Roles and permissions

Each team member has one of five roles. Nav items and actions hide or block what a role cannot do. Owners change a role under Settings → Team.

The five roles

Works with children (WWCC)

Separately from role, owners can mark a login as Works with children. That is who needs a Working With Children Check.

• On (the default for owner, manager and staff) — WWCC is required. Junior medical notes, emergency contacts and dates of birth stay hidden until a current check is recorded on Settings → Team.
• Off (the default for Marketing and Accountant, and for generic desk logins you un-tick) — no WWCC, and no child data. Use this for the marketing team and shared logins that should not see juniors.

Owner only

• Settings → Team — invite and remove members, change roles
• Settings → Domain & email

Owner and manager

• Venue setup, pricing rules, branding
• Settings → Communications and Templates
• Account → Payments & Billing (Stripe Connect)
• Invoice void, cash payments, and refunds
• Invoice and custom-report CSV exports (also the Accountant)
• Issue month-end invoices; bank details and payment settings
• Reschedule bookings, generate fixtures
• Settings → Audit log
• Confirm a change the help assistant sets up (owners also choose which areas it may touch, under Settings → Sweepa Agent)

All roles (including staff)

• Dashboard, scheduler, bookings
• Clients, registrations, invoices (view + Take payment on list)
• Customer inquiries queue
• Programs and competitions catalogue
• Sweepa Agent and guides, including walkthroughs in Teach me. A staff member gets a filled-in form to save themselves rather than a Confirm card.
• Send client email and SMS

Audit log

Settings → Audit log (/admin/audit) is a read-only, newest-first record of significant actions across your account: comms sent, status changes, payments, refunds and more. It's available to owners and managers, 50 entries per page. Use it to answer "who changed this, and when?".

Each entry shows:

• when it happened
• the action
• who did it (or System for automated jobs)
• the resource it touched
• a short detail snippet

Change a role

Owners go to Settings → Team, find the member, and update their role.

Related

• What the assistant can change
• Getting started
• Invoices overview

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Or ask the helper

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• Show me — ask the helper to show you, and it lights the control on your own screen while you press it.
• Inviting somebody is about a person joining your venue — you send it.

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