Member Splash has four user roles that control what people can see and do in your system.
The Four User Roles
Member (Your Club Members) Not an admin user
Access only to the front end of your website
Can view and manage their own account information
Can purchase products and make payments
Cannot access admin functions
Staff (Front Desk and Lifeguards) Admin user with limited access
Access to check-in members and guests
Can process Point of Sale transactions
Cannot view sensitive financial data or member details beyond what's needed for check-in
Perfect for seasonal employees or volunteers
Manager (Department Heads, Coordinators) Admin user with customizable access
Customizable access to specific admin functions
Default access: Front Desk, Point of Sale, and Member Accounts
Board can grant additional permissions as needed
Good for membership chairs, pool managers, etc.
Board (Full Administrative Access) Admin user with complete access
Complete access to all system functions
Can manage all members, payments, reports, and settings
Can add/remove other admin users and customize their permissions
This is you
How to Add Admin Users
To add a board member, manager, or staff member:
Go to Admin → Users
Click Add New User
Enter their name, email, and username
Select their role (Board, Manager, or Staff)
Set a temporary password (they can change it after first login)
Click Save
They'll now be able to log in with their credentials and access the system based on their assigned role.
Customizing Manager and Staff Permissions
Board-level admins can grant or remove specific capabilities for the Manager and Staff roles.
Common Manager permissions:
Accounts - manage member information
Payments - view and record payments
Email Campaigns - send communications
Events - create and manage events
Reports & Exports - run reports
Common Staff permissions:
Front Desk - check in members (default)
Point of Sale Staff - process sales (if applicable)
To customize permissions:
Go to Admin → User Roles
Select Manager or Staff
Check or uncheck capabilities as needed
Click Save
Note: Changes to role permissions affect all users with that role. If you need different permission levels for different managers, you may need to use custom roles (contact Support).
User Role Capabilities
Board level admins have the ability to grant and revoke capabilities for each user role. Let's review the capabilities:
Accounts: Allow viewing, editing, creating and deleting club membership accounts and the members attached to those accounts. Also allows managing account notes, account types and account tags. Available to: Basics, Essentials, Premium
Attendance Staff: Allow access to manage time-off requests, and view detailed attendance logs. Available to: Basics, Essentials, Premium
Attendance Manager: Allow access to manage employee attendance, shifts, time-off requests, and view detailed attendance logs. Available to: Basics, Essentials, Premium
Email Accounts: Allows creating and deleting club email accounts and fowarders (aliases). Note: Your club must be using our email servers for this to be applicable. Available to: Premium
Email Campaigns: Allows creating and sending emails to segmented member lists.
Available to: Essentials, Premium
Events: Allow adding, editing and deleting events. Available to: Essentials, Premium
Forms: Allows creating, editing and deleting forms; viewing, editing and deleting form entries and entry notes; exporting form entries; and configuring forms to accept payment (Example: creating a form for swim lessons that allows members to pay online). Available to: Basics, Essentials, Premium
Front Desk: Assigned to the staff role by default. Allows accessing the check-in, reservations, photos and visits screens. Available to: Basics, Essentials, Premium
Google Integration: Allows syncing form entries to Google Sheets. Available to: Essentials, Premium
MailChimp: Allows creating and sending MailChimp emails, configuring settings and performing batch syncs. Available to: Basics, Essentials, Premium
Media: Allow uploading, editing and deleting images and files like PDFs. Available to: Basics, Essentials, Premium
Member Splash Settings: Allows changing various Member Splash settings regarding things like required account fields, accepted payment methods, guest credit usage, etc. Granted to the board role by default. Available to: Basics, Essentials, Premium
News Tickers: Allow creating, editing and deleting news tickers (scrolling updates that can be placed in various spots on the website and assigned scheduled start and stop dates). Available to: Premium
Pages: Allow adding, editing and deleting pages. Available to: Essentials, Premium
Payments: Allow access to all functions connected to payments: setting up products; viewing orders; recording receipt of check payments; etc. Available to: Basics, Essentials, Premium
Point of Sale Staff: Allows creating and editing point of sale orders. Available to: Essentials, Premium
Point of Sale Manager: In addition to creating and editing point of sale orders allows deleting orders and configuring point of sale settings. Available to: Essentials, Premium
Posts: Allow adding, editing and deleting posts. Available to: Essentials, Premium
Reports & Exports: Allow accessing the accounts, members, payments and transactions reports and exporting to CSV. Available to: Basics, Essentials, Premium
Reservations: Allows full management of the reservations system including viewing and editing reservable facilities, creating special events, viewing existing reservations and adding and deleting reservations for members. Available to: Basics, Essentials, Premium
Support: Access to the built in support system. Available to: Basics, Essentials, Premium
Users: Allow creating and deleting staff and board accounts (not member accounts) and assigning a user role. Example: Creating a new user account for a club manager and assigning the Manager role. Available to: Basics, Essentials, Premium
Visits: All admin users can access the visits reports screen. This permission allows the selected role(s) to edit and delete visits. Available to: Basics, Essentials, Premium