Who can see what

Why a colleague cannot see a screen you can — roles, menu access, and what your academy has switched on.

"It's not on my screen" has three possible causes, and they are fixed in different places. Working through them in order saves a lot of time.

1. Their role, at that branch

Roles are assigned per branch. Somebody can be a coach at one branch and an admin at another, and they get each branch's access separately.

Check Management → Users, open the person, and look at their role assignments. Someone who has moved branches and kept their old assignment is the commonest version of this problem.

See Add a staff user.

2. What your academy has unlocked for that role

Beyond roles, each academy controls which screens each role sees. Two academies with identical roles can have different menus.

This is how a plan is shaped, and how a screen is rolled out to managers before everyone else. It is set at the account level rather than by you in the app, so if a role should see a screen that has never appeared for anyone, that is the conversation to have with whoever administers your account.

3. Whether your academy has the capability at all

Some parts of the system are switched on per academy — the accounting sync is the clearest example. If your academy does not have it, nobody sees it, including the owner.

Hiding a menu is not security

The rules are enforced when the request reaches the system, not by hiding a link. Someone who types a URL for a screen they are not entitled to still gets nothing.

Worth knowing for two reasons: you can trust the permissions, and you should not try to grant access by sharing a link.

Everything is recorded

Every change is logged against the person who made it, with what changed and when. Which is the real argument against sharing a login: a shared account turns an accurate record into a useless one.

Related: Add a staff user · What is on the Configuration page.