Who can do what in your organization

Chosen once at signup and applying across the whole product. Five options, and the only thing it really governs is whether you can create an organization at all.

Coach and Organization Admin accounts can. Family, Adult League Participant and Volunteer accounts cannot, and for them the Management section of the sidebar does not appear at all.

It does not decide what you are on any particular team. See which account type to choose.

The top of the tree, and the layer with real power. Owners and administrators have full access to the organization: programs, teams, rosters, payments and settings.

The two are treated identically everywhere except one place. The owner is whoever created the organization and cannot be removed. An administrator was added by an owner or another administrator, and can be removed again.

See adding organization admins.

People your organization has approved to help, without giving them the keys to everything. This is the layer most volunteers live in.

A staff record carries a role, one of coach, volunteer or staff, and a scope: the whole organization, one program, or one team. Somebody can hold several at once, and the scope is what stops a volunteer approved for one team turning up in every other team's lists.

It also carries a status. An application arrives as pending and does nothing at all until an administrator approves it. That is the step people forget when they wonder why an approved-looking volunteer cannot sign up for anything.

See adding coaches and volunteers and how families volunteer.

What somebody is on one specific roster. This is per team, so the same person is genuinely a coach on one and a parent on another, from one login.

The role is player, coach, manager or volunteer. On top of that, a coach or manager can be given any of six permissions, each a checkbox:

• Send Emails & Texts
• Manage Schedule & Events
• Manage Volunteers
• Manage Roster & Players
• Customize Team Page (Logo & Announcements)
• Team Settings (Registration Link, To-Do List)

This is the layer to reach for when somebody needs to do one specific job. See team staff permissions for what each one unlocks.

Almost every real request maps cleanly onto one of them.

• "They need to help me run the whole club." Organization administrator. Do not do this casually.
• "They coach the U10s and need the roster and the schedule." Team role of coach, with those permissions ticked.
• "They run concessions across every team." Organization staff, scoped to the organization, approved as a volunteer.
• "They just need to see their own child's schedule." Nothing at all. A parent with a registered player already has that.

Worth naming plainly, because it causes real confusion. Your account has a role, set once at signup. Your roster entry has a role, set per team. They are different fields with overlapping names.

The practical consequence: a Family account can be made a team manager, and a Coach account can be a plain parent on their own child's team. Nobody needs a second login for this.