Managing Staff and Permissions
Last Updated: February 11, 2026
Overview
As a center admin, you can assign staff members to help manage your center. This guide explains how to assign staff, manage permissions, and coordinate with your team.
Understanding Staff Roles
Center Staff Role
What Center Staff Can Do:
- View Bookings: See all bookings at your center
- Approve/Reject Bookings: Review and make decisions on bookings
- View Facilities: See facility information and settings
- View Reports: Access booking and activity reports
- Limited Access: Cannot modify center settings or manage staff
What Center Staff Cannot Do:
- Modify Settings: Cannot change center or facility settings
- Manage Staff: Cannot assign or remove staff
- Payment Setup: Cannot configure payment settings
- Delete Facilities: Cannot delete facilities
Role Hierarchy
Permission Levels:
- Super Admin: Platform-wide access (assigned by platform)
- Center Admin: Full control of assigned center (you)
- Center Staff: Limited access to help manage center
- Member: Booking access with member benefits
- Public: Basic booking access
Assigning Staff
Finding Users to Assign
How to Find Users:
- Search by Email: Search for users by email address
- User List: Browse registered users
- Membership List: View center members who could become staff
- Direct Assignment: If you know the user's email
Assigning Center Staff Role
Step 1: Access Staff Management
- Log into admin dashboard
- Navigate to "Staff" or "Users" section
- Click "Assign Staff" or "Add Staff"
Step 2: Select User
- Search for user by email
- Select user from results
- Verify user information
- Confirm user is correct
Step 3: Assign Role
- Select "center_staff" role
- Confirm assignment to your center
- Add notes (optional)
- Complete assignment
Step 4: Notification
- User receives notification of assignment
- Staff access activated immediately
- User can log in and access staff features
Managing Staff Assignments
Viewing Staff List
Staff Management Dashboard:
- See all assigned staff members
- View staff activity
- Check assignment dates
- Manage staff assignments
Staff Information:
- Staff name and email
- Assignment date
- Last activity
- Role and permissions
Removing Staff
When to Remove:
- Staff member no longer works at center
- Role change or departure
- Administrative reasons
How to Remove:
- Go to Staff section
- Find staff member
- Click "Remove" or "Revoke Access"
- Confirm removal
- Staff member notified
After Removal:
- Staff access revoked immediately
- User can no longer access admin features
- User retains regular account access
- Can be reassigned later if needed
Staff Permissions Explained
What Staff Can Access
Booking Management:
- View all bookings
- Approve or reject booking requests
- View booking details and history
- Cancel bookings if needed
Facility Access:
- View facility information
- See facility availability
- View facility settings (read-only)
- Cannot modify facility settings
Reports Access:
- View booking reports
- See activity statistics
- Access usage reports
- Cannot modify reports
What Staff Cannot Access
Restricted Areas:
- Center settings configuration
- Payment setup and configuration
- Staff management (cannot assign/remove staff)
- Facility creation or deletion
- Policy configuration
Why Restrictions:
- Maintains administrative control
- Prevents unauthorized changes
- Ensures consistency
- Protects sensitive settings
Coordinating with Staff
Communication
Best Practices:
- Clear Guidelines: Provide clear instructions on policies
- Regular Updates: Keep staff informed of changes
- Decision Criteria: Explain approval/rejection criteria
- Escalation Process: Define when to escalate issues
Workflow Coordination
Dividing Responsibilities:
- Booking Reviews: Assign staff to review bookings
- Time Slots: Divide review by time slots or days
- Facilities: Assign staff to specific facilities
- Backup Coverage: Ensure coverage when staff unavailable
Monitoring Staff Activity
Activity Tracking:
- View staff booking decisions
- Monitor approval/rejection patterns
- Review staff activity reports
- Ensure consistent policy application
Staff Training
Training Topics
Essential Training:
- Platform Navigation: How to use admin features
- Booking Policies: Understanding center policies
- Approval Process: When to approve or reject
- User Communication: Professional communication
Advanced Topics:
- Complex Bookings: Handling special requests
- Policy Exceptions: When to make exceptions
- Conflict Resolution: Handling booking conflicts
- Reporting: Understanding and using reports
Ongoing Support
Support Staff:
- Answer questions promptly
- Provide guidance on decisions
- Review decisions periodically
- Offer feedback and improvement
Best Practices
Staff Selection
Choose Staff Who:
- Understand your center's policies
- Are reliable and responsive
- Have good judgment
- Communicate well
Clear Policies
Establish Clear Guidelines:
- Approval Criteria: When to approve bookings
- Rejection Reasons: Valid rejection reasons
- Exception Process: How to handle exceptions
- Escalation: When to escalate to admin
Regular Review
Monitor Staff Performance:
- Review decisions regularly
- Ensure policy consistency
- Provide feedback
- Adjust assignments as needed
Troubleshooting
Common Issues
Staff Cannot Access Features:
- Verify staff role is assigned correctly
- Check assignment is to correct center
- Ensure account is active
- Contact support if issues persist
Permission Issues:
- Review staff permissions
- Verify role assignment
- Check center assignment
- Contact support for assistance
Staff Management Problems:
- Verify you have admin access
- Check center assignment
- Review user account status
- Contact support if needed
Security Considerations
Access Control
Security Best Practices:
- Limit Staff: Only assign staff who need access
- Regular Review: Review staff assignments regularly
- Remove Promptly: Remove access when staff leave
- Monitor Activity: Monitor staff activity
Account Security
Staff Account Security:
- Staff should use strong passwords
- Enable two-factor authentication if available
- Don't share account credentials
- Report security issues immediately
Next Steps
Need Help?
If you have staff management questions:
