Must know
- Every guardian account has a family. New athletes join a family as soon as a guardian or staff member adds them, with no approval step.
- Roles decide what people can do. The family owner and co-managers invite people and manage the family. Relationships such as Mother or Child are only descriptive.
- Other adults get access only by accepting an invitation: a family invitation, or Shared access to one athlete, which never includes signing waivers. Invitations expire after 7 days.
- Staff can see families but can’t manage their members. Find families under Athletes > Families. Beyond creating new athletes, staff can’t add existing people, remove or move members, or change Shared access.
Each athlete also has a relationship to someone in the family: Child, Parent, Mother, Father, Guardian, Partner, Friend or Other. Relationships build the family tree but never change access.
How new athletes join. Right away, with no approval:
- Added by staff. From Add Athlete in the Athlete Directory, or Add athlete on a guardian’s Athletes tab, the athlete joins the guardian’s family when you save, with a Relationship to [guardian] (default Child). If the guardian has several families, you choose one. A guardian with none gets one first.
- Added by a guardian on your club website. The athlete joins that guardian’s own family. The duplicate check (same name and date of birth) covers only athletes that guardian can already see, so it never reveals athletes they don’t have access to.
- Family invitation. An owner or co-manager selects Invite family member. The role defaults to Guardian. Only the owner can invite a Co-manager, and ownership is transferred, never invited. The person sees Invitation from [family name] with Accept invitation or Decline, and must accept while signed in with the invited email. The owner or a co-manager can Revoke invitation until then.
- Shared access. An owner or co-manager gives someone outside the household, like a grandparent, chosen permissions (such as View schedule or Register athlete) for one athlete, at chosen clubs or all clubs. It never includes signing waivers, and the person keeps their own family.
- Add athlete from another family. An adult in a family adds an athlete they can already see. This creates Approval to join [family name], with Approve sharing or Decline (the requester sees Awaiting approval). An athlete with their own login decides. Otherwise any adult in one of the athlete’s current families does, and it goes through at once if the requester is one of them.
- Athletes > Families (needs View Families) lists every family with an athlete at your club. Filter by Pending invitations for people still joining. A family’s page shows its members, family tree and Shared access.
- An athlete’s Overview tab opens with a Family section (Open family, plus a switcher for more than one family), and the header shows their families or Family not set up. The Athlete Directory has a Family column.
- An athlete can’t be removed from their last family. They must join another family first.
- Purchases belong to a family. Each purchase records the family that owns it, and the Family / sibling discount counts only that family’s athletes.
- No claiming athletes. An adult can’t claim an existing athlete: they get access only by invitation to a family or through Shared access.