Multi-Location Team Management

Managing a team across one or more rental locations requires clear roles, controlled access, and visibility into what everyone is doing. GolfCartOps provides the tools to keep your operation coordinated.

Setting Up Your Team

Inviting Staff

1. Go to Settings > Members
2. Click Invite Member and enter their email address
3. Choose their organization role: Admin or Member
4. They receive an email invitation and create their account

See the Inviting Staff guide for detailed steps.

Assigning to Locations

After a team member joins, assign them to specific locations:

1. Navigate to Locations and select a location
2. Open the Staff tab
3. Click Add Staff Member
4. Select the person and choose their location role: Manager, Staff, or Driver

Role Summary

A team member can have different location roles at different shops. For example, someone could manage your main location while filling a staff role at a secondary kiosk during peak season.

Day-to-Day Coordination

Morning Workflow

A typical morning for a multi-location operator:

1. Open GolfCartOps and select All Locations in the location selector
2. Review the dashboard KPIs -- active rentals, available carts, overdue returns across all shops
3. Switch to each location individually to check today's schedule
4. Verify drivers are assigned to the day's delivery routes

Communication

GolfCartOps logs all significant actions in the Activity Log (Settings > Activity). Use this to:

• See who created, modified, or cancelled bookings
• Track fleet status changes (who moved a cart to maintenance)
• Monitor pricing rule changes
• Review staff additions and role changes

Shift Handoffs

When one staff member ends their shift and another takes over:

• The Activity Log provides a clear record of what happened during the previous shift
• The dashboard shows current state -- no need for verbal handoff of every booking
• Overdue alerts and pending returns are visible to whoever is logged in

Multi-Location Scenarios

Seasonal Staff Redistribution

During peak season at one location:

1. Temporarily assign additional staff members to the busy location
2. Give them the "Staff" role so they can handle check-outs and returns
3. Remove the assignment when the rush is over

Opening a New Location

1. Create the new location in Locations
2. Assign a manager from your existing team (or invite a new one)
3. The manager sets up their fleet, pricing, and delivery zones
4. They can operate independently while you monitor from the "All Locations" view

Shared Customers Across Locations

Customers are organization-wide, not location-specific. This means:

• A customer who rented from Location A can book at Location B without creating a new profile
• Their rental history spans all locations
• Lifetime value metrics account for rentals at every shop

Activity Tracking

The Activity Log captures:

• Booking events -- Created, confirmed, checked out, returned, cancelled
• Fleet changes -- Status updates, transfers between locations
• Pricing changes -- New rules, modified rates
• Staff changes -- Invitations, role changes, removals
• Settings changes -- Configuration updates

Each entry shows who performed the action, when, and at which location. This creates a complete audit trail for accountability and troubleshooting.

Tips

• Keep your "All Locations" dashboard as your home base, drilling into specific locations as needed
• Use the Manager role for location leads who need autonomy over their shop
• Review the Activity Log weekly to spot unusual patterns or training opportunities
• During busy season, consider giving experienced staff temporary Manager access so they can handle pricing adjustments without escalating to you