How to plan staff access across a multi-branch sports club

When staff cover several venues, access decisions affect more than data security. Too little access can stall a booking or payment at the desk. Too much can let routine work change settings or records that belong to the whole club.

The practical fix is to decide who needs to do what before assigning permissions. Playgeko describes its staff management as role-based, with a full audit trail. It also supports multi-branch operations. But the available product information does not specify every permission or whether each role can be limited to a particular branch. Treat the steps below as an access plan, then confirm the exact controls available in your account.

1. List tasks, not job titles

Start with the work people actually perform. Write down the routine tasks at each venue: handling reservations, taking payments, selling memberships or gear, supporting coaching, managing court schedules, and overseeing branch operations. Add any tasks that affect more than one location, such as changing shared procedures or reviewing club-wide performance.

Then mark each task as one of three things: daily work, local supervision, or club-wide administration. This distinction matters. A head coach may need to coordinate lessons at one venue, while a multi-branch owner needs oversight across all locations. The title alone does not determine the right access.

2. Define a minimum access plan for each role

Front desk staff

Give front desk staff the access they need to serve players during a shift. That may include working with reservations and processing the transactions they are responsible for. Avoid giving this group broader control over staff access, club-wide settings, or reporting unless the job requires it. For a staff permissions POS system, the key question is whether a person needs to take a payment or also needs authority over how the club sells and manages products.

Head coaches

Match coach access to coaching duties. A coach may need to coordinate lessons or packages, but that does not automatically require access to front-desk payment work or other branches’ operations. If coaches cover multiple locations, document which venues they serve and what tasks they perform at each one.

Branch managers

Branch managers need enough authority to keep their venue running: handling local operational issues, coordinating staff, and reviewing the activity they are accountable for. Keep club-wide decisions with the owner or central administrator unless a manager has a defined cross-branch responsibility.

These are operating guidelines, not claims about preset Playgeko roles. Use the permissions the platform actually offers, and do not assume a role can be restricted by location until you have confirmed that option.

3. Separate location access from permission level

Multi location court management has two dimensions: what a person can do and where they can do it. A branch manager might need broad operational permissions at one venue, while a central administrator needs access across the business. If Playgeko lets you set both role permissions and branch scope, assign each separately. If it does not, decide how to manage the gap before inviting staff—for example, by limiting who receives broader access and documenting the operating rules.

Playgeko’s Professional plan is listed for up to five branches, 10 courts, and four staff seats. Those limits make it important to plan assignments around actual users, not just role names. For more on how plan capacity relates to staffing and facilities, see the comparison of Standard and Professional club management tiers.

4. Test the workflow before rollout

Before applying the plan across every venue, check it against ordinary situations. Can the front desk complete a booking and take a payment? Can the coach perform the tasks needed for a lesson? Can the manager handle a local issue without changing another branch’s operation? Can the owner review activity across the club?

Ask staff to test only the work they are meant to do. If a necessary task is blocked, adjust access deliberately rather than giving the user a broad role as a shortcut. If a user can reach information or actions outside their remit, reduce access and retest. Where location-specific controls are important, confirm their behavior with Playgeko before relying on them.

5. Review access as the club changes

Access should change when responsibilities change. Review assignments when a staff member moves branches, takes on a new duty, or leaves the club. Keep a simple record of the reason for each exception and who approved it. Playgeko says its staff management includes an audit trail; use that record as part of a regular review, rather than treating access as a one-time setup.

The goal is not to make every role restrictive. It is to give each person enough authority to keep the venue moving, while reserving broader control for people accountable for broader decisions. Build that distinction into the access plan first, then map it to the permissions the platform supports.