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Must know
  • No permission for viewing athletes. Any staff member with at least one permission can open the Athlete Directory and athlete profiles.
  • Two groups of permissions. Create Athletes, Edit Athletes and Delete Athletes control athletes. View Families, Create Families, Edit Families and Delete Families control guardians and families. Resolve Family Requirements approves family requirement exceptions.
  • Hidden or refused. Some buttons show to everyone and are refused when used. Others, such as Merge duplicate, Adjust credit and the guardian money tabs, are hidden without the permission.
  • Set per staff member. Use My Organization > Staff > Edit Permissions.
Where to set them. Open My Organization > Staff, open a staff member’s row menu and choose Edit Permissions. Pick a Role Template (Admin, Coach, Accountant, Volunteer or Custom), then adjust Granular Permissions. Permissions the role grants are locked on and marked Granted by the role. See How do I set staff roles and permissions?. What each role starts with. Athletes. Adding an athlete, including Add athlete on a guardian’s profile, needs Create Athletes. Editing details, the staff note and the photo needs Edit Athletes. Deleting needs Delete Athletes. On an athlete profile, Levels needs Edit Athletes and training turned on. Achievements needs Record Evaluations and training turned on. Guardians and families. View Families opens Athletes > Guardians and Athletes > Families. Without it both are missing from the sidebar. A typed Guardians web address shows Access Denied, and the Families page says your account does not have access to the family directory. View Families also covers the guardian list, export and search results. Elsewhere, guardian names show as plain text instead of links.
  • Create Families adds a guardian and resends or revokes an invite.
  • Edit Families changes details, notes, contacts, addresses and email subscription, and merges guardians.
  • Delete Families removes a guardian.
Guardian money. Balance tiles, the Billing, Recurring Billing, Account Balance, Gift Cards and Payment Methods tabs and invoices need View Financials on top of View Families. Adjust credit and Take payment need Create Financials. Merging. Athletes > Merge Profiles opens with Edit Families or Edit Athletes. Merging athletes needs Edit Athletes. Merging guardians needs Edit Families. Family requirements. Without Resolve Family Requirements, staff can use Check again but not Approve exception on a family’s Missing requirements card. Approving needs a written reason. Family membership. No staff permission changes who belongs to a family. Staff cannot reassign an athlete’s guardian. The family’s owner or managers do that from the Family page in the family portal. Still shown but refused. Everyone sees these, and they give an error without the permission: Add Athlete, the athlete row menu (Edit Details, Delete Athlete), Edit Profile, Take payment on a guardian’s Billing tab, and for guardians Add guardian, Edit details and Remove guardian. Guardians are not staff. Guardians are family accounts listed under Athletes > Guardians. They never appear in your staff lists or see the athlete’s staff note. Coach portal. Coaches of your club see Families in the coach portal without View Families. It lists the club’s families, not only their own athletes. Related: How do I set staff roles and permissions? · What can I see in the Families directory and on a family’s page? · What’s on a guardian’s profile? · What is a family, and how does it connect guardians and athletes?