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.
Read the transcript
Does everyone at your club need the master key? Of course not! Your coach needs the gym, your secretary the office. And the safe? That's for you, the Administrator. The golden rule: give each person only what their job needs. You can always add more later.
First: one person, one account. Never share a login, not even with your best coach. Invitations are personal, and everyone sets their own password. Make it long: a short sentence beats a short word. And no sticky notes!
Let's invite someone. In the Club Manager, open Settings, then Roles, and click Invite. Add their name and email, and pick a role: Coach or Secretary. The role is just a starting point: you confirm their access, switch by switch. Send the invitation. They accept by email, choose a password, and they're in. The link is valid for fourteen days.
Which switches make sense? Meet Marc, our coach. He works from his phone: schedule, training groups and player levels, and he can look up member files. Ana is our secretary, a Club PRO role. She works at a desk: members, forms, master data and the dashboard. By default, neither gets the money keys or role management. Those stay with you. Every switch has two levels. View means look. Edit means change. With View on the schedule, Marc sees the calendar. With Edit, he can add and change events. Member files work the same way. When in doubt, start with View.
Here's the fun part: you also choose what your staff see on their app's home screen. Pick widgets like Member requests, Forms or Training packages, and set the order. Marc opens the app, and his club tasks are waiting. Tip: keep the Payments widget for people who handle money. People come and go. When someone leaves, open their tile, set them back to Member and save, the same day. And once a season, check your team: are the switches still right for each job?
The right keys for the right people. That's it!
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 → Roles. 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 — set up to run trainings from the phone: the schedule, training groups and players’ levels, plus a read-only look at member files.
- Secretary — set up to run the office on the web and the phone: members, groups, forms, master data and court reservations. No payment rights by default. 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. Then pick the widgets for their mobile home screen — see Home screen widgets.
- Click Send invitation.
Administrator · Club ManagerIn Club Manager, open Settings → Roles. Only the head organizer sees the Invite tile.
Administrator · Club ManagerEnter their name and email, then choose Coach or Secretary.
Administrator · Club ManagerAccess starts from the recommended set for the role — adjust it, then send the invitation.
Invited coach · their phoneMarc gets a branded email listing exactly the access you confirmed. Your team shows “Invitation pending”.
Invited coach · their phoneMarc chooses a password and accepts. The account is created with the email already verified.
Both sidesThe pending tile becomes a team member with the permissions you confirmed — no second setup step.
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. The email and the page behind the link are in Spanish when your Club Manager is in Spanish, and in English otherwise. What happens when they click it depends on their situation:
- They’ve never used Volley World — the page asks them to choose a password (at least 8 characters; a longer passphrase is better). 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.
When someone leaves
Section titled “When someone leaves”Remove their access the same day: open their tile, set the role to Member and save — they stay a member of your club, without staff access. A pending invitation you no longer need: open the tile and withdraw it.
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 can’t send invitations or change roles, whatever their permissions.