Let your team keep venue information current

The venue administrator authorises appropriate staff or hosts. Team members use their assigned access to carry out the functions available to their role and venue. The administrator manages who should have access and removes it when it is no longer needed.

Before giving someone access, explain which information they are responsible for keeping up to date. Agree who will publish an initial change, who will provide the next update and who will confirm when an activity can resume. Clear responsibilities help avoid conflicting messages.

Updates can come from the people closest to the situation. A coach can communicate a change affecting their session without waiting for the venue owner to become available. A venue with several staff members can share responsibility for keeping information accurate throughout the day.

A host arrives before a morning session and finds that the activity cannot proceed as planned. Using their authorised access, they update the session status so followers can see the change while the administrator handles other venue responsibilities.

Keep PINs and account details confidential. Give access only to people authorised to act for the venue, and review it when staff responsibilities change. The functions a host can use depend on their assigned permissions; limited host access should not be described as full administrator access.