ready Setup, invites, roles, families, dependents, waivers, memberships, booking, and credit routes are specified.
Engineering contract Ready Layer 0 now includes decision orders, API payload examples, error codes, RLS expectations, audit events, and acceptance tests.
Seed data Ready Demo club includes sports, resources, users, roles, family, waiver, and membership plan examples.

Club Admin Dashboard

Beeooking Demo Club ยท Main Campus

Members 128 94 active, 34 non-active
Families 42 7 pending review
Waivers 86% 6 families blocked
Resources 20 Courts and studios ready

Setup Checklist

Activity menu Complete Squash, tennis, pickleball, and fitness selected.
Organization domain Complete staff@beeooking-demo.com enforced for staff-side roles.
Family waiver Needs review Approve family-scoped waiver responsibility statement.
Membership review In progress 7 family memberships pending active/non-active approval.

Action Queue

High Approve Letourneau Family membership type Family Monthly
High Collect missing family waiver Letourneau Family
Medium Review monthly opt-out request Admin contact required
Medium Validate coach invite email domain coach@beeooking-demo.com

Bookable Resources

Squash 6 courts Ready
Tennis 4 courts Ready
Pickleball 8 courts Needs hours
Fitness 2 studios Ready

Staff Domain Validation

Alex Morgan Club Admin alex@beeooking-demo.com
Priya Singh Coach priya@beeooking-demo.com
Jordan Lee Staff jordan.personal@gmail.com

Sprint 1 Workflow Prototype

Start with the Members & Families surface: setup, participant status, admin review, waivers, and monthly membership rules.

  1. 1

    Adult profile

    Main adult creates the account, enters DOB, contact details, and emergency contact.

  2. 2

    Add family

    Adult adds spouse or dependent profiles after initial login. DOB is required for every person.

  3. 3

    Choose participation

    Family chooses who is active or non-active and submits the membership for admin review.

  4. 4

    Complete family waiver

    One adult signs the waiver for the family when the waiver states responsibility for all listed members.

Letourneau Family

Family Monthly

Pending admin review
Family waiver missingWaiver status Payment readyPayment Can opt in after paymentMonthly membership
Danielle LetourneauMain member DOB complete Not covered
Avery LetourneauDependent DOB complete Not covered
Maya LetourneauDependent DOB complete Not covered

Chen Family

Family Annual

Approved and locked
Family waiver completeWaiver status PaidPayment Contact admin to changeMonthly membership
Grace ChenMain member DOB complete Covered
Leo ChenSpousal member DOB complete Covered
Nina ChenDependent DOB complete Covered

Rivera Member

Monthly Adult

Draft setup
Missing waiverWaiver status Awaiting paymentPayment Self-service opt-inMonthly membership
Sam RiveraMain member DOB complete Not covered
Letourneau Family Review active children with non-active adult Approve membership type
Rivera Member Payment required before monthly opt-in Await payment
Monthly opt-out request Member must contact admin to cancel Admin review
Monthly

Opt In Is Self-Service. Opt Out Is Admin Reviewed.

Members can start monthly membership by paying. Canceling or opting out routes through the club admin.

  • Self-service monthly opt-in after completed payment.
  • Admin contact required for monthly opt-out or cancellation.
  • Payment status and membership status stay separate.
  • Approved membership type locks active/non-active self-service changes.

Core Modules

The Layer 1 MVP is the club operations backbone every sport-specific module depends on.

User Management

Sprint 1
  • Members & families
  • Adult accounts
  • Dependents after login
  • Coaches
  • Staff
  • Admins
  • Waivers
  • Emergency contacts

Membership Management

Sprint 2
  • Monthly plans
  • Annual plans
  • Junior plans
  • Family plans
  • Active/non-active pricing
  • Privileges
  • Renewals

Booking Engine

Sprint 3
  • Courts
  • Lanes
  • Studios
  • Coach bookings
  • Clinic bookings
  • Camp registration
  • Waitlists

Payments

Sprint 2-4
  • Membership billing
  • Packages
  • Clinics
  • Camps
  • Private lessons
  • Refunds

Communications

Sprint 5
  • Email
  • SMS
  • Push notifications
  • Club announcements
  • Groups

Multi-Club Architecture

Sprint 0
  • Club branding
  • Club pricing
  • Club rules
  • Club coaches
  • Tenant isolation

Super Admin Club Setup

First choose activities from a scrollable menu, then set how many resources each selected activity needs.

Select sports and facility types
4 selected: Tennis, Squash, Pickleball, Fitness
Tennis courts
Squash courts
Pickleball courts
Fitness studios
Activity menu Scroll and select Super Admin chooses relevant activities from a dropdown-style menu of all supported sports and facility uses.
Racket sports Courts or tables Tennis, squash, padel, pickleball, table tennis, and badminton.
Aquatics Lanes Swimming can be enabled when clubs need lane-based booking.
Studios and rooms Studios or rooms Fitness studios and multi-purpose rooms can be enabled for class or room booking.
Ice sports Rinks Rinks can be enabled when a club needs ice or rink-based booking.
Resource counts Required after selection After activities are selected, Super Admin enters how many courts, lanes, studios, rinks, tables, or rooms are available.

Organization Email Domain

Super Admin chooses the club email domain, then staff-side roles must use that organization email.

Domain selection Super Admin Super Admin chooses the approved organization email domain during club setup.
Required roles Org email required Super Admin, Club Admin, Staff, and Coach accounts must use an email from the approved organization domain.
Member roles Personal email allowed Parents and members can use personal emails unless a club chooses stricter rules.
Invite validation Block mismatch Invites for Super Admin, Club Admin, Coach, and Staff roles are blocked when the email domain does not match the selected organization domain.
Required

Waiver Completion Gate

Layer 1 must block operational activity until required waivers are complete. A single family waiver can cover all listed members when the waiver text states that responsibility.

Core Objects

Every operational record is scoped by club, with shared users gaining club-specific roles and permissions.

ClubFacilityBookable ResourceUserFamilyMembershipCoachProgramSessionBookingPaymentMessage

Permissions

Access starts with the active club context, then role, then object ownership.

Super AdminClub AdminStaffCoachParentMember

Role Permission Matrix

Super Admin owns pricing, access grants, and staff onboarding; club roles operate within those boundaries.

Super Admin Full access Can access all areas, contacts, profiles, pricing, timings, accounts, edits, and access rights. Only Super Admin can grant Club Admin access and controls staff/coach onboarding.
Club Admin Club operations Can manage staff, coaches, members, timetables, payroll visibility, staff/coach payments, bookings under other names, and member edits. Cannot edit payment structure or core pricing.
Staff Front desk Can make bookings for members/non-members, book coaching, edit member accounts, book up to 12 months ahead, review invoices, manage customer memberships/payments, and apply credits within Club Admin limits.
Coach Coach scoped Can see only their own lesson/clinic payments, book lessons/clinics/courts under their name, view member accounts without editing, manage registers, add walk-ins with payment, edit availability, and manage public profile.
Parent Guardian access Not a member by default. Can act on behalf of children, receive child notifications, see child payment information, or use their own non-member account.
Member Member access Can see all bookable areas and pay member rates. Base membership includes gym barrier access, while courts, classes, and health suite access can still require paid booking or add-ons.

Sprint 1 Foundation Readiness

The immediate work is an admin shell for profiles, roles, families, waivers, and emergency contacts.

Tenant model Ready to specify Every operational record needs club_id, and every request resolves active club context.
Roles Ready to specify Super Admin, Club Admin, Staff, Coach, Parent, and Member need explicit access boundaries.
Members & families Grouped workflow Adults are created first, then dependents are added inside the same member/family area after initial login.
Waivers Required access gate Required waivers must be completed before booking, program registration, or participation.
Emergency contacts Ready to specify Contacts attach to a user inside a club and need controlled coach/admin visibility.

Profile Field Rules

Date of birth is required for every member profile so family, waiver, and age-based rules can be enforced.

Main member DOB required Every primary adult member must enter date of birth during profile setup.
Spousal member DOB required The optional spousal member must enter date of birth for eligibility and club rules.
Dependent DOB required Dependent profiles need date of birth to verify under-18 family membership eligibility and age-restricted groups.

Family Membership Composition

Family memberships have one primary adult, at most one spousal member, and under-18 dependents only.

Main member Required The primary adult or account holder for the family membership.
Spousal member Optional, max 1 One spouse/partner may be attached as the second adult member.
Other members Under 18 only Any additional family members must be dependents under 18 years of age.

Membership Pricing Rules

People choose active or non-active status during setup; after admin approval, changes go through the club.

Setup Member selects The member or parent chooses which people are active or non-active before submitting the membership.
Admin review Club approves Club admin reviews the selected participants, pricing impact, and final membership type before approval.
Monthly opt-in Self-service payment Members can start a monthly membership on their own when they complete payment.
Monthly opt-out Contact admin Members must contact the club admin to opt out of or cancel monthly membership.
After approval Admin change only A family can include a non-active adult and active child, but changes after approval require contacting the club admin.

Member Access Levels

Base membership and add-ons control rates, included access, and restrictions across classes, rackets, health, and non-member booking.

Base Member Member rate Sees all bookable areas. Pays member rate, planned around 20% off. Gym access is included; courts, classes, and health suite can still require paid booking or access add-ons.
Class Member Classes included Add-on to membership. Includes all-access classes without per-class payment. Racket bookings remain visible and paid at member rates.
Rackets Member Court access rules Add-on to membership. Court access included with configurable restrictions, including 2 max peak-time bookings and unlimited off-peak bookings by club rules.
Health Member Health pricing/access Add-on to membership. Recovery suite access included and massage pricing is more heavily reduced, with prices controlled by admin.
Parent Child-linked Can manage and pay for child activity but is not automatically a member. Can switch to their own non-member account for personal bookings.
Non Member Non-member rate Can see all bookable spaces and book/pay at non-member rates. Essentially can see, but must pay.

Layer 1 Build Sequence

Keep the first release focused on reliable operations before player development, competition, AI, or ecosystem features.

  1. Sprint 0

    Platform Architecture & Data Model

    Define tenancy, core objects, permissions, and seed data.

  2. Sprint 1

    Foundation

    Authentication, roles, family accounts, profiles, waivers, and emergency contacts.

  3. Sprint 2

    Membership System

    Plans, privileges, billing, Stripe mapping, and renewal states.

  4. Sprint 3

    Booking Engine

    Courts, coaches, clinics, availability, conflict prevention, and waitlists.

  5. Sprint 4

    Program Management

    Camps, clinics, courses, sessions, registrations, and attendance.

  6. Sprint 5

    Communications

    Announcements, targeted messaging, notifications, and delivery tracking.

  7. Sprint 6

    Club Admin Dashboard

    Member management, operating reports, utilization, and revenue visibility.