Not every staff member should see everything. ProductiveRecruit gives every person you invite one of four roles, and each role controls exactly what they can view, edit, and manage across your organization.
The four roles
| Role | Scope | What it's for |
|---|---|---|
| Super Admin | The whole account, across every space | Full control — the person (or people) ultimately responsible for the organization |
| Admin | One space | Runs day-to-day operations for that space: staff, teams, settings, usage |
| Coach | Teams they're assigned to (or the whole space if unrestricted) | Manages the athletes on their teams |
| Team Manager | Teams they're assigned to (or the whole space if unrestricted) | Views athletes on their teams |
When you invite a new staff member, you choose between Admin, Coach, or Team Manager. Super Admin isn't offered as an invite option. If a staff member needs full account-wide control later, only an existing Super Admin can promote them, using the Convert to super admin action on that person's row in the staff list. Admins don't see the option, and no one can convert themselves.
What each role can do
| Action | Super Admin | Admin | Coach | Team Manager |
|---|---|---|---|---|
| View staff list | Yes | Yes | — | — |
| View teams | Yes | Yes | Yes | Yes |
| Create teams | Yes | Yes | — | — |
| View space settings | Yes | — | — | — |
| View activity feed | Yes | Yes | Yes | — |
| View usage & plan capacity | Yes | Yes | — | — |
| View registration link/group code | Yes | Yes | Yes | Yes |
| Archive athletes | Yes | Yes | — | — |
| Apply bulk actions | Yes | Yes | — | — |
| Edit or archive another staff member | Yes | Yes* | — | — |
| Promote a staff member to Super Admin | Yes | — | — | — |
*An Admin can manage other Admins, Coaches, and Team Managers, but can't edit or archive a Super Admin.
Restricting coaches to their own teams
By default, a Coach or Team Manager sees every athlete in the space. If you'd rather they only see the athletes on the teams they actually coach, check "Limit to athletes on their assigned teams" when you invite them (or later, from their staff profile).
With this on, a coach sees an athlete the moment that athlete joins one of their teams, and never sees athletes who aren't on any team. Admins and Super Admins are never affected by this setting, even if it's turned on for them by mistake, since it only applies to Coach and Team Manager roles. If you turn the restriction on, you'll need to assign at least one team before saving.
Staff seats
Staff seats are tied to your plan size: organizations with fewer than 25 athletes get 2 staff seats, and organizations with 25 or more athletes get unlimited staff. Your dashboard shows a live count of seats used, with a warning as you approach the limit. If you're out of seats, archive an existing staff member to free one up or upgrade your plan — see Choosing a plan.
What's next
- Walk through the full invite flow, including fields and email templates, in Inviting staff.
- Learn how spaces and teams are structured in Spaces & teams explained.
- See where staff and usage limits show up day-to-day in The admin dashboard.