Roles determine what each staff member can see and do in Playground. As a multi-site organization, you manage roles centrally from the Enterprise Dashboard, and your changes apply across every location at once. There are three default roles for Multi Site accounts — enterprise admin, admin, and teacher — and you can edit them or build custom roles with their own names and permission sets.

How Roles Work Across Your Organization

With an enterprise account, roles are defined once at the organization level and applied uniformly to every location. This keeps permissions consistent across your sites and means you don't have to rebuild the same role at each school.

Roles are managed centrally. You create and edit roles from the Enterprise Dashboard, and the permissions apply across all of your locations.
You cannot edit a role's permissions at a single location. Permission changes always happen at the enterprise level and roll out everywhere. If you need different access at one site, create a separate role instead.
There are two levels of admin access: enterprise-level users, who can access every location, and location-level users, who only see the site (or sites) they're assigned to.
Permissions follow the role. A staff member gets their access from the role they're assigned — so assigning the right role is how you control what each person can do.

💡 If someone on your enrollment, billing, or back-office team needs to work across all of your schools, make them an enterprise-level user. If they only support one site, keep them at the location level.

Locate Roles in the Enterprise Dashboard

From your Enterprise Dashboard, click Settings on the left sidebar.
Click Roles at the top of the page.
From this screen, you can view and edit current roles and add new roles. You can also see the staff members assigned to each role by clicking the dropdown next to the role name. Any change you make here applies across all of your locations.

Default Roles

Playground includes three default roles for Multi Site accounts: enterprise admin, administrator, and teacher.

Enterprise Admin	Administrator	Teacher
Anyone who needs access to all locations.	Anyone who needs full access to the Dashboard and Playground app. This user can see and manage everything at their assigned site.	For anyone who signs students in/out, communicates with families, and records student activity. They can't access billing or enrollment.
Some of what this role can do: Create, view, edit, delete charges and credits Create, view, edit, delete students and guardians Create, view, edit, delete staff Create, view, edit, delete student paperwork Create, view, edit, unpublish enrollment listings Accept, waitlist, reject applicants Track staff time sheets Create, view, edit reports Create, view, edit, delete programs Create, view, edit, delete attendance logs Access Playground CRM (if purchased) Run enterprise reports Create and manage enterprise level staff Adjust Enterprise level settings Create and manage enterprise level paperwork	Some of what this role can do: Create, view, edit, delete charges and credits Create, view, edit, delete students and guardians Create, view, edit, delete staff Create, view, edit, delete student paperwork Create, view, edit, unpublish enrollment listings Accept, waitlist, reject applicants Track staff time sheets Create, view, edit reports Create, view, edit, delete programs Create, view, edit, delete attendance logs Access Playground CRM (if purchased)	Some of what this role can do: View roster and student profiles Check students in and out Message families and staff Create announcement posts Record student activity Some of what this role cannot do: Billing Enrollment Create, edit, delete students, guardians, or staff View enrollment dashboard View other staff profiles Access Playground CRM

Role Templates

When you create a new role, Playground prompts you to start from a pre-built template or build from scratch. Templates are a helpful starting point with permissions already configured for common use cases.

Template	Description
Administrator	Admin with full access
Attendance	Track and view student attendance only
Billing	Manage billing, subsidies, and payouts
Enrollment	Manage listings and accept students
HR and Payroll	Manage staff and payroll
Teacher	Teacher with full access

Any template can be customized further after selection. If none of the templates fit your needs, choose Custom user role to build a role with your own permission set. See the Create Custom Roles section below for details.

Teacher Visibility Settings

Student visibility is controlled by roles. By default, teachers can see all students in your program. If you want teachers to only see the students in their assigned classrooms, edit the role and uncheck the View all students permission. Once it's off, staff with that role will only see students assigned to their classroom.

Enterprise vs. Location-Level Access

The biggest difference for multi-site organizations is how much a staff member can see — one location or all of them. This is set by whether they're an enterprise-level or location-level user, in addition to their role.

Enterprise-level user	Can access every location in your organization. Best for leadership, regional managers, central billing, enrollment, and back-office teams who work across sites. Enterprise-level CRM views show all leads across every site.
Location-level user	Can only access the site (or sites) they're assigned to. Best for directors, teachers, and front-desk staff tied to a single school. At the site level, they only see leads and students assigned to that site.

💡 If a team member can't see leads or students you expect them to see, it's usually an access-level question, not a bug. Confirm whether they need enterprise-level access (all sites) or location-level access (one site) and adjust accordingly.

Create Custom Staff Roles

You can create custom roles to give different team members exactly the permissions they need — and yes, custom roles with limited access can be created at the enterprise level. For example, you might create an office manager role with access to student records and scheduling but not billing, or a substitute role that can only clock in and out.

From your Enterprise Dashboard, click Settings on the left sidebar.
Click Roles at the top of the page.
Click the Add New Role button in the top right corner. The Add New Role window will open.
Select Custom user role under Create a role from scratch.
On the Create New Role screen, enter a Name and select a Type from the dropdown. The role type determines the base permissions available.
Toggle on the permissions you'd like this role to have:
1. View: lets the user see information but not edit it.
2. Edit: lets the user view and edit information.
3. Click here for more information on permissions.
Click the blue Add Role button to save. The role is now available across all of your locations.

💡 If you don't see the Roles tab under Settings, it's usually for one of two reasons:

You're viewing a specific center instead of your Enterprise Dashboard. If you see a blue banner at the top of the page with a Return to dashboard button, click it. Then go to Settings > Roles.
Your role doesn't have permission to manage roles. If you're already on the Enterprise Dashboard and still don't see the Roles tab, your account likely doesn't have access to view or edit roles. You'll need to contact an administrator with the appropriate permissions.

🚨 The role type cannot be changed after the role is created. If you need a different type, create a new role.

Edit Existing Roles

Editing a role at the enterprise level updates it for every location at once.

From your Enterprise Dashboard, click Settings on the left sidebar.
Click Roles at the top of the page.
Click the three dots next to the role you want to edit and select Edit. This opens the permissions editor, where you can update the role name and permissions.
When you're satisfied with your changes, click the blue Save Changes button in the top right corner. Your changes apply uniformly across all enterprise locations.

🚨 You can't edit your own role. If you need your role changed, contact the primary administrator at your organization. You also can't edit permissions for just one location — permission changes always apply across the enterprise.

View Staff Assigned to a Role

From your Enterprise Dashboard, click Settings -> Roles.
Click into the row of a specific role to view which staff members are assigned to that role.
You will then be able to do the following:
1. Search for a staff member by name.
2. Click Add filters to filter by Active status or Invite status.
3. Click the three dots next to a staff member's name to View their profile, Edit their information, Send invite, or Copy invite.
4. Select multiple staff members using the checkboxes to Change role or Send invite in bulk.
5. Click the Actions button in the top right corner to Edit, Duplicate, view History, or Delete the role.

Assign Roles to Staff Members

From the Staff Tab

After clicking into one of your centers, click My School and then click Staff.
To view roles on the staff table, click the cogwheel and select the toggle next to Role.
Click the three dots next to the employee whose role you want to change, then click Edit.
The Edit Staff Member window will open. Change the Role and click the blue Save button.

From the Roles Tab

From your Enterprise Dashboard, click Settings on the left sidebar.
Click Roles at the top of the page.
Click the row of the role the staff member is currently assigned to. This opens the role's dedicated page. From here, there are two ways to change a staff member's role:

a. Check the box next to the staff member's name and click Change role at the top of the page.

b. Click the three dots next to the staff member's name, select Edit, and update their role.

Staff Roles for Multi-Site Admins