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How to Invite Coaches and Staff

Rostered supports multiple staff roles to help manage your club. This guide explains how to invite staff members and assign appropriate permissions.

Accessing Club Users​

  1. Navigate to your club dashboard.
  2. Click Club Staff in the sidebar.
  3. The page displays:
    • Current staff members and their roles
    • Pending invitations that haven't been accepted

Sending Staff Invitations​

  1. From the Club Staff page, click Invite Staff.
  2. Enter the staff member's email address.
  3. Select their role(s) from the available options.
  4. If applicable, select which divisions they should have access to.
  5. Click Send Invitation.

The staff member receives an email with instructions to create their account and access the club.

Understanding Staff Roles​

Club Admin​

Club Admins have full access to manage the club:

  • Create and manage divisions, teams, and cohorts
  • Add and manage athletes and families
  • Create and edit all schedule items
  • Send communications to families
  • Manage other staff members
  • Configure club settings

Best for: Club directors, program coordinators, and primary administrators.

Division Admin​

Division Admins can manage specific divisions:

  • View and manage teams within their assigned divisions
  • Create schedule items for their divisions
  • View athletes in their divisions
  • Manage rosters for their teams

Best for: Division coordinators, age group directors.

Coach​

Coaches have access to their assigned teams:

  • View team rosters and athlete information
  • Create and edit schedule items for their teams
  • View RSVP responses
  • Send communications to team families
  • Manage game rosters

Best for: Head coaches, assistant coaches.

Scorekeeper​

Scorekeepers have limited access focused on game management:

  • View game schedules
  • Enter game scores and statistics
  • Access roster information during games

Best for: Volunteers who help with scorekeeping during games.

Limiting Access to Specific Divisions​

For Division Admin, Coach, and Scorekeeper roles, you can restrict access to specific divisions:

  1. When inviting or editing a staff member, look for the Division Access section.
  2. Select which divisions they should have access to.
  3. They will only see teams, athletes, and schedules for those divisions.
note

Club Admins always have access to all divisions. Division restrictions only apply to Division Admin, Coach, and Scorekeeper roles.

Managing Existing Staff​

View Staff Details​

  1. Click on a staff member's name in the list.
  2. View their current roles and division assignments.

Update Roles​

  1. Find the staff member in the list.
  2. Click to edit their roles.
  3. Add or remove roles as needed.
  4. Save your changes.

Remove Staff Access​

  1. Find the staff member in the list.
  2. Click to remove them.
  3. Confirm the removal.
warning

Removing a staff member removes their access to the club. They will no longer be able to log in and view club information.

Pending Invitations​

The Club Staff page shows invitations that haven't been accepted:

  • Email - The invited person's email address
  • Roles - The roles they were invited with
  • Invited - When the invitation was sent

Resend an Invitation​

If someone hasn't received their invitation:

  1. Cancel the existing invitation.
  2. Send a new invitation to the same email address.

Cancel an Invitation​

  1. Find the pending invitation.
  2. Click to cancel it.
  3. The invitation link will no longer work.