Multi-User System

This document describes Rondo Club’s multi-user setup, user management, and provisioning.

Overview

Rondo Club uses a shared model for core entities, with scoped task visibility for todos.

Key features:

• Multiple users can access the same Rondo Club installation
• All logged-in users see all contacts, teams, and dates
• Todos are visible to their creator and the assigned user
• 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

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

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

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

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 store rondo_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_id for cross-referencing

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

Shared Data

All users share:

• People - All contact records
• Teams - All team/company records
• Todos - Todos you created plus todos assigned to you
• Notes - Shared notes on contacts (private notes remain private)

Todo Assignment Notifications

When a todo is assigned or reassigned to a user, that assignee receives an email notification automatically.

• Subject format: [Rondo] Nieuwe taak: {todo title}
• Body includes:
  • The assigning user’s display name
  • Todo title
  • Todo description/notes
• Delivery uses the standard wp_mail() transport configuration (Lettermint when enabled, WordPress fallback otherwise).

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

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

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

• 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