Permissions control what a staff member can do in Sprocket, even within the same role. They’re how you fine-tune access for admins, directors, coaches, team managers, and volunteers.
What you’ll find in this article
How permissions work (and how they relate to roles)
A plain-English list of permissions, grouped by category
Notes on common requirements and visibility limits
How permissions work
Roles set a starting point for access (for example, Club Admin vs Coach).
Permissions are the specific capabilities someone can have (for example, access to Programs, Waivers, or Reports).
Some roles (like Coach, Team Manager, Director, and volunteer roles) often also require team or program assignments to actually see data, even if the permission is enabled.
To edit a person’s permissions, go to their Roles & Permissions tab (or use bulk updates from Staff > Roles & Permissions).
Dashboard permissions
Club Dashboard: Access to the main Club Dashboard with high-level registration, roster, and club activity metrics. Required for Club Admins.
Financial Information on Club Dashboard: Adds payment and balance information to the Club Dashboard (revenue summaries, outstanding balances).
Team Dashboard: Access to the Team Dashboard for teams the staff member is assigned to (player counts, roster updates). Required for Coaches, Directors, and Team Managers.
By Coach info on Retention Dashboard: Shows retention metrics broken down by coach on the Club Dashboard.
Program Overview Panel: Access to the Program Overview panel with registration, revenue, and capacity summaries by program.
Disputes Panel: View and manage payment disputes or refund requests from the dashboard.
Calendar permissions
Club Calendar: View, create, and manage events across the club (practices, games, and other events).
Calendar Settings: Manage calendar preferences like default views, RSVP tracking, and reminder timing.
Bulk Edit: Update multiple calendar events at once (time, location, and similar changes).
Field Calendar: View field, court, or rink availability and scheduling conflicts.
Sign Ups: Enables the Sign-Ups module for creating free or paid timeslots. Paid sign ups also need to be connected in the Programs section.
Volunteer Tracking: Enables Volunteer Tasks, including volunteer point requirements, club tasks, and overrides by program or team.
Club Admin permissions
Clubs: Access to any child clubs connected to your organization. Required for Club Admins.
Positions: Manage the positions available in registrations and on player profiles.
Facilities: Add and manage fields, gyms, and other locations used for scheduling.
Settings: Access club-level settings that control key platform behavior (accounting classes, surcharges, overdue payment settings, and which demographic details are visible). Required for Club Admins.
Donation Settings: Set up donation options, including messaging and default donation amounts.
Club Photos: Download photos sent in mobile app message threads (often used for social media).
Role Templates: Create and manage custom role templates, including permission sets that differ from default role assignments.
Program Admin permissions
Programs: Create, edit, and manage programs (details, dates, pricing, visibility).
Program Categories: Create and rearrange program categories shown on the User Dashboard.
Registration Forms: Build and manage registration questions, required items, and waivers.
Checkout Options: Configure checkout questions, including options that add a cost.
Payment Plans: Create and manage payment plans for registrations.
Registration Waitlist: Manage waitlists and approve players when spots open.
Waiver Admin permissions
Waiver Admin: Create, edit, and generate waiver forms for your club’s programs.
Ticket Sales permissions
Ticket Sale Configuration: Set up ticketed events (pricing, availability, ticketing options).
Ticket Sale Redemption: Redeem or scan tickets at events.
Facility Rentals permissions
Settings: Configure facility rental defaults (durations, pricing, availability rules).
Manage Rentals: Create, reschedule, and cancel rental bookings.
User Admin permissions
Profile: View and edit a user’s profile (contact details, address, general info).
Account History: View a user’s history, including household registrations and payment history.
Programs: View and manage household programs (refunds, discounts, cancellations). Includes a Family dropdown.
Payments: View and manage household payments (outstanding and upcoming balances). Includes a Family dropdown.
Roles & Permissions: Assign or update a user’s roles and platform permissions.
Account Options: Change a user’s password or impersonate them to view their dashboard.
Notes: Add and view internal notes about a user (not visible to families).
Files/File Cabinet: Manage user files (documents, waivers, images).
Staff Profile: Access a user’s staff public profile details (in the Staff section).
Club Contact Admin: Manage Club Contacts, including importing email contact lists.
Player Admin permissions
Profile: View and edit player profile details (primary position, jersey number, custom demographics).
Programs: View and manage a player’s programs (refunds, discounts, cancellations).
Cancel Registrations/Apply Credits & Discounts/Apply Refund: Cancel registrations and apply credits, discounts, or refunds from the player’s Program tab.
Payments: View and manage player payments, including outstanding and upcoming balances.
Write-Off Bad Debt: Write off overdue payments as bad debt on the player’s Payments tab.
Credits: Create and manage credit balances on a player’s account.
Special Registration: Create a Special Registration to bypass eligibility rules for an individual player.
Custom Payment Plans: Create individualized payment plans with custom installment amounts and dates.
File Cabinet: Manage player files (documents, waivers, images).
Player File Tracking: If your club uses player file tracking, this permission controls access to that area.
File Cabinet - Proof of Age: Access to Proof of Age documents in the player file cabinet (if enabled for your club).
Progress: View completed player progress forms.
Player Feedback: View and record player feedback notes.
College Profile: View and edit a player’s college recruitment profile (if your club uses it).
Notes: Add and review internal player notes (not visible to families).
Forms Admin: Create Player Progress or Tryout Evaluation forms.
Prospects: Access pre-defined prospect reports.
Staff Admin permissions
Staff Credentialing: Create, review, and track staff credentials (certifications, background checks, training records) using credentialing forms.
Staff Forms: Create Staff Progress or Evaluation forms for coaches and directors of coaching.
Team Admin permissions
Teams: View and manage teams (team details and roster visibility).
Assign Players: Add or move players onto teams.
Assign Staff: Assign coaches, team managers, and other staff to teams (controls team access and communications).
Register Players: Register players into programs from the admin side (bypasses the family registration flow).
Delete Messages: Delete individual messages in team communication threads (web).
Delete Message Threads: Remove entire message threads from a team’s message history (web).
Team Financials: Access team-level financial information, including payment plans tied to team activities.
Team Colors: Set the default team color used in the calendar and mobile app.
Tryout Admin permissions
Tryouts: Access the Tryouts page to manage tryout events and evaluation data.
Tryout Settings: Configure tryout pool structure and rating scales.
Player Pools: Evaluate players in pools or groups during tryouts.
Take Attendance: Record attendance for tryout sessions.
Add Player to Tryout: Add walk-ups or late additions to a tryout.
Assign Staff: Assign evaluators and support staff to player pools.
Configure Tryout Dates: Create additional tryout dates for attendance.
Rating Visibility: View ratings and rankings from other evaluators.
Evaluations: Evaluate players on skills (requires an evaluation form in Player Forms).
Leagues permissions
Leagues: Access Leagues Management to create divisions and pools and use the schedule generator. A League Program must be open in Programs.
Credit and Discount Admin permissions
Credit/Discount Admin: Create and manage credits and discounts at a club-wide level (Early Bird, Sibling, Multi-Registration, and similar).
Financial Aid Admin permissions
Financial Aid Admin: Configure financial aid applications, review and approve applications, and open private application windows.
Invoicing Admin permissions
Invoices: Create and edit invoices.
Invoice Items: Create default invoice items for reuse.
Invoice Settings: Set invoice defaults like invoice address and revenue categories.
Impersonation payment permission
Make Payments While Impersonating: Allows staff to take payments while impersonating a parent’s user account.
Reports permissions
Each permission below grants access to that specific report (or report area):
Activity
AR Aging
Assign Players Status: Directors, Coaches, and Team Managers must be assigned to a team to pull data onto this report.
Club Contacts
Cash Transaction Detail: Directors, Coaches, and Team Managers must be assigned to a team to pull data onto this report.
Cash Transaction Summary: Directors, Coaches, and Team Managers must be assigned to a team to pull data onto this report.
Credit Summary
Discount Summary
Donations
Financial Aid Budgeting
Financial Aid Missing Registrations
Financial Aid Usage
Incomplete Registrations
Invoice Details
Missing Player Information
Outstanding Payments
Outstanding Waivers
Player Payments: This report does not exist today. If you need player-level payment detail, use Outstanding Payments, AR Aging, or the player’s Payments tab instead.
Payment Processor Details
Permissions
Pledges and Waivers
Refunds
Registration Changes
Registration Details: Directors, Coaches, and Team Managers must be assigned to a team to pull data onto this report.
Registration Details and Options: Directors, Coaches, and Team Managers must be assigned to a team to pull data onto this report.
Retention Data
Revenue Transactions for Accrual Clubs
Revenue Transactions for Cash Clubs
Rosters
Staff Demographics
Team Finance
Team Finance Details
Staff Pledges & Waivers
Volunteers
Custom Reporting
Sign Ups
Volunteer Tracking
Scheduled Reports
Website permissions
Pages: Create and edit website pages.
Articles: Write and publish articles (announcements, updates, blog content).
Asset Library: Upload and manage images and media.
Document Library: Store and manage downloadable documents (manuals, schedules, policies, PDFs).
Navigation: Manage website menus and navigation structure.
News: If your club uses News, this permission controls access to manage it.
Sponsors: Manage sponsor content. Sponsors display when you add the Sponsors content type to a page.
Testimonials: Manage testimonials. Testimonials display when you add the Testimonials content type to a page.
Communications permissions
Admin Communications: Send email communications and manage email templates. Generally only available for Club Admins and Directors. Required for Club Admins.
Coach/Team Manager Communications: Gives coaches and team managers access to email communications from their Team Dashboard.
Contact Form Submissions Page: View submissions from the Club Contact content type on your website’s Contact page.
If you run into issues
If someone has the right permission but still cannot see data, confirm they are assigned to the correct team or program (common for Directors, Coaches, Team Managers, and volunteer roles).
If you are unsure which permissions to grant, start with the minimum needed for the person’s job, then expand access once you confirm what they can and cannot see.
FAQs
How do permissions relate to roles?
Roles set a starting point for access. Permissions are the specific capabilities someone can have, and some roles also require team or program assignments to see data.
Where do I edit someone’s permissions?
Go to the person’s Roles & Permissions tab, or use bulk updates from Staff > Roles & Permissions.
Why can someone have the right permission but still not see data?
Some roles require team or program assignments to actually see details, even if the permission is enabled.
How do I decide which permissions to grant?
Start with the minimum needed for the person’s job, then expand access once you confirm what they can and cannot see.