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For the complete documentation index, see llms.txt. This page is also available as Markdown.

Front Desk Role

Overview

The Front Desk role gives front-of-house staff access to the Dashboard for day-to-day club operations, without the broader powers of Manager or Admin. Use it for employees who need to help Customers at the counter but should not create Events, issue refunds, clone Events, or change membership pricing.

For employees who only need to browse the Dashboard without making changes, use the Viewer role instead. See Viewer Dashboard Role.

Owners and Admins assign Front Desk from a Customer Profile on the Customers page.

Area access: When your club uses area-scoped roles, Front Desk employees can be assigned to one or more areas (locations) to limit their access to those areas only. If no areas are assigned, they can access all areas — the same behaviour as Viewer and Manager. When area scoping is turned off for your club, Dashboard users (including Front Desk) can access all areas.

Dashboard Pages Front Desk Can Open

In addition to the pages Viewer can open (Overview, Events, Activity Logs, etc.), Front Desk can also use:

  • Customers — search and open Customer Profiles

  • Coaches & Robots — view coach schedules and open coach profiles (settings edits remain Manager+)

  • The Shop — when your club has the Shop page enabled (admin.feature.enableShopAdminPage)

  • Promo Codes — view only (cannot create or edit codes)

Front Desk does not open the top-level Purchases page (Manager+). They review orders from a Customer's Profile Purchases tab instead.

Permissions at a Glance

Charges

  • Can charge a Customer through The Shop (Pro Shop), up to $1,000 per transaction

  • Cannot issue refunds on orders or payments (Manager or above)

Reservations (private court bookings — Regular type only)

  • Can create, cancel, and reschedule private court Reservations on behalf of Customers

  • Can create a Reservation for another Customer as the booking owner

  • Cannot create, update, or delete a recurring reservation/event series (Repeats is read-only — Manager or above)

  • Can add or remove participants on Reservations

  • Can change player quantity when your club has the booking guest modification feature enabled

  • Can book for free or with cash/check when your club allows those options for staff

  • Can edit reservation settings (courts, timing, group size, etc.) via the Settings tab on a Regular reservation

Events and Classes (programmed Events, Classes, Clinics, etc.)

  • Can view Events and Classes on the Overview and Events pages

  • Can open Event details and the Attendees section

  • Can add Customers to an Event or Class (Add in Attendees)

  • Can remove Customers from an Event or Class (row menu → Delete)

  • Can accept an invitation on a Customer's behalf when needed

  • Can perform security check-in and vaccination checks on invitations

  • Can charge No-show fees on Events and Classes when that feature is on (available 15 minutes after start; same $1,000 per-transaction limit as Shop charges)

  • Cannot create new Events, Classes, or Clinics

  • Can edit Event or Class settings after creation (Settings tab)

  • Cannot reschedule or cancel programmed Events or Classes (only private Reservations)

  • Cannot delete an entire programmed Event or Class

  • Cannot clone Events, settle Events, create series from an Event, or manage rainouts

Promo Codes

  • Can view the Promo Codes page and open existing codes

  • Cannot create, edit, or delete promo codes

Customer Profiles

  • Can search for and open Customer Profiles

  • Can create Customer Profiles and on-behalf signups

  • Can view the Purchases tab on a Customer Profile (order lines; not refunds or expense reports)

  • Can view Activity Logs for all customers (when the activity feed feature is enabled)

  • Can view and write User Notes (Security tab)

  • Cannot delete notes (clearing notes is blocked for this role)

  • Can grant a Membership at the catalog price shown in the Dashboard

  • Cannot edit membership pricing, billing dates, grant dates, or custom prorated charges

  • Cannot add virtual credits

  • Cannot remove a saved credit card from a Profile

  • Cannot change roles, delete accounts, or edit most Profile fields (name, email, etc.)

Phone validation on on-behalf actions

When your club has admin phone-validation skip enabled (contact your PodPlay Customer Success Manager), Front Desk staff automatically skip phone-number validation on on-behalf bookings, signups, and membership grants. Front Desk cannot turn this on in Company Settings — Owners or PodPlay enable it for the tenant.

This is separate from the public Require Phone Number on Signup toggle in Company Settings, which applies to Customer self-signup.

What Front Desk Staff Can Do (step-by-step)

  • Reservations (private court bookings)

    • Create court Reservations on behalf of Customers (Regular reservation types)

    • Book for free or with cash/check, when your club allows those options for staff

    • Reschedule or cancel private court Reservations

    • Add or remove participants on Reservations

    • Adjust group size on Reservations (when guest modification is enabled)

    • Edit reservation settings on Regular bookings

  • Events and Classes

    • View Events and Classes created by others on the Overview and Events pages

    • Open Event details and the Attendees section

    • Edit Event or Class Settings

    • Add Customers to an Event or Class (Add button in Attendees)

    • Remove Customers from an Event or Class (row menu → Delete)

    • Accept an invitation on a Customer's behalf when needed

    • Charge No-show fees on Events and Classes when your club has that feature turned on

  • Customers

    • Search for Customer Profiles and open the Profile drawer

    • View the Purchases tab on a Profile

    • View and edit User Notes on Profiles

    • View Activity Logs (global Activity Logs page and the Logs tab on a Profile)

    • Grant a Membership at the catalog price shown in the Dashboard

  • The Shop

    • Ring up Pro Shop purchases and charge a Customer's card on file (max $1,000 per transaction)

  • Promo Codes

    • View existing promo codes

Add or Remove Attendees on an Event or Class

  1. Open the Overview or Events page

  2. Click the Event or Class to open the side panel

  3. On the Overview tab, expand Attendees

  4. To add a Customer, click Add and search for their Profile

  5. To remove a Customer, open the row menu (⋯) and choose Delete

When you remove an attendee, any existing orders for that Customer on the Event may be cancelled according to your club's policies.

What Front Desk Staff Cannot Do

  • Issue refunds on orders or payments

  • Create programmed Events, Classes, or Clinics

  • Create or edit Recurring reservation/event series (Repeats — Manager or above)

  • Reschedule, cancel, clone, or delete programmed Events or Classes (only private Reservations)

  • Settle Events, create series from an Event, or manage rainouts

  • Change membership pricing, duration, or charge dates outside the standard catalog options

  • Add virtual credits or remove saved payment methods

  • Edit Customer roles, delete accounts, or change most Profile details beyond User Notes

  • View revenue, customer visit statistics, or the Monthly Expenses Report on a Profile

  • Open the top-level Purchases page (use the Profile Purchases tab instead)

  • Create or edit promo codes

  • Change Company Settings (including tenant-wide phone-validation flags)

  • Access Owner-only areas such as API keys or full financial exports (unless they also hold a higher role)

How This Compares to Other Roles

Task
Front Desk
Viewer
Manager / Admin

Dashboard access

Operational

Read-only

Full

Pro shop charge limit

$1,000

Cannot charge

No limit

Refunds

No

No

Yes

Create Events / Classes

No

No

Yes

Manage Matches (write)

Yes (when feature on)

Yes (when feature on)

Yes (when feature on)

Customers page

Yes

No

Yes

Cancel / move Events & Classes

No

No

Yes

Cancel / move private Reservations

Yes

No

Yes

Create / edit Recurring series (Repeats)

No (read-only)

No

Yes

Edit reservation (Regular) settings

Yes

No

Yes

Edit Event / Class settings

Yes

No

Yes

Add / remove Event or Class attendees

Yes

No

Yes

Security check-in

Yes

No

Yes

No-show fees on Events / Classes

Yes (if feature on)

No

Yes

Grant Membership (catalog price)

Yes

No

Yes

Custom membership pricing

No

No

Yes

Virtual credits

No

No

Yes

Profile Purchases tab

Yes (orders only; no expense report)

No

Yes (Manager+; expense report Admin+)

Activity Logs (all users)

Yes (when feed enabled)

Yes (when feed enabled)

Yes (when feed enabled)

Promo codes

View only

No page access

Full access

Revenue / visit stats

Hidden

Hidden

Admin+ (varies)

Area access (when area roles on)

All areas if unassigned, otherwise assigned areas only

All areas if unassigned, otherwise assigned areas only

All areas if unassigned, otherwise assigned areas only

Front Desk is intended for counter staff. If someone only needs to observe the calendar and profiles, assign Viewer. If they need to create Events or Classes, cancel or reschedule programmed Events, issue refunds, clone Events, or manage promo codes, assign Manager or Admin, following your club's internal policies.

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