INTRODUCTION
Feature Summary: Sub-admin permissions allow organization admins to grant designated system users - such as instructors or club staff - selective access to specific platform features and tools. Each permission can be enabled or disabled individually, giving you precise control over what each sub-admin can see and do within CourtReserve.
Use Cases:
Grant an instructor access to manage their own events and lessons without giving full admin access
Allow front desk staff to process payments or manage reservations without exposing sensitive settings
Enable select staff to approve new members or event registrations
Give specific users access to reports or the point of sale without broader administrative privileges
NAVIGATION
Log in to the admin dashboard.
Go to the side menu and click Settings.
Under the Organization Settings heading, click System Users. A new page displays.
Creating or Editing a Sub-Admin User
On the System Users page, select the Sub-Admins tab.
Click the Create Sub-Admin button or click Edit next to an existing system user to modify their permissions.
Fill in the form fields.
Click Save.
Permission Settings
Sub-admin permissions are organized across several areas of the platform, including reservations, events, instructors, transactions, and more. All permissions are disabled by default. Review the table below and check the box next to each permission you want to grant. Changes take effect as soon as the sub-admin account is saved.
Note: Some permissions only appear when a parent permission is enabled. In the following table, if a Subject field contains a colon (e.g., Reservations: Create Reservations), the permission is nested under Create Reservations, for example, and will only display once that option is checked.
Permission | Subject | Description |
Create Reservations | Reservations | Allows the sub-admin to create new reservations on behalf of members. |
Allowed Days In Advance To Create Reservations | Reservations: Create Reservations | Indicates the number of days in advance the sub-admin is permitted to create a reservation. Leave empty if there are no restrictions. |
Same day reservations only | Reservations: Create Reservations | When checked, restricts the sub-admin to creating reservations for the current day only. |
Create Reservations In The Past | Reservations | Allows the sub-admin to create reservations with a start time that has already passed. Useful for logging walk-on play after the fact. |
Can Manage/Close Courts | Courts | Allows the sub-admin to open or close specific courts, affecting availability for reservations. |
Can Manage Closures | Courts | Allows the sub-admin to create and manage scheduled court closures, such as maintenance windows or special events. |
Edit Any Reservations | Reservations | Allows the sub-admin to edit reservations created by any member or admin. |
Edit Reservations (Owned Only) | Reservations | Restricts reservation editing to only those reservations the sub-admin created themselves. |
Edit Recurring Reservation (Entire Series) | Reservations | Allows the sub-admin to edit all occurrences in a recurring reservation series at once. |
Delete Any Reservations | Reservations | Allows the sub-admin to delete reservations created by any member or admin. |
Prevent from Deleting a Reservation within X Hours | Reservations: Delete Any Reservations | Prevents the sub-admin from canceling reservations within X hours of the reservation start time, and also prevents canceling reservations in the past. Leave empty if there are no restrictions. |
Delete Reservations (Owned Only) | Reservations | Restricts reservation deletion to only those reservations the sub-admin created themselves. |
Prevent from Deleting a Reservation within X Hours | Reservations: Delete Reservations (Owned Only) | Prevents the sub-admin from canceling their own reservations within X hours of the reservation start time, and also prevents canceling reservations in the past. Leave empty if there are no restrictions. |
Create Events | Events | Allows the sub-admin to create new events within the platform. |
View All Events | Events | Allows the sub-admin to view all events, including those created by other admins or instructors. This is view-only access. |
Manage Registrants | Events | Allows the sub-admin to view and manage the list of members registered for an event including:
|
Can Create Event Without Courts | Events | Allows the sub-admin to create events that are not tied to a specific court. |
Ability to Override Dates when Registering to Full Events | Events | Allows the sub-admin to register members into events that have reached capacity or whose registration window has closed. |
Edit Any Events | Events | Allows the sub-admin to edit events created by any admin or instructor. |
Edit Events (Owned Only) | Events | Restricts event editing to only those events the sub-admin created themselves. |
Delete Any Events | Events | Allows the sub-admin to delete events created by any admin or instructor. |
Delete Events (Owned Only) | Events | Restricts event deletion to only those events the sub-admin created themselves. |
Email Event Registrants | Events | Allows the sub-admin to send emails directly to members registered for an event. |
Text Event Registrants | Events | Allows the sub-admin to send text (SMS) messages directly to members registered for an event. |
Allow Exceeding Maximum Enrollment on a Full Event | Events | Allows the sub-admin to add registrants beyond the maximum enrollment cap set for an event. |
Allow Editing Personal Instructor Settings | Instructors | Allows the sub-admin to edit their own instructor profile settings, such as bio, availability, and rates. |
Access To Instructor Scheduler | Instructors | Grants access to the instructor scheduling tool, where lessons can be booked can be managed. |
Schedule Instructor(s) | Instructors | Allows the sub-admin to create and manage scheduled time blocks for instructors. |
Override Instructor Scheduled Time(s) | Instructors | Allows the sub-admin to override or modify existing scheduled time blocks for instructors. |
Has Access To Transactions | Transactions | Allows the sub-admin to view transaction records for the organization. |
Allow Processing Of Refunds | Transactions | Allows the sub-admin to issue refunds to members. |
Can Process Payments | Transactions | Allows the sub-admin to collect and process payments on behalf of members. |
Has Access to Post Fees | Transactions: Can Process Payments | Allows the sub-admin to post fees directly to a member's account. |
Can Revert Payments | Transactions | Allows the sub-admin to reverse a previously processed payment. |
Can Void Fees | Transactions | Allows the sub-admin to void outstanding fees on a member's account. |
Can Approve New Reservations | Approvals | Allows the sub-admin to approve reservation requests when the organization requires admin approval. |
Can Approve New Members | Approvals | Allows the sub-admin to review and approve new member account applications. |
Can Approve New Event Registrations | Approvals | Allows the sub-admin to approve event registration requests when approval is required. |
Can Approve Own Lessons Only | Approvals | Restricts lesson approval to only those lessons the sub-admin is assigned to as the instructor. |
Can Approve All Lessons | Approvals | Allows the sub-admin to approve lesson requests across all instructors. |
Manage Members | Members | Allows the sub-admin to view and manage member profiles. Enabling this permission reveals additional sub-permissions below. |
Can View Members | Members: Manage Members | Allows the sub-admin to view member profiles and account details. This is view-only access. |
Can Send Emails | Members: Manage Members | Allows the sub-admin to send emails to individual members from within the platform. |
Can Manage Email Templates | Members: Manage Members | Allows the sub-admin to create and edit email templates used for member communications. |
Can View Email Templates | Members: Manage Members | Allows the sub-admin to view existing email templates without the ability to edit them. |
Can Create/Update Members | Members: Manage Members | Allows the sub-admin to create new member accounts and update existing member information. |
View Groups | Members: Manage Members | Allows the sub-admin to view member groups configured within the organization. This is view-only access. |
Manage Groups | Members: Manage Members | Allows the sub-admin to create, edit, and manage member groups. |
Can Add/Edit Member Profile Picture | Members: Manage Members | Allows the sub-admin to upload or change profile pictures on member accounts. |
Can Merge Member Accounts | Members: Manage Members | Allows the sub-admin to merge duplicate member accounts into a single record. |
Can Send Bulk Text Messages | Members: Manage Members | Allows the sub-admin to send SMS messages to multiple members at once. |
Can View Memberships | Memberships | Allows the sub-admin to view membership plans and member membership status. |
Can Manage Memberships | Memberships | Allows the sub-admin to create, edit, and manage membership plans for the organization. |
Allow Price Override on Reservations & Events | Pricing | Allows the sub-admin to manually adjust the price charged for a reservation or event registration. |
View Audit Log | Reporting | Allows the sub-admin to view the audit log, which tracks changes and actions taken within the platform. |
View Event Registrants Report | Reporting | Allows the sub-admin to access the event registrants report, showing who is registered for each event. |
Initiate POS | Point of Sale | Allows the sub-admin to open and initiate a point-of-sale session. |
Can Manage Point of Sale | Point of Sale | Allows the sub-admin to fully manage POS settings and transactions, including items and sales history. |
Can Manage Global Announcements | Settings | Allows the sub-admin to create and manage announcements visible to all members across the platform. |
Can Manage Disclosures | Settings | Allows the sub-admin to manage member-facing disclosure statements, such as liability waivers. |
Can Manage Widgets | Settings | Allows the sub-admin to manage embeddable widgets used on the organization's website or member portal. |
Can Manage Notifications | Settings | Allows the sub-admin to configure automated notifications sent to members. |
Has Access To Reports | Reporting | Grants general access to the organization's reporting tools and data. |
Allow Splitting of a Reservation Fee Across Players | Reservations | Allows the sub-admin to split a reservation cost among multiple players participating in that booking. |
Allow To Manage File Repository | Files | Allows the sub-admin to upload, organize, and manage files stored in the platform's file repository. |
Allow Access to Attendance Trackers Status Bar | Attendance | Grants the sub-admin access to the attendance tracker status bar for monitoring check-ins. |
Allow Lesson to be created without Player(s) | Lessons | Allows the sub-admin to create a lesson without assigning any players to it at the time of creation. |
Can Book Against Member Restrictions | Reservations | Allows the sub-admin to create reservations or bookings that would otherwise be blocked by a member's account restrictions. |
Can Register Against Event Restrictions | Events | Allows the sub-admin to register members for events that the member would otherwise be restricted from joining. |
Can Sell Packages | Packages | Allows the sub-admin to sell prepaid packages, such as lesson bundles or court time packages, to members. |
Can Send Bulk Push Notifications | Communications | Allows the sub-admin to send push notifications to all members or a targeted group via the mobile app. |
Can Update Member Portal Website | Member Portal | Allows the sub-admin to make edits to the member-facing portal website. |
Can Manage Sub-Admins | Administration | Allows the sub-admin to create and edit other sub-admin and instructor accounts that have sub-admin status. |
Can Manage Leagues | Leagues | Allows the sub-admin to oversee and manage all aspects of leagues. To allow permissions for specific actions for leagues sessions, use Coordinator permissions instead. |
Additional Settings
The following settings appear at the bottom of the sub-admin configuration screen and control scheduling conflicts, billing access, check-in behavior, and attendance visibility.
Allow this User to Create Conflicting Events and Reservations - Allows the sub-admin to create events or reservations that overlap with existing bookings on the same court or time slot.
Allow this User to Add Conflicting Events / Lessons / Reservations to Instructor Schedule - Allows the sub-admin to add events, lessons, or reservations to an instructor's schedule even when a time conflict exists.
Disable Drag & Drop On Courts Schedulers - When checked, removes the ability to drag and drop reservations on the courts scheduler for this sub-admin.
Access to Batch Billing - Grants the sub-admin access to the batch billing tool, which allows processing payments or fees for multiple members at once.
Show Check-In Alerts - When enabled, the sub-admin will see check-in alerts when members check in.
Allow Scans when User is Logged In - Allows the sub-admin to scan member QR codes or barcodes for check-in purposes while logged in to their account.
Show Attendance Trackers Status Bar - When enabled, the attendance tracker status bar is visible to the sub-admin, allowing them to monitor attendance activity at a glance.
Scheduler Visibility
The Scheduler(s) Visibility setting controls which schedulers the sub-admin can see when logged in. Scroll down to the Scheduler(s) Visibility heading, click the field, select an option, and click Save Changes.
The available options are:
All - The sub-admin can see all schedulers. This is the default setting.
Custom Scheduler(s) Only - A second field displays. Click the field and select one or more custom schedulers the sub-admin should have access to.
Specific Scheduler(s) - A second field displays. Click the field and select one or more schedulers the sub-admin should have access to.
My Schedule Only - Available for system users who are instructors. The sub-admin can only see their own schedule.
None - Available for system users who are not instructors. The sub-admin sees no schedulers.
Note: For all options, if the Access To Instructor Scheduler permission is enabled, the system user can see and book lessons via the Instructor Scheduler.
Review the full details of Scheduler Visibility options in this article.