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Access to groups: limiting an employee to their own groups

How to make an employee see and manage only the groups they're assigned to.

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Step by step

  1. 1

    Open the employee's profile under Employees.

  2. 2

    Under Access to groups, choose Only their groups.

  3. 3

    Add their groups under Groups they administer.

  4. 4

    Optionally switch on See the whole calendar.

  5. 5

    Press Save Changes.

How it works

Lets you give a coach or teacher permissions for their own groups only, they don't see the members, charges or sessions of other groups.

Every employee has two settings that work together: What they can do (permissions) and Access to groups (where they apply).

  • All groups: permissions apply across the whole school. This is the default for a new employee.
  • Only their groups: permissions apply only to the groups under Groups they administer.

With Only their groups the employee only sees the members, requests, charges, payments, attendance, notes and events of their own groups in the dashboard, and can only change those. They only get new join request notifications for their own groups.

The owner always reaches every group. Only the owner can change access; the employee gets a notification that their access changed.

Good to know

An employee on Only their groups with no groups sees nothing. Their dashboard shows "No groups assigned to you yet".

If you remove a group's last administrator, the owner automatically becomes its administrator.

On this screen

Access to groups switch

The choice between All groups and Only their groups.

Decides how far the employee's permissions reach.

It's in the invite window and on the employee's profile (not on the owner's). On the profile the change is saved with Save Changes; on an invite it applies to everyone who joins with the link.

All groups option

Permissions apply to the whole school.

For employees who help across the school.

The default. The groups under Groups they administer still show, but don't limit what the employee sees.

Only their groups option

Permissions apply only to the employee's groups.

For coaches and teachers who run specific groups.

The employee only sees and changes data for the groups they're assigned to. The See the whole calendar switch appears.

See the whole calendar switch

Widens calendar visibility to all groups.

Lets an employee on Only their groups see the whole schedule.

Only shown with Only their groups. Hover over the About reach icon to see the explanation. Seeing doesn't allow editing, changes stay limited to the employee's groups.

Frequently asked questions

My employee can't see a single member. Why?

Their access is probably "Only their groups" and they aren't assigned to a group. Add one under "Groups they administer" or switch to "All groups".

Can an employee see the whole schedule but only manage their own groups?

Yes. With "Only their groups", switch on "See the whole calendar".

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