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Must know
  • A role’s own permissions are locked on. They show switched on with a Granted by the role badge. Add extras on top, or choose Custom to pick every permission by hand.
  • No permissions means no admin dashboard. Someone with none at all is sent to the family portal. Give them at least one permission to let them in.
  • Anyone with Edit Staff can change any staff member’s role and permissions, including giving Admin and changing their own.
  • Saved changes reach the person’s active session shortly, or immediately the next time they sign in.
How roles work. Every staff member has one role plus optional extra permissions. The role is a floor: what it carries is always on, and you can only add to it. To take something away, move the person to a narrower role or to Custom. Saving a shorter list never lowers a role. A later change to a role’s built-in set reaches everyone on that role. Picking a different preset role resets the switches to that role’s set. Custom. Choosing Custom unlocks every switch and keeps what is on screen: the previous role’s permissions, or everything when you leave Admin. Adding extras to Coach, Accountant or Volunteer keeps that role.
1

Open the Staff page

Go to My Organization > Staff (Staff Management). You need View Staff. To add someone, choose Add Staff Member: the Role Template starts on Volunteer.
2

Open their permissions

Open the Actions menu on the person’s row and choose Edit Permissions. Or choose View Profile and open the Permissions tab (Role & Permissions). Edit Permissions is hidden for Inactive staff, so reactivate them first.
3

Pick a role and switches

Choose a Role Template, then switch on any extras under Granular Permissions. Switches marked Granted by the role stay on.
4

Save

Choose Save Permissions. You need Edit Staff.
Which permissions you see. Groups are General, Athletes, Families, Training, Events, Programs, Coaching, Financials, Staff, Communication, Time Tracking, Incidents, Ticketing and Activity log. Permissions that need a club feature are hidden while it is off: Training (including Manage Program Participants, attendance, guest attendance, evaluations and achievements), Events, SMS Messaging (Communication), Time Tracking, Incident Reporting and Event Ticketing. If someone already holds one as an extra, it shows Not available at this club and you can switch it off, but you cannot newly add one. Newer permissions include Resolve Family Requirements, Manage Program Participants, Manage guest attendance, Record Evaluations (was Manage Evaluations), Publish Evaluations, Publish Achievements, View, Manage and Scan Tickets, Reverse Redemptions, and Export Activity Log (download the club’s activity log as a CSV file). Only Admins have Export Activity Log until you switch it on for someone. Athletes and families. The Athletes group has only Create, Edit and Delete Athletes. Viewing athletes has no switch: every staff member with at least one permission can see them. View Families opens both Families and Guardians in the Athletes menu. See Who can view and manage athletes and families?. Full access. Only the Admin role gives it. If an older staff member has full access saved on another role, the editor warns that saving removes it. Who can change access. Create Staff invites people and sends invites and password resets. Edit Staff changes roles and permissions and deactivates or reactivates. Delete Staff removes. Someone with Edit Staff can give any role, including Admin, and can change their own permissions. Unlike deactivating or removing (How do I deactivate or remove a staff member?), changing a role has no check for the last Admin. Keep at least two Admins. On Schedules, seeing shifts needs View Staff, and creating, editing or deleting them needs Edit Staff. After you save. The message reads “Changes reach the member’s active session shortly, or immediately the next time they sign in.” A new staff member holds no permissions until they confirm they are 18 or older. A Coach who holds Access Coach Portal lands in the coach portal at sign-in. Where changes are recorded. Every role or permission change appears on the staff profile Activity tab under Changes to this person, and in My Organization > Activity log, which needs View Settings. On a phone. The staff list shows cards with the same menu, and profile tabs become a dropdown. Related: How do I invite a staff member? · What’s on a staff member’s profile? · How do I see who changed what in my club? · Who can view and manage athletes and families?