Roles & permissions
What you’ll achieve: each staff member can do exactly what their job needs — no more, no less.
Prerequisites: only the head organizer (the club’s Administrator) can change roles and permissions. If the person isn’t on your staff yet, invite them as a coach or secretary first — they get their member file and login when they accept.
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!
How it works, in one minute
Section titled “How it works, in one minute”- The head organizer (the club’s creator) has every permission, always, and is the only one who can grant access to others.
- For everyone else, access comes from a matrix of checkboxes — not from the role name.
- Each permission has View (can open and see it) and Edit (can change it — create, update, delete, and in some areas move money).
- Edit implies View, and anything you don’t tick is denied.
- In Club Manager, open Settings → Roles. Under Select a staff member you see your team.
- Click the person’s tile. Customize Member Access opens with three cards.
- Role — pick Coach, Secretary (Club PRO, one per club) or Member (removes all staff access). Administrator is the head organizer and can’t be given to anyone else.
- Permissions — tick what they need. Each feature has a View and an Edit column — ticking Edit ticks View automatically. The two boxes at the top toggle a whole column.
- Home screen (widgets) — choose which widgets they see on their mobile home screen, and drag them into order.
- Click Save. You’ll see User role updated.
The permissions that matter most
Section titled “The permissions that matter most”| Permission | Why it’s sensitive |
|---|---|
| Reports › Payments › Edit | 💰 Authorises refunds — real money leaving your Stripe account. Also charges and one-time payments. |
| Team Management › Role Management | Opens the role editor. Changing roles and permissions stays reserved for the head organizer, so leave this off for everyone else. |
| Gift Voucher › Edit | Issues and invalidates vouchers (money-equivalent). |
| Marketing › Campaigns › Edit | Can press send on a campaign — reaching your entire membership (push + email). View only lets them compose and read reports. |
| App Access › Competition Manager | ⚠️ No read-only mode — access means full control of tournaments, including closing them (irreversible). |
| Member Groups › Edit | Create, rename and delete training groups. (Billing a group is separate — that needs Reports › Payments › Edit.) |
| Any export | Member, subscriber and tournament exports contain personal data (names, emails, form answers). GDPR applies. |
Home screen widgets
Section titled “Home screen widgets”Staff see a dashboard on the home screen of their Volley World app: the widgets you picked, in your order. They are summaries with shortcuts: Ad Center, Hosted events, Member requests, Forms, Training packages, Payments, Special events and Team Leader.
Best practice
Section titled “Best practice”- One account per person. Invite every coach with their own email — never share a login. You can then change or remove one person without touching anyone else.
- Least privilege — start from the recommended set and remove what the job doesn’t need. You can always add more later.
- Grant View first, add Edit only where they must actually change things.
- Keep the money keys tiny — Payments › Edit, Gift Voucher, Sales and Invoicing with the treasurer/owner, not with coaches.
- Strong, unique passwords. The app requires at least 8 characters; ask your staff for a longer passphrase they don’t use anywhere else.
- Remove access the day someone leaves — set them to Member, and withdraw any pending invitation.
- Review every season — who is still on the team, and do their switches and widgets still match their job?
Recommended starting points
Section titled “Recommended starting points”When you invite someone, the permission matrix starts from these sets. Adjust them before sending.
| Person | Starts with |
|---|---|
| Coach | App Access › Mobile App · Schedule › Events (Edit) · Member Data › Member Files (View) · Member Groups (Edit) · Club Level › Assignments (Edit) · Courts › Reservations (View) · Volleyball Camps › Operations (Edit) |
| Secretary / office | App Access › Club Manager + Mobile App · Dashboard (View) · Member Data, Member Groups, Forms, Master Data (Edit) · Reports › KPIs (View) · Schedule (View) · Courts › Reservations (Edit) · Volleyball Camps › Manage (View) |
Neither set includes money or role rights. Other jobs have no preset — a treasurer typically gets Reports › Payments (View + Edit), Sales and Gift Voucher; a tournament organizer gets App Access › Competition Manager.
Troubleshooting
Section titled “Troubleshooting”They can’t open Club Manager at all
Entering the web app requires App Access › Club Manager with View and Edit ticked. Without it they only get an access-denied screen — even if you ticked other permissions. The coach set doesn’t include it: coaches work from the mobile app unless you switch it on.
They can’t open club management on their phone
That’s a separate permission: App Access › Mobile App.
Secretary is greyed out with an “Upgrade” badge
Secretary requires Club PRO, and a club can have only one. Upgrade the plan, or use Coach on Free/Community.
I can’t change my own role
The head organizer can’t change their own role (You are the admin and cannot change your own role), and the Administrator role can’t be handed over in the app. If your club changes hands, contact Volley World support.