Playbook Admin

Before you start

• Catapult turns Playbook on for your organization and your staff. If someone on your staff doesn't see Playbook in the app switcher, contact Customer Support.
• Sign in with your organization account: your username and password on the Hub Pro sign-in screen.
• You'll need the Admin app. Open the app switcher at the top of the sidebar and choose Admin . If Admin isn't listed, ask Catapult to give your account admin access.

• Admin changes need a connection. Buttons that save are greyed out while you're offline; hover over one to see why.

Step 1: Learn the two keys to Playbook access

• Permissions decide what someone can do anywhere in Playbook: build playbooks and folders, or only read and mark them up. You set them on a person or a group in Users > Users or Users > Groups.
• Folder access decides where they can do it. You give people and groups a level on each Playbook folder in Content Configuration > Playbook Folders, and coaches can share from inside Playbook too.
• A person needs both. A coach with Can edit on the Offense folder still can't create a playbook there without the Playbook edit permission, and the permission alone doesn't open a folder nobody has shared with them.

Permissions at a glance. Add these in Manage permissions on a person or a group.

Set it up once, by group. Put users in groups, give each group its permissions and folder access, and new users get everything the moment you add them to a group.

Step 2: Open the Admin dashboard

• Choose Admin in the app switcher. Hub Pro opens the Dashboard.
• The cards along the top count your Users and Groups. Below them, Manage your organization links to each admin area.

• The sidebar lists the areas you can use. Users holds Users and Groups. Content Configuration holds Playbook Folders. Usage Reports shows activity.

Missing an area? Each one shows only when it's turned on for your organization and your own permissions allow it. Step 5 lists the permission each area needs.

Step 3: Verify users

• Open Users > Users. Your Thundercloud users appear in the list. If someone is missing, contact Customer Support.
• Each user's Status shows as active or inactive.
  • active The user has signed in to Hub Pro at least once.
  • inactive The user has never signed in to Hub Pro.
• Users must be active before they can use Playbook. Ask inactive users to install Hub Pro and sign in once.

Step 4: Set up your groups

• Open Users > Groups and click Create Group .
• Type a Group Name, for example Coaches, Offense or Players, and a Description if you like. To put it inside another group, pick a Parent group; leave it as None for a top-level group. Click Create Group.

• To add people, open the group's row menu and choose Edit users . Tick the users who belong in the group and click Save changes.

• You can also work from the person's side: in Users > Users, open their row menu , choose Edit user , tick their groups in the Groups list and click Save changes.

• The same row menu has Add sub-group , Edit group to change the name or description, Manage permissions (Step 5) and Delete group .

Sub-groups add to their parents. Adding someone to a sub-group also adds them to its parent groups, so they get the parent's permissions and folder access too. Put the access everyone shares on the parent, for example Coaches, and the narrower access on sub-groups like Offense and Defense.

Deleting a group can't be undone. It removes the group from every member and deletes its sub-groups too. Members lose any permissions and folder access that came from it. The root group can't be renamed or deleted.

Step 5: Set what each person can do

• Open Users > Groups (or Users > Users for one person), open the row's menu and choose Manage permissions .
• Under Add by feature, click Playbook edit for staff who build shared documents, or Playbook view for players and staff who use them. Click a feature again to take it off.

• Click Save. Group members get the group's permissions; on a person they're listed under Inherited from groups.

The admin features, for the people who'll help you run Hub Pro:

• User management opens Users. Group management opens Groups. Permissions lets them use Manage permissions.
• Usage reports shows everyone's activity, not just their own.

You can't change your own permissions. Ask another admin. This keeps anyone from locking themselves out by accident.

Step 6: Create your Playbook folders

• Open Content Configuration > Playbook Folders and click New Folder .

• Type a Folder name, for example Offense, Defense, Special Teams or Opponent Scouting, and click Create.

• To add a folder inside another one, open the parent's menu and choose Create Subfolder . Subfolders match their parent folder.
• Folders you create here are Playbook folders: they show in Playbook for everyone with access. A Playbook folder can't be turned into a standard folder later, and folders can't be moved between the two.

Coaches can make folders too. Staff with the right permissions can add folders from the Playbooks panel inside Playbook. Building the top level here keeps your structure tidy.

Step 7: Give people and groups access to each folder

• Select a folder in Playbook Folders. The panel on the right shows Who can access this folder.

• Click Add , then pick a Person or group. Everyone means all users in your organization.

• Pick a Permission. The table below shows what each level allows.

• Set Expires if the access should end on a specific date. Access ends at the end of the chosen day; leave it as Never expires for permanent access.

• Click Save.

Folder access at a glance. The levels you pick when you share a folder or playbook.

Deny wins. Deny always overrides other access, whether it's set on a person or a group. Here's how group and individual access work together:

To let one member of a denied group in, take them out of the group in Users > Groups > Edit users and give them their own access. Or don't deny the group; deny only the people who shouldn't get in.

Access flows down. Subfolders inherit the folder's access, marked Inherited. To change it on one subfolder, click the pencil and save an override there.

Apply to the folder's contents replaces item access. Ticking it copies this folder's access onto every playbook and subfolder inside it. Anything shared one item at a time is lost.

Every folder keeps someone on Can manage. Hub Pro won't let you remove or lower the only person with Can manage on a folder; add another first. Deny can't be given to Everyone, because it would lock out every user, admins included.

Step 8: Let coaches share from Playbook

• Coaches with Can manage on a folder or playbook can share it from inside Playbook: open its menu and choose Share folder or Share playbook.
• The Share menu uses the same levels as Playbook Folders: Can view, Can edit, Can manage, Deny and No access. A change in either place shows in the other.
• Coaches can give an end date (In a week, In a month or a date of their choosing). If someone's access comes from a group, the end date has to be set on the group's access instead.
• Sharing a folder covers every playbook in it, including ones added later.

Step 9: Check a user has everything

• Ask the user to open the app switcher . Playbook should be listed. If not, contact Customer Support.
• In Playbook, they should see the folders you shared. If a folder is missing, check its access in Playbook Folders.
• If they can open a playbook but can't add pages or create one, check that they (or their group) have Playbook edit, and that their folder access is Can edit or Can manage.

Step 10: Change or end someone's access

• End their access to Hub Pro: deactivate or delete the user in Thundercloud SSO.
• Make them view only: lower their folder access to Can view. They see a View only badge, and unsaved changes are discarded.
• Remove one folder: click the bin on their row in the folder's access list. Subfolders that inherited it lose it too.
• The person sees a message when it takes effect, such as "Your access to this playbook has ended" or "You can no longer edit this playbook".

Coaches can change access from inside Playbook. Anyone with Can manage on a folder or playbook can do this without going to Admin:

• Open Share folder or Share playbook from the folder or playbook's menu .
• Find the person or group and pick a new level from the menu next to their name.
• No access removes the access given here. If one of their groups still has access, they keep that.
• Deny blocks them completely, even if a group gives them access. To undo it, choose Remove Deny from the row's menu or pick a new level from the dropdown.
• The change also shows in Playbook Folders in Admin.

Step 11: Track Playbook activity in Usage Reports

• Open Usage Reports . It shows Hub Pro activity on one timeline.

• Use Event type to narrow it to Playbook events: Playbook opened, Playbook created, Playbook shared, Playbook PDF added, Playbook markup added and more. Use User to follow one person.

• Click Open in Playbook on an event to jump to that playbook, or Export CSV to keep a copy.

• Without the Usage reports feature (Step 5), the report shows Your activity only.

Need a hand?

• Playbook isn't in a user's app switcher, or they see "Access denied"? Check they signed in with their organization account and have restarted Hub Pro. If it's still missing, contact Customer Support.
• A coach can read playbooks but can't build them? Give them, or their group, Playbook edit, and Can edit or Can manage on the folder.
• A menu item is greyed out? Hover over it to see why. It's usually a missing permission or no connection.
• Playbook Folders isn't in your Admin sidebar? It isn't turned on for your organization yet. Contact Customer Support.

For anything else, use Help and Support inside Hub Pro or contact Customer Support.