How ClubMeNow Works

ClubMeNow is a community-driven marketplace where golfers rent premium clubs from local enthusiasts, and owners earn extra income by listing their gear. This guide covers every process end-to-end. There are two types of users: Renters (who book clubs) and Lessors (who list clubs) — most users do both. Adminsmanage the platform, payments, and verifications.

How a new user joins

1. 1
   An admin invites the user by entering their email address and assigning a role (User or Admin). The platform sends an invitation email.
2. 2
   The invited user clicks the link in the email, which takes them to the platform login/signup page.
3. 3
   The user sets up their account and verifies their email. The platform handles all authentication — passwords, sessions, and email verification are managed automatically.
4. 4
   On first login the user lands on the home page. They can browse public listings immediately, but listing clubs or making a booking requires login and identity verification (see Section 2).

A. Identity Verification (required for everyone)

1. 1
   The user goes to <strong>Verify Identity</strong> (link in the navigation bar, or the dashboard banner).
2. 2
   They select a document type: SA Green ID Book, SA Smart ID Card, or Passport.
3. 3
   They upload a clear photo or scan (JPG, PNG, or PDF, maximum 5MB).
4. 4
   The document is submitted with status <strong>pending</strong>. An admin reviews it — this usually takes 1–2 business days.
5. 5
   The admin approves or rejects it. The user sees the status update in the navigation bar (Verified / Pending / Rejected). If rejected, they can resubmit with a clearer document.

B. Home Address (collected on first booking)

1. 1
   When a user makes their first booking, the booking form asks for a structured home address: street, suburb, city, province, and postal code.
2. 2
   A map pin (interactive map) lets them confirm their location precisely.
3. 3
   The address is saved to their profile so they never have to enter it again.

C. Bank Details (required for lessors)

1. 1
   Bank details are collected the first time a lessor requests a payout — not at listing creation.
2. 2
   The payout form asks for: bank name, account holder, account number, branch code, and account type (Current / Savings / Cheque).
3. 3
   These details are saved to the lessor's profile and reused for all future payouts. They can be edited from the Profile page.

Editing your profile

1. 1
   Go to <strong>Dashboard → My Profile</strong> tab (or the Profile page).
2. 2
   Edit your full name, phone number, and bio.
3. 3
   Upload a profile picture (avatar) — it appears on your dashboard and listings.
4. 4
   You can also view and update your saved home address and bank details here.
5. 5
   Click <strong>Save</strong> to persist changes.

Creating a club listing

1. 1
   Click <strong>List Your Clubs</strong> in the navigation bar (or Dashboard → My Listings → New Listing).
2. 2
   Identity must be verified first — unverified users see a verification prompt instead of the form.
3. 3
   Fill in the listing details: title, description, listing type (Full Set or Individual Club), brand, model, club type, condition, and handedness.
4. 4
   Set pricing: price per day, optional price per week, optional hourly rates, and a refundable deposit amount.
5. 5
   Choose a <strong>booking mode</strong>: Instant Book (renter pays immediately) or Request to Book (you approve first).
6. 6
   Choose a <strong>cancellation policy</strong>: Flexible, Moderate, or Strict.
7. 7
   Add the pickup location (city, province, nearest golf course, GPS coordinates) and pickup instructions.
8. 8
   Upload photos of the clubs.
9. 9
   Set availability dates (optional) and publish. New listings start in <strong>pending</strong> status until an admin activates them.

Managing your listings

1. 1
   Go to <strong>Dashboard → My Listings</strong> (or the My Listings page).
2. 2
   Toggle a listing visible/hidden using the eye icon.
3. 3
   Edit a listing with the pencil icon, or view it as a renter would.
4. 4
   Delete a listing with the trash icon (this cannot be undone).

Step 1 — Renter finds and requests clubs

1. 1
   The renter browses clubs on the <strong>Browse</strong> page and opens a listing for full details.
2. 2
   On the listing page they pick start and end dates, enter their name, email, phone, and an optional message to the lessor.
3. 3
   On their first booking, they also fill in their home address (saved for next time).
4. 4
   They click the booking button. What happens next depends on the lessor's chosen booking mode.

Step 2 — Booking mode determines the flow

Step 3 — When and how payment happens

1. 1
   Payment is always collected through <strong>PayFast</strong> at the Checkout page.
2. 2
   For Instant Book: payment happens immediately after booking.
3. 3
   For Request to Book: payment happens only <em>after</em> the lessor approves the request.
4. 4
   The renter can retry a cancelled payment from the Checkout page or their Dashboard (Complete Payment button).
5. 5
   PayFast sends an instant transaction notification (ITN) to the platform, which confirms the payment and updates the booking automatically.

Step 4 — How the lessor approves

1. 1
   The lessor opens <strong>Dashboard → Rental Requests</strong>.
2. 2
   For any booking in <strong>pending approval</strong>, they click <strong>Approve</strong> (sends the renter to payment) or <strong>Decline</strong> (cancels the booking).
3. 3
   The renter is notified by email and in-app notification.

Step 5 — How the rental is finalized

1. 1
   Once payment is confirmed, the booking is <strong>confirmed</strong> — the rental is booked for those dates.
2. 2
   On the start date the rental is <strong>active</strong>. The lessor and renter meet to hand over the clubs (using the pickup instructions and contact details).
3. 3
   After the rental period ends, the lessor clicks <strong>Mark Completed</strong> in Dashboard → Rental Requests. The status becomes <strong>completed</strong>.
4. 4
   Once completed, the lessor can request a payout (see Section 5). The renter can leave a review.
5. 5
   If either party has a problem, they can open a dispute (see Section 6).

Booking statuses explained

How a lessor requests a payout

1. 1
   The booking must be in <strong>completed</strong> status and the lessor must be identity-verified.
2. 2
   In Dashboard → Rental Requests, the lessor clicks <strong>Request Payout</strong> on the completed booking.
3. 3
   A modal shows the booking total, the platform fee (commission %), and the net payout amount.
4. 4
   If bank details are not yet saved, the lessor enters them here (saved to their profile for next time).
5. 5
   They submit the request. It appears in Dashboard → Payouts with status <strong>pending</strong>.

How an admin processes a payout

1. 1
   The admin goes to <strong>Admin Settings → Payouts</strong> tab.
2. 2
   Pending payout requests show the lessor's bank details and the payout amount.
3. 3
   The admin marks the request <strong>processing</strong> while the bank transfer is made.
4. 4
   Once paid, the admin marks it <strong>paid</strong>. If there is a problem, it can be marked <strong>rejected</strong> with a note.

Opening a dispute

1. 1
   From My Bookings or the Dashboard, either the renter or lessor clicks <strong>Report a Dispute</strong> on the relevant booking.
2. 2
   They write a description of the issue (minimum 50 characters) and submit it.
3. 3
   The booking status becomes <strong>disputed</strong> and the dispute appears in Admin Settings → Disputes.
4. 4
   An admin reviews it, adds resolution notes, and chooses an outcome: full refund to the renter, deposit forfeited, or a custom split.
5. 5
   Both parties are notified of the resolution.

Messaging between renter and lessor

1. 1
   From any booking card, either party can click <strong>Message</strong> to open the conversation thread for that booking.
2. 2
   The Messages page shows all conversations tied to bookings.
3. 3
   They can also click <strong>Contact</strong> to view the other party's email and phone number (if provided) via a contact details modal.

Key pages & where to find them

Requirements at a glance