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Must know
  • Sending an invite needs the Create Staff permission, and the invitation link expires after 7 days. Without that permission, Add Staff Member still shows but saving is refused with “Forbidden”.
  • The permissions a role grants are locked on. You can add extras on top, and only Custom lets you choose every permission by hand.
  • Change a person’s name, email or title with Edit Details, and their role and permissions with Edit Permissions.
  • If the email already belongs to a family (guardian) account at your club, the invite adds staff access to that account. The person keeps their family login.
1

Open the Staff page

In the sidebar, go to My Organization > Staff (it needs View Staff), then click Add Staff Member.
2

Enter their details

Full Name and Email Address are required. Title is optional, up to 120 characters.
3

Set their access

The panel opens with Volunteer selected. Pick a Role Template: Admin, Coach, Accountant, Volunteer or Custom. Permissions the role grants show switched on and locked, with a Granted by the role badge. Switch on any extras. To give less, pick a narrower role or Custom. Permissions for features your club has switched off are hidden. See Set staff roles and permissions.
4

Send the invitation

Click Invite Staff Member. You see “An invitation has been sent to [email].” and the person shows as Invited. People with an Uplifter password get a join-your-club email. Others get a set-up-your-account email.
If the email is already in use. The message names the case. Active member: change their role or permissions from the staff list. Deactivated: reactivate them there. Pending invitation: resend it, or remove them to invite a different address. A staff membership an invite cannot replace: remove them, then invite again. An expired, replaced or cancelled invitation no longer blocks you. Change details later. Open the Actions menu on the person’s row. Edit Details covers name, email and title. Edit Permissions covers role and switches, saved with Save Permissions. A switch marked Not available at this club is one the person holds for a feature you have switched off, and you can turn it off. Changing an email. A new email applies immediately. The old address gets a notice, and any pending invitation to it stops working. For an Invited person, the Send an invitation switch (on by default) emails the new address a fresh link. An email change is refused for an Uplifter address, for someone who also belongs to another club, or for an address another account uses. Resend or cancel. For an Invited person with a real email, choose Send Invite to resend. A second send within a minute is refused, and each new invite retires the earlier link. To cancel, choose Remove Staff Member, type the email, and click Cancel invitation. See What happens after I send a staff invitation?. What the invitee sees. When they accept, they tick a separate box, “I confirm that I am 18 years of age or older.” Staff who sign in another way meet a One more thing page and hold no permissions until they confirm. Tracking time. With Time Tracking on, staff clock in and out and you review and approve their timesheets. Imported staff. If an imported staff member has no email, add one under Edit Details and leave Send an invitation on. See Why can’t an imported staff member sign in?. Related: How do I set staff roles and permissions? · What happens after I send a staff invitation? · How do I deactivate or remove a staff member? · How do I schedule a staff shift?