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Roles and permissions

Exactly what each role can and can't do.

The three roles in one line each#

  • Owner — everything. One per field. Sees money.
  • Manager — bookings, players, catalog, events, schedule, and recording payments. No settings, no reports.
  • Staff — game day only: the dashboard, the bookings list, and check-in. No money figures, no catalog.

What each role sees in the sidebar#

Sidebar item Owner Manager Staff
"New booking" / "Custom reservation" ✅ ✅ ✅
"Dashboard" ✅ ✅ ✅
"Bookings" ✅ ✅ ✅
"Players" ✅ ✅ —
"Launch Kiosk" ✅ ✅ ✅
"Party Types", "Play Areas", "Activities", "Extras", "Discounts", "Inventory" ✅ ✅ —
"Special Hours", "Events" ✅ ✅ —
"Reports", "Marketing", "Waiver", "Settings" ✅ — —

Staff see only: New booking, Custom reservation, Dashboard, Bookings, and Launch Kiosk.

Detailed permissions#

Bookings and game day#

Action Owner Manager Staff
View the dashboard and bookings list ✅ ✅ ✅
See the "Revenue" tile on the dashboard ✅ — —
Open and save a booking ✅ ✅ ✅
Edit "Amount Collected" (record a payment) ✅ ✅ Read-only
Record how much was collected in the confirm modal ✅ ✅ —
Check a player in / "Check In All" ✅ ✅ ✅
Mark a paper waiver on file ✅ ✅ ✅
"Add Participant" to a booking ✅ ✅ —
"Edit" a player's name, email, or phone ✅ ✅ —
"Send Link" — resend a waiver ✅ ✅ —
Delete a booking ✅ ✅ —
Take a booking through the public funnel ✅ ✅ ✅
Make a "Custom reservation" ✅ ✅ ✅
Launch the kiosk ✅ ✅ ✅

Catalog and schedule#

Action Owner Manager Staff
Gear tiers, party packages, extras, play areas, custom activities ✅ ✅ —
Discount codes ✅ ✅ —
Events — create, edit, publish, cancel ✅ ✅ —
Special hours ✅ ✅ —
Players directory ✅ ✅ —
Download a waiver PDF ✅ ✅ —

Business#

Action Owner Manager Staff
Reports and CSV export ✅ — —
Marketing page ✅ — —
Waiver settings ✅ — —
Field settings (all sections) ✅ — —
Connect or disconnect Stripe / Square ✅ — —
Set or clear the kiosk PIN ✅ — —
Invite, re-role, or remove team members ✅ — —

Notes worth knowing#

Staff can see prices, just not payments. A Staff member opening a booking sees the total and what's due — that's how they take money at the counter. What they can't do is record a payment; the "Amount Collected" field is read-only for them, and it's removed from the form entirely, so it can't be changed by working around the screen.

Revenue is Owner-only on the dashboard, but the bookings list shows per-booking amounts to everyone. If you need someone kept away from all financials, they shouldn't be in PBHQ at all.

Check-in is deliberately open to everyone, including Staff. That's the job on game day.

A blocked page returns a plain "Insufficient permissions." message. If a team member reports that, they're on the wrong role — or they followed a link to a page their role can't open.

Staff lose one small convenience on the booking edit screen: the date picker doesn't grey out days you're closed for them. Everything else on that page works the same.