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, and the role can’t simply be handed out — it must be transferred.

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. Free/Community clubs may have one; Club PRO may have several.
Secretary	A label. Club PRO only, one per club.
Administrator	Reserved for the head organizer — it can’t be granted to someone else.

So: pick the role for the label and the plan limits, then tick the permissions that person actually needs.

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 genuinely read-only. Someone with View can open the area and read it, but the buttons that change things — save, delete, refund, send — simply aren’t there. 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. Without it, they get an access-denied screen.
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	Opens Accounting.

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	—

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	Invoicing in the Admin Panel	Invoicing writes

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	🔑 The keys to the kingdom. Edit lets someone change other people’s roles and permissions — including granting themselves more. In practice this stays with the head organizer.
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.

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. Role Management stays with the head organizer. Anyone with it can grant themselves everything else.
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	Schedule › Events (View + Edit), Member Data › Member Files (View), Member Groups, Club Level › Assignments, Mobile App
Secretary / office	Member Data (View + Edit), Forms, Master Data, Reports › KPIs, Schedule (View) — payments only if they handle money
Treasurer	Reports › Payments (View + Edit), Sales, Gift Voucher, Invoicing
Tournament organizer	App Access › Competition Manager

Related

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