Roles & permissions explained

Access in Volley World is decided by two things: whether you are the head organizer, and — for everyone else — a permission matrix of View/Edit checkboxes.

The head organizer

The person who created the club is the head organizer (shown as Administrator).

• They bypass the whole matrix: every permission is treated as granted, in every app.
• They are the only person who can change anyone’s role or permissions.
• There is exactly one. The role can’t be given to anyone else or handed over in the app — if your club changes hands, contact Volley World support.

Caution

The head organizer is the single most powerful account in your club. Treat it like the owner key: one trusted person, a strong password, and don’t share it.

Roles are labels — the checkboxes are what count

Your staff can be Member, Coach, Secretary or Administrator. It’s tempting to assume the role name grants access. It does not.

The role name unlocks nothing. All access comes from the permission matrix you tick for that person. Two coaches can have completely different access. What the role does control:

Role	What it actually means
Member	No staff access at all. Choosing this removes their staff record.
Coach	A label. As many as your plan’s staff seats allow.
Secretary	A label. Club PRO only, one per club.
Administrator	Reserved for the head organizer — it can’t be granted to someone else.

Staff seats: Free 3 · Community 6 · Club PRO 15. The head organizer and pending invitations count as seats.

So: pick the role for the label and the plan limits, then tick the permissions that person actually needs. When you invite someone, the role also picks the recommended set the checkboxes start from — see Sensible starting points.

View vs Edit

Every permission is a pair of checkboxes:

• View — the person can open and see that area. It’s read-only access: the screen, the list, the numbers.
• Edit — the person can change things there: create, update, delete, and (where relevant) move money.

Two rules worth knowing:

1. Edit means Edit + View. Ticking Edit automatically ticks View — you can’t change something you can’t see. Unticking View clears Edit.
2. Anything not ticked is denied. There’s no “default allow”: a fresh staff member starts with nothing until you grant it.

Note

View is read-only in the app. Someone with View can open the area and read it, but the buttons that change things — save, delete, refund, send — aren’t shown. Two things to keep in mind anyway:

• Exports are a read. Anyone with View can usually export that list — and exports contain personal data.
• Competition Manager has no read-only mode (see below).

What each permission unlocks

App access — which apps they can even open

Permission	What it does
Club Manager	Required to use the Club Manager web app at all — tick View and Edit. Without it, they get an access-denied screen. The coach set doesn’t include it: coaches work from the mobile app.
Competition Manager	Opens the tournament app. ⚠️ There is no read-only mode — anyone who can open it can run, edit and close tournaments.
Mobile App	Opens the Club Manager area inside the mobile app. Without it, they still see the staff shell but can’t open club management.
Merchandize Manager	Opens the merch store admin.
Admin Panel	Shown in the matrix, but currently has no effect. Leave it off.

Day-to-day club management

Permission	View lets them…	Edit lets them…
Dashboard › Overview	See the dashboard	—
Schedule › Events	See the calendar	Create, edit and delete events, and use the organizer actions on a participant (poke, no-show, confirm)
Member Data › Member Files	See members and their files	Add, edit and delete members, manage family links
Member Groups	See the Groups area and its groups	Create, edit and delete groups, and assign members to them
Forms › Add New	See Forms	Create a new form
Forms › Manage	See forms and their answers	Edit and delete forms
Master Data › Add New / Manage	See your custom member-file fields	Create, rename and delete categories and fields
Club Level › Structure	See the level editor	Define your club’s levels
Club Level › Assignments	See a member’s level	Change a member’s level (in Club Manager and on mobile)
Settings › Access	Open Settings	Save the club’s settings
Courts › Setup	See the courts setup	Locations, halls, opening hours and prices
Courts › Reservations	See the court board and reservations	Book and block courts, confirm or reject reservations
Volleyball Camps › Manage	See the camp cockpit	Edit camps, their bookings and payments, message campers, cancel
Volleyball Camps › Operations	—	Run camp groups, the camp schedule and staff duties

Money and sales

Permission	View lets them…	Edit lets them…
Reports › Payments	See payments and charges	💰 The money key. Issue refunds, create and cancel charges, mark as paid, run one-time payments — and raise group charges (billing a whole training group)
Sales › Subscriptions / Single Tickets / Licences / Session Packages	See those products	Create and edit the products members buy
Gift Voucher	See vouchers	Issue, invalidate and delete vouchers (money-equivalent)
Reports › KPIs	See KPI reports (occupancy, reservations)	— (reports are read-only; there’s nothing to change)
Invoicing	Shown in the matrix, but currently has no effect	—

Caution

Reports › Payments › Edit is the most sensitive permission in the club. It authorises refunds — real money leaving your Stripe account. Give it to as few people as possible.

Marketing

Permission	What it does
Marketing › Campaigns	View opens Marketing so they can compose and preview a campaign, and read past campaign reports. Edit is what actually lets them press send — reaching your entire membership by push and email.

Staff and rankings

Permission	What it does
Team Management › Role Management	Opens the role editor. Changing anyone’s role or permissions stays reserved for the head organizer, whatever this checkbox says — leave it off for everyone else.
Rankings › Delete Ranking	Permanently delete (and recalculate) a club ranking. Deleting also asks for the person’s password.

The same permissions apply on mobile

Your staff’s permissions follow them into the mobile app — they’re not a separate setting:

• App Access › Mobile App decides whether they can open club management on their phone at all.
• The tiles they see (Members, Forms, Training Groups, Session Packs, Sales) come from the same View permissions.
• Editing follows the same rules: without Member Data › Member Files › Edit they can’t accept or reject join requests; without Club Level › Assignments › Edit they can’t change a player’s level; the roles editor needs Team Management › Role Management.

Home screen widgets

Staff also get a dashboard on the home screen of their Volley World app: the widgets you choose for them, in your order (Ad Center, Hosted events, Member requests, Forms, Training packages, Payments, Special events, Team Leader). Widgets show their summary whatever the checkboxes say — the Payments widget shows payment figures — so only give a widget to people who should see it. See Home screen widgets.

Account security

• One person, one account. Every staff member is invited with their own email and sets their own password. Never share a login — it hides who did what and makes removing one person impossible without locking out the others.
• Strong, unique passwords. The app requires at least 8 characters; a longer passphrase that isn’t used anywhere else is much safer. A password manager helps.
• The head organizer account is the owner key. Protect it best of all.
• Remove access the day someone leaves, and review your staff list every season.

Best practice

1. Least privilege. Start from nothing and add only what the job needs. Everything not ticked is denied — that’s a feature, use it.
2. Grant View first, add Edit deliberately. Most staff need to see far more than they need to change.
3. Keep the money keys tiny. Reports › Payments › Edit (refunds) and Gift Voucher › Edit should sit with the treasurer/owner — not with coaches.
4. Leave Role Management off. Changing roles is reserved for the head organizer anyway.
5. Be careful with Competition Manager. There’s no view-only mode; access = full tournament control, including closing tournaments (which is irreversible).
6. Marketing = your members’ inboxes and phones. Only give it to whoever owns communications.
7. Exports contain personal data. Member, subscriber, voucher and tournament exports include names, emails and answers. Under GDPR that’s your responsibility — limit who can export.
8. Review after people leave. Set someone to Member to strip their staff access immediately.

Sensible starting points

Person	A reasonable grant
Coach (the invite preset)	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 (the invite preset)	App Access › Club Manager + Mobile App, Dashboard (View), Member Data, Member Groups, Forms and Master Data (Edit), Reports › KPIs (View), Schedule (View), Courts › Reservations (Edit), Volleyball Camps › Manage (View) — payments only if they handle money
Treasurer	Reports › Payments (View + Edit), Sales, Gift Voucher
Tournament organizer	App Access › Competition Manager

Related

• Roles & permissions (how-to)
• Pricing & limits
• How payments work