Add a coach or secretary
What you’ll achieve: your coach or secretary receives an email invitation that spells out exactly what they’ll be able to do. The moment they accept, they appear in your team list with a member file, their own login and the permissions you confirmed — nothing is created before that.
Prerequisites: you are the club’s head organizer (the Administrator who created the club), and your plan has a free staff seat — pending invitations count toward the seats, and the dialog shows you how many are used.
Where to find it
Section titled “Where to find it”In Club Manager, open Settings. The first card under Select a staff member is the Invite tile — your current team is listed right next to it. Only the head organizer sees this tile.
- Click the Invite — Coach or secretary tile.
- Enter their first name, last name and email (required). Phone and gender are optional.
- Choose what they are:
- Coach — sees their own training groups and the players in them.
- Secretary — runs members, payments and the schedule. Requires Club PRO, and a club can have only one (a pending Secretary invitation holds the slot too).
- Click Continue.
- Confirm their access. The permission matrix opens prefilled with the recommended set for the role — tick or untick anything before sending. This exact list also appears in the invitation email, so the person sees what they’re being granted. Pick 1–3 widgets for their mobile staff home screen.
- Click Send invitation.
club-manager/setup/add-staff-03.pngStep two of the invite dialog: the permission matrix to confirm before sendingWhat the person receives
Section titled “What the person receives”A branded Volley World email from hola@volleyworldapp.com, naming you and your club, the role, and the list of access rights you confirmed. The link inside is valid for 14 days. What happens when they click it depends on their situation:
- They’ve never used Volley World — the page asks them to choose a password. Accepting creates their account with the email already verified, their member file in your club, and the staff role with the permissions you confirmed. They log in with their email and the password they chose.
- They already have a Volley World account — accepting links everything to that account. A member file is only created if they don’t already have one in your club; there is never a duplicate account or file.
- They already work at another club — the invitation can’t even be sent. Volley World staff belong to one club at a time: the person must open the mobile app, delete their membership in the previous club (which also removes them from that club’s staff), and then you can invite them.
While the invitation is pending
Section titled “While the invitation is pending”The person appears as a dimmed Invitation pending tile in your team list. Tap it to resend the invitation (a fresh link goes out — at most once per hour) or to withdraw it. A withdrawn or expired link stops working immediately; pending invitations occupy a staff seat until they’re accepted, withdrawn or expire.
After they accept
Section titled “After they accept”They’re on the team with the permissions you already confirmed — there is no second setup step. You can still adjust their access any time: select them in the team list and change the matrix, as described in Roles & permissions.
For a coach, the usual next step is assigning them to their training groups — see Groups & coaches.
Troubleshooting
Section titled “Troubleshooting”The Continue button is greyed out and the bar at the top is red
Your plan’s staff seats are full — pending invitations count too. The bar in the dialog shows how many seats your plan includes; upgrade your plan, withdraw a pending invitation, or free a seat.
Secretary can’t be selected
Either your plan isn’t Club PRO, or a Secretary is already assigned or invited — a club has exactly one. Add them as Coach, or resolve the existing Secretary first.
”This person already works at another club”
Staff accounts belong to one club at a time. The person must open the Volley World app and delete their membership in the other club; after that the invitation sends normally.
They say the link doesn’t work
Links expire after 14 days, and resending or withdrawing replaces the old link. Open their pending tile and resend — the new email carries a fresh link.
I don’t see the Invite tile
Only the club’s head organizer can invite staff. Other team members — even with Team Management → Role Management access — manage existing roles but can’t send invitations.