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 for reception screens, giving your team more room to see who is arriving and what is happening today.

✅ See who is entering your facility, on a screen built for the job

✅ Manage today's activities and mark attendance without leaving the page

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

Before you start

What is on the dashboard

The dashboard is made up of widgets:

• Visits: who has entered your facility, with the option to view it full screen.
• Today's activities: what is running today, with filtering and sorting, and the ability to open an activity to manage attendance.

You can also:

• Switch facility, if you work across more than one venue.
• Open the Facility calendar directly from the dashboard.

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

Choosing your facility

If your organisation has more than one venue, use the facility switcher to choose which one the dashboard shows. Your choice is remembered for your session, so the dashboard opens on the right venue next time.

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. A permission only takes effect when the one above it is also ticked.

• View Facility Dashboard: open the Facility Dashboard at all.
  • 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.
  • Switch facility: change the facility the dashboard shows.
  • Open Facility calendar: show the button that opens the Facility Calendar.

One permission lives outside this group. Opening a visitor's details in the Visits widget is controlled by the Front of House permission Click view details button under visited tab. It is shared with the Front of House Visited tab, so changing it affects both.

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 the calendar from the Front of House.

Troubleshooting

I cannot see the Facility Dashboard.
Two things to check. First, it is enabled per organisation by OpenPlay, so contact your Client Success Manager if it has not been switched on. Second, your role needs View Facility Dashboard, so ask an administrator to confirm your access.

I can see the dashboard but one of the widgets is missing.
Each widget has its own permission, beneath View Facility Dashboard. Ask an administrator to tick View Today's activities or View Visits for your role.

I have ticked a permission but nothing has changed.
Check the permission above it is ticked too. For example, Edit activity has no effect unless View 'View details' for Today's activities and View Today's activities 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. Access to the calendar is set per venue.

The dashboard is showing the wrong venue.
Use the facility switcher to change venue. Your selection is remembered for your session.