Multi-User System
This document describes Rondo Club’s multi-user setup, user management, and provisioning.
Overview
Section titled “Overview”Rondo Club uses a shared access model: all authenticated users can see and edit all data. This makes it ideal for teams collaborating on a shared contact database.
Key features:
- Multiple users can access the same Rondo Club installation
- All logged-in users see all contacts, teams, dates, and todos
- Users can be created manually by administrators or provisioned from person records
- User activity is tracked via post author and note author fields
- Person records and WordPress users are bidirectionally linked
User Roles
Section titled “User Roles”Rondo User Role
Section titled “Rondo User Role”Rondo Club creates a custom WordPress role called “Rondo User” (rondo_user).
Capabilities:
- Create, edit, and delete people, teams, dates
- Upload files (photos, logos)
- Access the Rondo Club frontend
Restrictions:
- Cannot access WordPress admin settings
- Cannot manage other users
- Cannot install plugins or themes
Administrator Access
Section titled “Administrator Access”WordPress administrators (manage_options capability):
- Full access in both frontend and WordPress admin
- Can manage other users
- Can provision new user accounts from person records
Role-Based Access via Functies
Section titled “Role-Based Access via Functies”Sportlink “functies” (club-level roles) can be mapped to Rondo permission roles via the Functie-Capability Map. This allows specific members to access features like financial settings without being full administrators.
User Provisioning
Section titled “User Provisioning”Administrators can create WordPress user accounts directly from a person’s detail page. This links the person record to a WP user account and optionally sends a welcome email.
See User Provisioning for full details.
Key concepts:
- Bidirectional linking - Person records store
_rondo_wp_user_id, WP users storerondo_linked_person_id - AccountCard - Admin-only UI component on person detail pages for managing the linked user account
- Welcome email - Configurable email template sent when provisioning a new user
- KNVB ID - Stored on the WP user as
_rondo_knvb_idfor cross-referencing
Person-User Data in API Responses
Section titled “Person-User Data in API Responses”Person response includes:
| Field | Type | Description |
|---|---|---|
linked_user_id | int|null | WordPress user ID linked to this person |
welcome_email_sent_at | string|null | ISO timestamp of when welcome email was sent |
Users list includes:
| Field | Type | Description |
|---|---|---|
linked_person_id | int|null | Person post ID linked to this user |
linked_person_name | string|null | Display name of the linked person |
Collaborative Features
Section titled “Collaborative Features”Shared Data
Section titled “Shared Data”All users share:
- People - All contact records
- Teams - All team/company records
- Todos - All todo items
- Notes - Shared notes on contacts (private notes remain private)
Note Privacy
Section titled “Note Privacy”Notes can be marked as private or shared:
- Shared notes - Visible to all users viewing the contact
- Private notes - Only visible to the author
Toggle visibility when creating or editing a note.
Activity Tracking
Section titled “Activity Tracking”The system tracks:
- Post author - Who created a contact, team, or date
- Note author - Who wrote a note
- Activity timestamps - When changes were made
This information is visible in the UI for accountability.
Daily Digest
Section titled “Daily Digest”The daily reminder email includes:
- Upcoming birthdays
- Overdue todos
- Recent activity on contacts (notes added in last 24 hours)
Configure digest delivery in Settings > Notifications.
Related Documentation
Section titled “Related Documentation”- Access Control - Permission system and functie-capability map
- User Provisioning - Creating user accounts from person records
- Data Model - Post types and field definitions
- REST API - API endpoints