For owners

A club has two roles. Members book stands, check in and out, log harvests, add photos, and see who has paid dues. Owners do all of that and also edit fields and stands, change the club’s settings, rotate the code and issue invites, add or remove members, clear a stand, record dues, and choose the plan.

The role belongs to the membership, not the person. The same account can own one club and be a member of another. A club can have more than one owner.

Fields

A field is the container a stand sits in. Its name is unique in the club. You can give it a pin for where the truck parks and trace its outline on the map; both are optional.

Deleting a field removes stands that have never been booked and retires stands that have. A field cannot be deleted while somebody is booked into it or on one of its stands.

Stands

A stand is the bookable thing: one pin on the map, with a name that is unique in the club, a type, optional notes, and optionally the compass directions it hunts well on. Dragging a pin keeps the notes; each edit changes only what you touched.

A stand that has never been booked can be deleted. A stand with any history is retired instead: it leaves the board, and its history stays. The board hides retired stands; you can still see them in the stand list.

Every rule below is per club and enforced by the server, not only drawn in the app.

Changing a setting never rewrites a booking that already exists. Each reservation keeps the deadlines it was created with, so narrowing a window at 6 AM cannot release somebody who is sitting in a stand.

The join code

Every club has one code: six characters from an alphabet with no look-alike letters, shown as two groups of three. Members type it or scan the QR that carries it. Only owners can see the code in the app. Rotate it from My Club whenever you want; a new code changes the door and touches nobody already inside.

Invites

An invite is a separate QR or link that admits people without giving them the club code. Two kinds share one screen:

• A standing invite has no use limit and no expiry. Print it and pin it to the camp house wall.
• A single-use invite admits one person and is spent the moment they join. Text it to the one person it is for.

Any invite can be capped at up to 500 uses and set to expire after up to 365 days. Its link is shown once, when you create it; the app cannot show it again. Revoking an invite is instant and cannot be undone. Two people scanning the last use of an invite at the same instant cannot both get in.

The roster shows each member’s display name, role, when they joined, how many hunts they have booked this season, and when they last checked out. It never shows phone numbers or email addresses, to owners or to anyone.

• Removing a member switches their membership off. They are locked out on their very next request, not at their next sign-in, and any stands they hold are released and recorded as cleared by the owner. They cannot rejoin with the code until you add them back.
• Making a member an owner gives them everything on this page. You cannot remove yourself, and a club must always have at least one owner.
• Names are unique in the club. A member who tries to join with a name already on the roster is asked for another.

From a stand’s page an owner can clear whoever holds it. The stand goes back on the board at once. The release is recorded as an owner clear with your name on it, so the history says what happened and who did it. Disputes inside a club are for the club to settle.

The Dues tab is a shared record of who has paid, visible to the whole club. That visibility is the collection mechanism.

• Open a season with a label, an amount, and an optional due date. One season is open at a time.
• Record payments against a member: any amount, a free-text method such as cash or a check number, an optional note, and the date. Part payments are normal. Balances are computed from the payments, never typed in.
• Edit or close a season when the money is in.
• Mistakes are deleted, not reversed. This is a shared note of who has paid, not double-entry accounting.

Hunt Time does not move money. It records what changed hands.

A plan belongs to the club, is billed yearly through the App Store, and is paid by the club, not by each member. The owner buys it inside the app.

The app shows how close the club is to each limit before it bites. At a limit, adding one more member or stand is refused with a message that says which plan covers it. Nothing is ever removed to fit a plan.

If a subscription lapses, the club keeps its plan and its data; the app marks the plan as past due until it renews. A refund ends paid features at once. One subscription pays for one club. Cancel in iOS Settings, under your name, then Subscriptions.

The board is also the club’s record of who was on the property and when. Some of that record is permanent by design.

• Reservations are released, never deleted. The database refuses a delete.
• Stands with history are retired, not deleted.
• A deleted account loses its sign-in, name, and email, but its past bookings keep their display name in the club history.
• The audit trail records every owner action and every release with who did it, or that the system did.