Permissions & Visibility
Two separate questions decide what someone can do with 4league's facilities module: who can manage venues, pitches and the calendar, and who can see what's already booked on it. This page covers both — the roles behind facility management, and the 3 calendar access settings (Private, Teams, Members) that decide, for everyone else, whether a booked slot shows its real details or just the masked "Reserved" label.
Who Manages Facilities
An org owner or admin can always do everything described on this page, on every venue in the organization. Beyond that, three separate, gradually-widening capabilities can be assigned to a staff role from Organization → Staff & Roles:
| Capability | What it grants |
|---|---|
| Manage facilities | Everything: create/edit/deactivate venues and pitches, the Location Designer, opening hours, closures, the calendar-access setting itself, and every booking on the calendar in full detail. |
| Manage facility calendar | Full calendar access — create, edit, cancel and see every booking in full detail, including the "Book anyway" override — without the venue/pitch-editing rights above. |
| View facility calendar | Read-only access to the calendar. This capability sees a masked view of every booking — the same "Reserved" treatment described below — regardless of what the venue's own calendar access setting is set to. It's a support/reception-style role: enough to know a slot is taken, never enough to manage it. |
A viewer with none of the above falls back to whatever the venue's calendar access setting grants them — the rest of this page.
The 3 Calendar Access Settings
Every venue has exactly one calendar access setting, and a pitch can optionally override it. There are only three:
| Setting | Meaning |
|---|---|
| Private | The default. Only administrators and facility managers see the calendar at all — nobody else, not even a connected team's own manager, sees so much as a masked slot. |
| Teams | Managers of teams connected to the organization see their own team's bookings in full, and every other booking as a masked "Reserved" slot. Needs PRO. |
| Members | Every organization member can see the calendar: their own bookings in full, and everyone else's masked as "Reserved". Needs PRO. |
Whichever of the three is chosen, it never affects whether a scheduling conflict is caught — the calendar itself is checked for overlaps for every booking regardless of who can see it. It only affects how much detail a given viewer is shown. See Who Sees a Conflict at All for the one place this interacts with conflict detection.
What Each Viewer Sees, Setting by Setting
Putting the roles and the settings together, here's exactly what four common types of viewer see on a venue's calendar:
| Viewer | Private | Teams | Members |
|---|---|---|---|
| Admin / owner, or Manage facilities / Manage facility calendar staff | Full detail on every booking, always — the setting never applies to this group. | ||
| View facility calendar staff | Every booking masked as "Reserved", always — the same regardless of the setting. | ||
| Manager of a connected team | No access at all | Own team's bookings in full, everyone else's as "Reserved" | Own bookings (as creator) in full, everyone else's as "Reserved" — same as any other member (see note below) |
| Organization member (no special role) | No access at all | No access at all | Own bookings (as creator) in full, everyone else's as "Reserved" |
Under the Members setting, a connected team's manager sees the calendar exactly like any other org member — their own created bookings in full, everyone else's (including their own team's other bookings, if a co-admin created them) masked. It's only under Teams that team management specifically unlocks the whole team's own bookings, not just the ones a given manager personally created.
A booking's own creator always sees their own booking in full, no matter which of these rows they fall into — the "Reserved" mask never hides a booking from the person who made it.
The Masked "Reserved" Label
When a viewer can see that a time slot is taken but isn't allowed to see what for, the booking shows with its time, facility and zone intact but its title replaced by the localized word "Reserved" — no client name, no team, no notes, no booking type. It's deliberately different from having no access at all: a masked viewer can still tell the pitch is busy at that time (useful for a team manager checking whether a slot is free), just not who booked it or why.
The same masking convention shows up in a few related places, always with the same rule — time visible, detail hidden:
- The conflict warning's "Overlaps with" list shows a masked booking as "Reserved", and a plain availability-only block (no bookable detail at all) as "Busy".
- The External tab's client-appointment list shows a masked row as a locked "Client (hidden)" line, with no name, price or paid badge.
- A conflict indicator elsewhere in the app (for example on the Facilities Overview dashboard) is only ever populated for a viewer with full access — below that, the field is left out entirely rather than shown masked.
Setting Calendar Access
An org admin/owner or a Manage facilities staff member sets the calendar access setting from Facilities → Settings, per venue. A pitch defaults to Inherit from venue and can be overridden individually — see Adding Pitches & Facilities. Overriding to Teams or Members, at either the venue or the pitch level, needs PRO; Private is always available on Free.
Next Steps
What counts as a scheduling conflict, and who can book anyway.
Book paying clients outside your organization onto the facility calendar.
The full feature overview — the shared calendar, conflict detection, recurring bookings, closures and client appointments.