How to Set Up Role Based Dashboard Views

Role Based Dashboard Views let you control which dashboard categories each team member sees, based on the role you give them. Create roles like Manager, Coach, or Front Desk, assign them to your team, then choose which categories each role can see. This article covers creating roles, assigning them, and setting category visibility.

 

What is a role based dashboard view?

Your dashboard is organized into categories (for example, Meta Lead Gen Ads, Missed 1st Class, Membership Expiring in 1 Week). Not everyone on your team needs to see all of them. A front desk staffer and a sales manager care about different things.

With roles, you:

• Create roles that match how your studio is organized.
• Assign one or more roles to each team member.
• Decide which roles can see each dashboard category.

A team member then sees only the categories their role is allowed to see, so their dashboard stays focused on the work that's theirs.

 

Who can use this?

Admins set up roles and category visibility. Once set, every team member sees the dashboard filtered to their assigned role. Admins always see every category, no matter how visibility is set.

 

Part 1: Create and assign roles

Roles are managed from your team list.

1. Go to Settings, then open the Team tab.
2. Find the team member you want, and select the + in the Role column on their row.
3. In the menu, search for an existing role, or select Create new role to make one. Type the name and confirm.
4. Select a role to assign it. The role appears as a colored chip on that member's row. You can assign more than one role to the same person.

To rename, recolor, or remove a role, open the role menu and select the ••• next to the role. From there you can edit the name, pick a color, or delete it. When you delete a role, Loyalsnap shows how many members currently use it.

⚠️ Note: Your studio can create up to 5 custom roles. The built-in Admin role doesn't count toward that limit. Once you reach 5, the Create new role option is disabled — delete a role you no longer use to free up space.

💡 Tip: Give roles clear names and distinct colors (for example, Manager in purple, Coach in green). The colors carry over to the Dashboard Category Manager, so visibility is easy to scan at a glance.

 

Part 2: Choose which categories each role sees

Visibility is set in the Dashboard Category Manager.

1. Go to your Dashboard.
2. Select the gear icon in the top-right to open the Dashboard Category Manager.
3. Each category is listed as a row. In the Roles column, select the + on a category.
4. Choose the roles that should see that category. The role chips appear on the row.
5. Repeat for each category you want to limit. Your changes save as you make them.

⚠️ Note: If you leave a category's Roles empty, that category is visible to everyone. Assigning one or more roles limits it to team members who have one of those roles. Admins always see every category.

Here's how it looks with roles assigned across your categories:

 

Good to know

• Total Users and Last Update at the top of the manager show how many team members are being sorted and when the dashboard last refreshed.
• Use Categorize Now to re-sort your clients into categories right away instead of waiting for the next automatic refresh.
• Add Custom Category lets you build your own category, which you can then limit by role like any other.
• The Enabled and AI Auto-Send toggles on each row are separate from roles — Enabled turns the category on or off for everyone, and AI Auto-Send is its own feature. Roles only control who can see the category.

 

Frequently asked questions

Q: I assigned a role to a category but a team member still can't see it.
A: Check that the team member has that same role assigned on the Team tab. Visibility matches the role on the category to the role on the person — if they don't share a role, they won't see it.

Q: A team member is seeing categories I thought I limited. Why?
A: Two common reasons: the category still has an empty Roles column (empty means visible to everyone), or the person is an Admin. Admins always see every category.

Q: Can someone have more than one role?
A: Yes. Assign as many roles as you need to a team member. They'll see every category that any of their roles is allowed to see.

Q: I deleted a role by mistake. What happens?
A: The role is removed from every team member and category that used it. Before deleting, Loyalsnap shows how many members currently use it. Recreate the role and reassign it if needed.

Q: I made changes but nothing looks different on the dashboard.
A: Role and visibility changes save as you make them. If categories look out of date, select Categorize Now in the Dashboard Category Manager to re-sort right away.

If you're still running into issues, reach out to your Loyalsnap rep or contact support.