Set Staff Access Without Sharing an Admin Password

One shared admin password makes the front desk easy to start and difficult to control. Nobody can tell who changed a booking, former staff may retain access, and people doing routine check-in may see financial settings they do not need.

Give every person an account

Use individual logins and require staff to keep them private. This creates a record of who made a change and lets the club remove one person's access without disrupting the rest of the team.

Avoid accounts named "reception" or "coach" when several people share them. A role describes permission, not identity.

Grant access from the job

List the tasks each person performs. Front-desk staff may need bookings, check-in, customer contact, and court closures. A coach may need schedules and attendance. Owners or finance managers may need billing, payouts, refunds, and subscription settings.

Give the narrowest access that still lets the person complete normal work without borrowing a manager's login.

Define approval for risky actions

Moving a booking is different from issuing a large refund or changing payout details. Decide which actions need manager approval and how staff request it during a busy shift.

Do not make the owner a bottleneck for every routine correction. Separate frequent operational decisions from rare financial or security changes.

Remove access as part of departure

Disable the account when employment or contractor access ends. Review shared devices, saved sessions, keys, door codes, and any external tools at the same time.

Run a periodic access review. Roles change, temporary cover becomes permanent, and old accounts are easy to forget.

Smash supports separate club staff logins with controlled access for day-to-day work and owner settings. Whatever system you use, individual identity and prompt removal matter more than an elaborate role catalog.

The practical line is simple: staff should have enough access to run the floor, while money and account control remain with the people responsible for them.