Invite club staff

The Staff module keeps the people who work at the club, their roles, permissions and access status together in one place.

Before you start

You need each person’s first name, surname and work email address. Also decide:

• What role they have at the club.
• Whether they need access to the management dashboard.
• Which areas they need to view or edit.

Grant access only to the features they need. You can review permissions later from the person’s profile.

To create, invite or change access for staff with the Administration role, you must be a manager or active Administration staff member. The same applies to changing anyone’s email or repairing their linked account when resending an invitation. A coach’s dashboard access does not grant these powers; this protects access to private coaching conversations.

Step by step

1. Open Staff

Enter the club and open Staff in the sidebar. Select Add staff member to open the new profile.

2. Enter personal details

Enter the first name, surname and email. Phone and identity document are optional unless the club’s internal process requires them.

To save a phone number, select its country prefix and enter the number. The selector includes every country in the world and shows its flag; search by country name, two-letter code or prefix. You can also paste the full number with + and its international prefix: the selector switches to the matching country.

Check the email carefully: it will be used for the invitation and the person’s sign-in account.

3. Choose a role

Select the role that best describes their work, such as head coach, assistant coach or administrative staff.

The role suggests an initial set of permissions. You can adjust individual permissions without changing the role if that person’s responsibilities require it.

The staff app applies the permissions from the role and your per-person settings. Quick links, tools and actions inside screens are offered only when permitted. When the app receives an update that removes permission, it hides the relevant access or control even if it was already open. Enabling dashboard access does not replace these permissions.

If the server confirms that the person no longer has access to the active club, the app stops showing their screens and actions. It can check access again; reloading updates the available clubs. A connection error keeps offline use of authorised data already saved.

Review each permission separately: Send announcements enables sending notices, Send messages to families enables individual conversations, and Record results enables recording and publishing them. A group member can participate in that group without permission for individual messages; group management has its own permission.

View guardian contact details enables phone, email and contact actions. View athlete notes allows viewing and writing Coach notes in the staff app, only for athletes on assigned teams. With the training workspace enabled, it also gives read-only access to the group notes and common day notes of their sessions and to those athletes’ Records. Each person edits and deletes their own notes; the head coach role can also do so with other people’s. It is on by default for field roles (head coach, assistant coach, monitor and fitness coach) and off for Administration and Volunteer; you can change it for each person. Notes are internal: families never see them. Record cash payments lets the person work under Payments and open basic profile details from a charge, but does not grant guardian contact details or training information outside assigned teams. Access to sessions and rosters depends on team assignment; moving or cancelling sessions also requires the calendar permission.

Under Permissions, Manage shop is on by default for Administration and Head coach, and off for other roles. You can enable or disable it for an individual and save the profile; Reset to role restores the initial values. It is separate from Record cash payments and dashboard access: changing one does not change the others. Editing one permission keeps the rest, including exceptions already set for that person.

With Manage shop, the staff app shows Received orders under Home → Quick access, and under Tools on a tablet. Staff can view and handle the club’s orders according to their status. This permission is available in every country; opening the catalogue to families is configured separately. See Find the shop and check your orders for steps and limits for each action.

4. Decide about dashboard access

Enable Invite to management dashboard only for people who will manage information in Clybo’. When you save a new person with access, the system prepares their account and the status appears as invited until they complete setup.

If they only need the staff app, leave this off. They will still receive an invitation to create a password and enter the app, without access to the management dashboard.

5. Save and check the status

Select Add to team to save the profile and return to the list. Use tabs and filters to find active or invited staff and document notices. Search by full name, email or role. You do not need accents or capital letters; fernandez aitana finds Aitana Fernández. The same name-search rules apply to Time records and coach selectors in teams.

The invitation is sent after you save the profile. If it cannot be sent, a notice appears: the profile is saved, and you can open it to resend the invitation. Do not create the same person again. A failed send does not start the 15-minute waiting period; that period applies after an accepted send.

If you enable dashboard access later under Edit, an invitation with both access options is also sent. If that email fails, the access change remains saved and you can resend from the profile.

The Invited status means setup is still pending; by itself, it does not confirm that the email arrived. Open the profile to check the address before resending.

Change or remove a phone number

Open the person’s profile under Staff and select Edit. The saved phone number appears with its prefix, even if it is for a country different from the club. Change it and select Save changes. To remove it, clear the field and save. Open Edit again to see the saved value.

The phone number is optional and is saved to that person’s profile in the club. If the app says it is invalid, check the prefix and number before saving again.

Correct a sign-in email

Under Staff, open the profile, select Edit, correct the email and save. Access for that profile is linked to the new email account; the role, permissions, teams and history are kept. If an account already exists with that email, it is used.

Then resend the invitation from the profile. You do not need to wait for the cooldown after sending to the previous address. The person must sign in with the corrected email; if they already have the You do not have access yet screen open, they can select Try again.

The previous account loses access associated with this profile and its sessions are closed. Its links to other clubs are kept, but the person will need to sign in again. Notifications from previous devices are removed from this profile; the correct account can enable them in the app. Correcting an email does not reactivate a suspended or removed person, or grant dashboard access if they did not have it.

If that email or account is already linked to another profile in the same club, review both profiles before continuing. Profiles are not merged automatically. If the change would leave the club without its last active manager, add another manager first. This flow is available in all countries, with no additional setting to enable.

If something goes wrong

• The invitation does not arrive: if you saw a failure notice, open the profile and resend it. If the send completed, check the email, ask the person to check junk mail and respect the resend cooldown. If the notice remains, contact support.
• “You do not have access yet” still appears after correcting the email: check that the person signed in with the current address and resend the invitation to check the link. If they are suspended or have left the club, resending does not restore access.
• The email is already in use: check whether the person already belongs to the club or uses the account at another club; one account can take part in more than one organisation.
• The person sees more areas than expected: review their role, specific permissions and dashboard-access switch.
• They do not appear when creating a team: first save their profile as coaching staff, then reopen the coach selector.

Staff photo

The photo each person saves under Profile in the staff app is used in their profile and staff avatars in the dashboard, including teams, Safeguarding, Time records, Messages assignments and announcement recipients. It is specific to the selected club, and only the person can change or remove it. If they have no photo or it cannot be loaded, their initials appear.

Next step

Organise sports activity with Create a season and your first team.