Facility Dashboard: overview and setup

Summary

The Facility Dashboard is a dedicated screen for managing access and attendance at your centre. It is designed for tablets and reception screens, giving your team room to see who is arriving and what is happening now.

✅ See who is entering your facility, and record a visit when someone arrives without scanning in

✅ Manage the activities running now and mark attendance without leaving the page

✅ Look back over any earlier day's visits and access attempts

✅ Give specific staff, such as coaches, access to just this screen

Before you start

What is on the dashboard

• Header: the facility name, with live now (sessions in progress at the facility) and checked in today (successful check-ins and redeemed guest passes since midnight). Both cover the whole facility, whatever filters you use below.
• Today's activities: what is running now and next, with filters, and the ability to open an activity to manage attendance. See Managing today's activities and attendance on the Facility Dashboard.
• Visits: who has entered your facility today, updating live. From here you can view every visit for today or an earlier day, and record a visit manually. See Monitoring visits on the Facility Dashboard.
• Switch facility, if you work across more than one venue, and Open facility calendar.

Each of these is permission controlled, so your team only sees what their role allows.

Choosing your facility

If you have access to more than one venue, use Switch facility to choose which one the dashboard shows. Your choice is remembered for your session.

Permissions

The Facility Dashboard has its own group of permissions in the role editor, under Front of House > Facility Dashboard, so you can give someone the dashboard without the rest of the Front of House. All of them are unticked by default, and a permission only takes effect when the one above it is also ticked.

• View Facility Dashboard: open the Facility Dashboard.
  • View Today's activities: show the Today's activities widget.
    • View 'View details' for Today's activities: open an activity from the widget. The actions inside it each have their own permission; see Managing today's activities and attendance.
  • View Visits: show the Visits widget.
    • View All Visits: open the full list of today's visits with View all.
      • Change Visit Date: choose an earlier day in the full list.
    • Record a manual visit: show Add visit, to check a customer in by hand.
  • Switch facility: change the facility the dashboard shows.
  • Open Facility calendar: show the button that opens the Facility Calendar.

Two permissions outside this group also affect the dashboard. Both are in the Front of House group and ticked by default:

• Click view details button under visited tab: open a visitor's details. It also controls the Front of House Visited tab.
• Add customer tab: create a new customer while recording a manual visit. It also controls adding customers in the Front of House.

Note: Open Facility calendar controls only the button on the dashboard. Access to the Facility Calendar itself is set per venue rather than by role, so staff with access to your venue can still open it from the Front of House.

Troubleshooting

I cannot see the Facility Dashboard.
It is enabled per organisation by OpenPlay, so contact your Client Success Manager if it has not been switched on. Your role also needs View Facility Dashboard.

A widget or button is missing.
Each widget and action has its own permission beneath View Facility Dashboard. For example, Add visit needs Record a manual visit, and View all needs View All Visits.

I have ticked a permission but nothing has changed.
Check the permission above it is ticked too. For example, Change Visit Date has no effect unless View All Visits and View Visits are also ticked.

A member of staff can open the Facility Calendar even though Open Facility calendar is unticked.
That is expected. The permission only removes the button from the dashboard.

Live now or checked in today doesn't match the list.
The header counts cover the whole facility. The lists below can be filtered, for example to certain locations or only activities in progress.

What's next?

• Managing today's activities and attendance on the Facility Dashboard
• Monitoring visits on the Facility Dashboard