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 | — | — | — |
| Website page for their space (logo, colors, embeds) | Yes | Yes | — | — |
| Organization-wide logo, colors, and embeds | Yes | — | — | — |
| View activity feed | Yes | Yes | Yes | — |
| View program engagement | Yes | Yes | Yes | — |
| View usage & plan capacity | Yes | Yes | — | — |
| View registration link/group code | Yes | Yes | Yes | Yes |
| Edit an athlete's target list and add schools | Yes | Yes | Yes | — |
| Email coaches about an athlete from your own inbox | Yes | Yes | Yes | — |
| Write a template for one athlete, or an athlete pitch | Yes | Yes | Yes | — |
| Impersonate an athlete | 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.
The athlete rows apply to the athletes you manage: everyone in the organization for a Super Admin, and the athletes in your spaces for Admins and Coaches (only your teams' athletes if you're limited to your teams). See Email coaches about an athlete and Athlete pitch templates.
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 from another organization
Some staff work with more than one organization. A recruiting coordinator might run their own account on ProductiveRecruit and also help your club with recruiting. They don't need a second login: we can add their existing account to your space with the role you choose.
To add someone who already has a ProductiveRecruit login, email [email protected] with their email address, the space, and the role you want them to have. The invite form only takes emails that aren't on ProductiveRecruit yet.
What your organization sees
- They appear in your staff list with their own organization's name under theirs.
- Their role in your space is the one you give them. If they're a Super Admin in their own organization and an Admin in yours, they're an Admin here.
- You can change their title, role, and teams, or take them out with Remove from space. Their name, email, and login belong to their own organization, so you can't edit those, and you can't archive, re-invite, or impersonate them.
- They use one of your staff seats, like anyone else on your staff.
What they see
- A switcher at the top of the sidebar shows the organization and space they're working in. Clicking it lists every space they belong to, grouped by organization. Picking one switches to it.
- The dashboard, engagement, checklists, website, and shared templates all follow the organization they're working in, so one organization's athletes and numbers never mix with another's.
- Their inbox and private templates are the same everywhere. Athlete pitches and templates written for an athlete show only while they're working in that athlete's organization.
Staff seats
Staff seats are part of your plan — we size them to your program when we set up your account. 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 email [email protected] and we'll adjust your 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.