> For the complete documentation index, see [llms.txt](https://docs.podplay.app/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.podplay.app/system-restrictions/front-desk-dashboard-role.md). # Front Desk Dashboard Role 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](/system-restrictions/viewer-dashboard-role.md). 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. \[SCREENSHOT NEEDED: Customer Profile drawer showing the Roles section with Front Desk selected and area scope] ## 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** \[SCREENSHOT NEEDED: Event side panel with Attendees section expanded, showing Add button and attendee row actions menu] 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 | ## Assigning the Front Desk Role 1. Open the **Customers** page in the Dashboard 2. Search for the employee's Profile (or create one with their work email) 3. Open the Profile drawer 4. Under **Roles**, enable **Front Desk** 5. Select the **areas** (locations) this employee should access 6. Save the Profile {% hint style="warning" %} 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. {% endhint %} ## Related Guides * [Viewer Dashboard Role](/system-restrictions/viewer-dashboard-role.md) * [Activity Log](/support-and-troubleshooting/customer-activity-log.md) * [Admin Creates a Reservation](/reservations/admin-creates-a-reservation.md) * [Book a Reservation on behalf of a Customer for Free](/reservations/admin-creates-a-reservation/book-a-reservation-on-behalf-of-a-customer-for-free.md) * [Book with Cash (or Check)](/reservations/admin-creates-a-reservation/can-a-customer-book-a-reservation-with-cash-or-check.md) * [Cancel a Reservation](https://github.com/pingpod/pingpod-web-v2/tree/main/applications/web-admin/reservations/how-to-cancel-a-reservation-or-event.md) * [Manage Attendees](/events/create-an-event/manage-attendees.md) * [No Show Fees](/events/create-an-event/manage-attendees/no-show-fees.md) * [Inside The Shop](/payments/the-shop-page/inside-the-shop.md) * [Memberships from the Dashboard](https://github.com/pingpod/pingpod-web-v2/tree/main/applications/web-admin/memberships/managing-memberships/memberships-from-the-dashboard.md) --- # Agent Instructions This documentation is published with GitBook. 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