Admin Roles

Overview

The Admin Roles are provided to employees or staff members of the Club to access the Dashboard. The level of access is determined by the Role assigned to their Profile.

Each of the roles land on a hierarchy.

If a higher Role is provided, a lower Role is not necessary to add to the Profile.

If a lower Role is provided, a higher Role will grant access to more of the Dashboard.

Assigning a Role

Roles are given to a Customer Account from the Customer page of the Dashboard. The Roles section sits under the Coach Profile toggle and Membership History drawer, above the Credits section.

Clicking the pencil icon in the Roles section opens a pop-up where an Admin can assign a unique Role to another Profile.

PodPlay Admin

This Role has super-Admin privileges, and all PodPlay employees are provided with this Role. This is not an option to add to normal Profiles.

Owner Role

Given only by a PodPlay Admin, and reserved for the Owner or GM of the Club. This Role can export data from the Dashboard, give Roles to others, and perform every action available to the Roles below, excluding the Beta Tester Role.

If you are performing analytics and revenue reconciliation, this Role is required to export data.

Club Owner Role (location-specific / franchisee Owner)

Given by a PodPlay Admin, at franchise and multi-location Clubs where the Area Roles feature is turned on. A Club Owner has the same permissions as the Owner Role, scoped to only the location(s) assigned to their Profile.

Each of the Roles below can also be provided location-specific Role.

This Role CAN:

• Export data from the Dashboard for their assigned location only
• View and edit Memberships whose areas fall entirely within their assigned location(s)

This Role CANNOT:

• View or edit Memberships that extend beyond their assigned location(s); these appear read-only instead
• View or edit the Company Settings page, which is available to the Owner Role only
• View or edit the CMS/branding page, which is available to the Owner Role and PodPlay Admin only A Club Owner Profile with no location assigned can manage all locations, the same as the Owner Role.

Admin Role

Given by a PodPlay Admin to a Club GM or Programming Manager. This Role can perform every action in the Dashboard except most data exports (those stay Owner-only). Admins can export Coach Time from the Coaches page.

Manager Role

For a lead employee or staff member of the Club. This Role CAN:

• Bypass the DUPR gate
• Book a Customer beyond their Booking Horizon
• Create new Customer Accounts
• Edit Customer Account details
• View the Customer Account page, with write access to Credits, Session Pass, Replays, and Membership
• Refund a charge
• Provide a Membership, including editing its price or initiation fee and overriding any Membership Cap Limit
• Add Customers to an Event
• Copy Events
• View and edit Event settings on the Overview and Events pages
• Transfer money to Coaches
• View and edit the Promo Codes page
• View the Purchase page

This Role CANNOT:

• View the Analytics page
• See dollar totals on the Overview or Calendar pages
• View a Customer's lifetime $$ history

Front Desk Role

For an employee handling check-in, booking, and payment at the Club. For the full guide, see Front Desk Dashboard Role. This Role CAN:

• Charge a Customer up to $1,000 (requires the Pro Shop feature)
• Create, cancel, and reschedule private court Reservations (Regular type)
• View Events and Classes created by others
• Edit Event or Class settings
• View the Coaches & Robots page (read-only coach profiles)
• Add or remove a Customer on a Reservation or Event
• Change the Player quantity on a Reservation when guest modification is enabled
• Charge No-show fees on Events and Classes when that feature is on
• View the Promo Codes page (read-only)
• Create Customer Profiles and on-behalf signups
• Open Customer Profiles, including the Purchases tab (order lines; not refunds or monthly expense reports)
• View Activity Logs for all Customers when the activity feed is enabled
• Write notes on a Profile
• Provide a Membership at the catalog price shown in the Dashboard

This Role CANNOT:

• Refund a charge
• Create Events, Classes, or Clinics
• Create or edit Recurring series (Repeats is read-only)
• Reschedule, cancel, clone, settle, or delete programmed Events or Classes
• Create or edit Promo Codes
• Delete notes on a Profile
• Edit a Membership's price, initiation fee, charge date, or grant date
• Provide Credits
• Delete a credit card from a Profile
• View revenue or customer visit statistics

Viewer Role

For a part-time employee or staff member the Club Owner does not want to have much functionality in the system. For the full guide, see Viewer Role. This Role CAN:

• View Events and Reservations on the Overview and Events pages
• Manage Matches (write) when the matches feature is enabled — including publishing eligible matches to DUPR
• View Activity Logs when the activity feed is enabled
• View the Promo Codes page

This Role CANNOT:

• Open the Customers page
• Edit Event settings
• Give a Customer a Membership
• Charge a Customer from their Profile
• Create or edit Promo Codes
• View the Analytics page
• View the Purchase page or a Profile Purchases tab

Security Role

Exclusively for a security camera. This Role is for connected hardware and does not need to be provided to a real person/Profile.

Kiosk Role

Exclusively for a kiosk. This Role is for connected hardware and does not need to be provided to a real person/Profile.

Beta Tester Role

Provided to a Profile by a PodPlay Admin, to test upcoming features in beta mode.

CMS Admin

This role can access the CMS page of the Dashboard, where watermark ads can be changed and adjusted on Replays and Scoreboards. This role is additive and does not need to be provided if a Profile already has the Owner or Admin role.

Insights User

The role is additive, so it can sit alongside any role a Profile already holds. This role gives a Profile access to the Insights page of the Dashboard and nothing else.

This role CAN:

• Open Insights
• Read charts
• Apply filters
• Export data
• Save favorites
• Use the AI assistant.

This role CANNOT:

• Create, edit, publish, or otherwise manage other aspects of the Dashboard

This role is NOT NECESSARY to provide to someone with the Owner role, since the Owner role can access the Insights page.

Coach Profile

A separate function from the Admin Roles above. Adding this Role to a Profile allows that Profile to begin teaching lessons. Learn more from Add a Coach to the Club and the Coaches category.

Tracking Customer Activity in Slack

Club employees who want to follow incoming Customer orders, purchases, charge errors, and signups can ask their PodPlay Customer Success Manager to add them to a dedicated Slack channel. The same information is available on the Purchase page of the Dashboard. Learn more about Dedicated Slack channels.