Promo on Demand uses two distinct user roles to separate the people who build and manage promotions from the people who run and participate in them. Getting this structure right from the start means cleaner operations, tighter access control, and no risk of floor staff accidentally modifying a live game configuration.
This article explains what each role can and cannot do, how to think about assigning them across your team, and how features like game assignment, date restrictions, and the drawings tool interact with each role.
No user limits. You can create as many Admin and Frontend user accounts as your organization needs — there is no cap on the number of users.
The Admin Role
Admin users are the managers and configurators of your P.O.D. account. They have full access to everything on the administrative side of the platform. Think of this as the role for your marketing team, promotion coordinators, and anyone responsible for building and overseeing the promotions themselves.
Admin users can:
- Create and manage all users — Add, edit, or remove both Admin and Frontend user accounts within their organization.
- Browse and customize games — Access the full game library, select themes, configure prize odds and labels, and save named game configurations.
- Control game access — Assign specific game configurations to specific frontend users, and set the date range during which each configuration is active.
- Create and manage drawings — Upload player lists via spreadsheet, configure drawing parameters, and create new drawings for floor staff to hold.
- View the dashboard and reports — Access session history, prize distribution summaries, and full audit logs for any time period.
- Switch to Frontend View — Preview exactly what frontend users see, without logging into a separate account, to verify the player experience before going live.
Who should be an Admin? Limit this role to people who genuinely need to build and manage promotions — your marketing coordinator, promotions manager, or designated IT/systems contact. Floor staff who only run the games on the night of an event should be Frontend users, not Admins.
The Frontend Role
Frontend users are the operators and participants — the floor staff who run live promotions, and in some setups, the players themselves. When a frontend user logs in, they see only a clean game lobby showing the promotions available to them. There are no admin menus, no configuration options, and no access to other users' data.
Frontend users can:
- View and play assigned games — Each frontend user only sees the specific game configurations an admin has assigned to them. A user with no assigned games will see an empty lobby.
- Hold drawings — If an admin has created a drawing and made it available, frontend users can launch and execute it on the floor. They cannot create new drawings or modify existing ones.
Frontend users cannot:
- Access the admin dashboard, user management, or game configuration screens.
- See any other user's account or data.
- Modify prize odds, themes, or any game settings.
- Create, upload, or configure drawings.
Game Assignment & Date Restrictions
One of the most important features for frontend users is that game access is both user-specific and time-bound. When an admin saves a game configuration, they choose exactly which frontend users can see it — and when.
- User-specific access. An admin checks the box next to each frontend user who should have access to a given game configuration. A frontend user at one promotional station won't see games intended for a different station or event — even if they're logged in on the same network.
- Date range restrictions. Each configuration has a start date and an optional end date. Outside of this window, the game simply won't appear in the assigned user's lobby. This means you can pre-configure upcoming promotions weeks in advance, and they'll appear automatically when the start date arrives — and disappear when the promotion ends — without any manual intervention.
- Multiple configurations per user. A single frontend user can have multiple game configurations assigned to them simultaneously — for example, a weekly drawing and a special holiday promotion running at the same time. Each will appear as a separate tile in their lobby.
The Drawings Tool & Role Responsibilities
The Drawings tool is where the two roles work together most closely. Admins do the setup work; frontend users execute the event on the floor.
Admin responsibilities Setup & configuration
Before a drawing can be held, an admin must:
- Upload the player list — typically via a spreadsheet (.xls) exported from your player tracking system.
- Configure the drawing parameters — number of winners to draw, eligibility criteria, and any tiers.
- Save and publish the drawing so it becomes available to the designated frontend users.
Frontend user responsibilities Floor execution
On the night of the event, the designated floor staff member:
- Logs in as a frontend user and sees the drawing in their lobby.
- Launches the drawing on the floor TV (via cast or direct display).
- Runs the draw — the system selects a winner from the uploaded pool and displays the result.
Frontend users cannot modify the player list, change the number of winners, or alter any drawing settings. They can only run the drawing as the admin configured it.
Tip: For large promotional events, assign the drawing to a specific floor supervisor's frontend account rather than a shared account. This keeps the audit trail clean and makes it easy to identify who ran each drawing session.
Recommended Team Structure
Most casino properties find a setup similar to this works well:
| Team Member | Recommended Role | Why |
|---|---|---|
| Marketing Manager / Promotions Coordinator | Admin | Needs to configure games, set prizes, manage users, and review results. |
| IT or Systems Contact | Admin | May need access for troubleshooting, user resets, or reporting. |
| Floor Supervisor (running events) | Frontend | Runs games and drawings during the promotion. No config access needed. |
| Floor Staff / Promotions Host | Frontend | Operates the game in front of players. Sees only what's assigned to them. |
| Players / Participants | Frontend | If players log in directly to participate, a frontend account gives them access to only their assigned games. |
Creating & Managing Users
All user management is done from the Users section of the admin navigation. Any admin can create, edit, or remove users within their organization.
- In the admin sidebar, click Users.
- Click the button to add a new user.
- Enter the user's name and email address.
- Set a temporary password they can change after first login.
- Select their role — Admin or Frontend.
- Click Save. The account is active immediately.
To edit a user — including resetting their password or changing their role — find them in the Users list and click the edit (pencil) icon. To remove a user, use the delete option on the same row. Removing a user does not delete their historical session data from your audit logs.
After creating a frontend user, remember to assign them to at least one active game configuration. A newly created frontend user who logs in before being assigned to a game will see an empty lobby. Head to Games, open the customization for the relevant configuration, and add them under the Assign to Users section.
Questions about structuring your team or need help deciding which role fits a specific person's responsibilities? Contact our team — we're happy to help you think it through.