Applicable to: Full Access, Affiliate and Club Admins

Applicable to: Refunds – organisations in Cricket Australia, Rugby Canada and Basketball England. Reports, Posts, Website and Shop – beta organisations in Rugby Canada

Application(s): Admin Portal > My Organisation > Admins

This article will cover the following:

1. What Limited Access is and who it's for
2. Which areas are available for your organisation
3. Giving an admin Limited Access
4. What a Limited Access admin can and can't do
5. Checking your own roles and access

Related articles:

• Managing administrators in your organisation

Overview

Admin access in PlayHQ used to be all-or-nothing: an admin either had everything your organisation can do in the Admin Portal, or they weren't an admin at all. That meant handing full access to a treasurer, a comms volunteer or a merchandise coordinator who only needed to do one job.

You can now give an admin Limited Access instead. When you invite or edit an admin, Limited Access opens a list of areas you can switch on for that person — Refunds, Reports, Posts, Website and Shop. Switch on what that person does and leave the rest off. For example, your treasurer could have Refunds and Reports, while your comms volunteer has Posts and Website and stays away from the money.

Two things are permanently switched off for every Limited Access admin, whatever else you enable: they can never invite, edit or remove other admins, and they can never reach organisation settings, payment details or vouchers.

Nothing changes for admins you've already set up. Every existing Full Access, Club, Affiliate and Electronic Scorer account keeps exactly the access it has today, and any Limited Access admin you created earlier keeps their Refunds setting.

Which areas are available for your organisation

Limited Access is being switched on sport by sport, and area by area. What you see when inviting or editing an admin depends on your organisation.

⚠️ Important: If you don't see Limited Access, it isn't enabled for your organisation yet

If you don't see Limited Access as an option, or you only see the Refunds toggle, those areas haven't been switched on for your organisation yet. Check with your sport's support team for timing.

What you'll need before starting

Required information

Before you begin, make sure you have:

• Full Access, Affiliate or Club Admin access yourself — a Limited Access admin can never invite or edit another admin
• The name or PlayHQ profile of the person you're inviting or editing
• An idea of the job this person does, so you know which areas to switch on

Giving an admin Limited Access

⚠️ Important: Competitions & Programs stays switched on for every Limited Access admin

Competitions & Programs is shown on the invite and edit screen but is locked on. It covers competitions, programs, transfers and permits, incidents and participant search. Any Limited Access admin can still reach these areas, whichever other areas you switch on or off. Making this area switchable is coming in a later release.

Follow these steps to give an admin Limited Access:

1. Open Admin Management

   Navigate to My Organisation > Admins in the Admin Portal, then invite a new admin or edit an existing one.

2. Choose Limited Access

   Select Limited Access as the admin's role, instead of Full Access.

   

3. Switch on the areas this admin needs

   Toggle each area this person needs to ON. Leave everything else OFF.

   Toggle	What it gives access to
   Refunds	Processing refunds
   Reports	The Reports area
   Posts	The Posts area
   Website	The Website area
   Shop	Shop items, merchandise, payment requests and orders
   Competitions & Programs	Competitions, programs, transfers and permits, incidents and participant search — always on

    

4. Save

   Click Save. The admin can now use the areas you switched on, plus Competitions & Programs. Areas you left off won't appear in their menu.

💡 Tip: Refunds start from a participant's profile Ad hoc refunds are processed from a participant's profile, so a refunds admin also needs to be able to find participants. Participant search is part of Competitions & Programs, which is currently always on, so a Limited Access admin with Refunds switched on can find and refund an invoice.

What a Limited Access admin can and can't do

What they see when they don't have access

Areas a Limited Access admin doesn't have are left out of their menu. If they reach one another way — by following an old link or a bookmark, for example — they'll see a plain message telling them the action is unavailable and to ask their administrator for access, rather than an error.

This isn't the right option for everyone

Limited Access is for admin accounts only. It's not how you give access to:

• Coaches, team managers and captains — they get team access through the participant portal (My Teams), not an admin account. See Giving a coach or team manager access to your team.
• Electronic scorers — unaffected by this change; e-scoring remains its own role.
• Board members or auditors who only need to view things — a read-only role doesn't exist yet. If you need one, let your sport's support team know.

Checking your own roles and access

Every admin can see their roles from their My Account page. It lists every organisation they hold a role at and what that role is — useful if a volunteer wants to check what they've been given without having to ask.

Frequently asked questions

Did anything change for our existing admins?
No. Every existing admin kept exactly the access they had, including Limited Access admins created earlier — their Refunds setting is untouched. The new areas are extra options, not a change to anyone's current access.

Can I give someone access to just one job?
For most jobs, yes. A treasurer can have Refunds and Reports, and a comms volunteer can have Posts and Website. The one area still switched on for everyone is Competitions & Programs — making that switchable is coming in a later release.

Why can my Limited Access admin still see competitions and programs?
That area isn't switchable yet. It covers competitions, programs, transfers and permits, incidents and participant search, and is on for every Limited Access admin for now.

Can I give someone financial reports only?
Not yet. Reports is all-or-nothing — switching it on gives access to all reports.

Can someone manage merchandise without being able to raise payment requests?
No. Shop covers shop items, merchandise, payment requests and orders together.

Can a Limited Access admin add another admin?
No, never. Managing admins and organisation settings are permanently unavailable to Limited Access and can't be switched on, whatever else you enable.

Why is my Limited Access admin seeing a task they can't action?
The task list doesn't yet take Limited Access into account, so an admin may be shown a task for an area they don't have. They won't be able to complete it — ask a Full Access admin to action it instead.

Is this how I give a coach or team manager access?
No. Coaches, team managers and captains get team access through the participant portal (My Teams), not an admin account.

Why can't I see Limited Access, or only some of the areas?
Limited Access is being switched on sport by sport. Refunds is available in Cricket Australia, Rugby Canada and Basketball England, and Reports, Posts, Website and Shop are available to beta organisations in Rugby Canada. If you don't see it yet, check with your sport's support team for timing.

Who can set an admin's access level?
Full Access, Affiliate and Club Admins can invite and edit other admins, including setting them to Limited Access. A Limited Access admin can never do this.