Team members and roles

You don't have to run PocketPass alone. Invite the staff who check golfers in, send messages, or manage settings, and give each the right level of access. You manage this from the Team page.

There are three ways to shape someone's access:

1. Give them a built-in role: Admin, Editor or Viewer.
2. Give them a custom role you've built from the permission list, such as "Front desk" or "Bookkeeper".
3. Customise one person: allow or deny single permissions on top of their role.

Inviting someone

1. Go to Settings → Team.
2. Enter the person's first name, last name and email address, pick a role (built-in or custom), and send the invite. Their name is what the team list and the audit log show. To add or fix the name of someone already on the team, click the pencil next to them.
3. They receive the invite, accept it, and set a password.
4. They're in, with the access you chose.

The built-in roles

The Roles section on the Team page lists every role. Click one to see exactly which permissions it has.

• Owners have every permission and can't be restricted. On top of everything an admin does, only owners see and change billing (plan, card and invoices), and make or remove other owners. By default they're also the only ones with the owner-level permissions: API keys and webhooks, adjusting balances, importing balances, allowing credit and setting credit limits, credit, statements and autopay settings, and the accounting journal. Whoever creates the PocketPass account is its first owner, and an account can have more than one.
• Admins run the account: merchant, email, integrations and pass issuance settings, the team and roles, reports and exports, and prize accounts. They don't get the owner-level permissions unless an owner gives them one.
• Editors run things day to day. They can add, edit and tag customers, manage shared accounts and their members, send and refresh passes, build segments, push campaigns and automations, check golfers in, and edit the pass design, email content, customer types and signup page. They can't change the team, configure integrations, or see reports. New invites default to Editor.
• Viewers are read-only. They can look up customers and read the API docs but can't change anything.

Custom roles

When none of the built-in roles fit, make your own.

1. On Settings → Team, go to Roles and click New role.
2. Give it a name and, if you like, a description.
3. Tick the permissions it should have. Start from Admin, Editor or Viewer to copy a built-in role, then add or remove from there.
4. Click Create role. It now appears in every role picker on the page.

Editing a custom role changes access straight away for everyone on it. To delete one, choose the built-in role its members move to; any per-person customisations they have are kept.

Some examples:

Customising one person

Sometimes one person needs a little more or less than their role. Click Customise next to them on the Team page. Each permission has three settings:

• Role: follow their role. If the role changes later, so does this.
• Allow: they have it, whatever their role says.
• Deny: they don't have it, whatever their role says.

People with customisations show a Customised badge. Reset to role clears them. Owners have every permission, so they can't be customised.

Who can change access

• You need the Manage the team and roles permission (admins have it) to invite and remove people, assign roles, customise people and manage custom roles.
• Owner-level permissions (marked with a ★) can only be added to a role, allowed for a person, or handed out through a role by an owner.
• Everyone else can only hand out permissions they have themselves.
• Nobody can change their own role or permissions.
• Only owners can change or remove another owner.

Every change to the team, roles and permissions is recorded in the audit log.

Two-factor on the team

A 2FA badge shows who has two-factor authentication turned on. If someone loses their phone, click Reset 2FA next to them so they can sign in with their password and set it up again. Only an owner can reset another owner. Owners can require two-factor for everyone from Settings → Security.

A simple way to decide

A good rule of thumb: give people the least access they need to do their job. You can always raise it later.

Owners

An owner is an admin with the Owner badge on the Team page.

• To add one, an owner clicks Make owner next to an admin. Give someone the built-in Admin role first if they aren't one.
• To remove one, an owner clicks Remove owner. They stay an admin.
• Every account always keeps at least one owner, so the last owner can't be removed or demoted.
• Only owners can change another owner's role or remove them from the team.
• Only an owner can accept the statement that turns on transfers between golfers. PocketPass staff can't accept it for you.

Removing access

When someone leaves your team, remove them from the Team page so they can no longer sign in to your merchant. Do this promptly as part of your normal off-boarding.

A note on brand-new invitees