Invite your committee, coaches and managers
Who does this: an Owner, Admin or Manager, once the season and teams exist. In ClubEzy, staff are members with staff roles; there is no separate staff list.
Before you start
Section titled “Before you start”- Have each person’s name, the email they use, and the role they should hold.
- Read the roles table below and decide who needs the admin portal and who only needs the app.
| Role | Where they work | What they can do |
|---|---|---|
| Owner | Admin portal + app | Everything, including archiving the organisation. There is one: whoever created it. |
| Admin | Admin portal + app | Everything except archiving: organisation settings, registration forms, importing members, announcements, sponsors, directory, kit. |
| Manager | Admin portal + app | Day-to-day running: seasons, teams, members, events, the registrations queue, reports. Cannot change organisation settings or form templates, and cannot import members. |
| Coach, Assistant Coach, Support | App | Run their team from the app: attendance, team chat, documents, match reports. Can sign in to the admin portal but see only the dashboard. |
| Player, Parent, Supporter | App | Members. |
A person can hold more than one role in a season, for example Manager and Coach.
Invite a staff member
Section titled “Invite a staff member”- Go to Members and click Add Member.
- In the Invite Member dialog, enter their Email, First Name, Last Name and Phone.
- Under Roles, tick the roles they should hold: Admin, Manager, Coach, Assistant Coach or Support. If you tick nothing they join as a player.
- Click Send Invite.
The dialog checks as you type. Already a member means they are in this season; Already invited means an invitation is still open.
Put a coach on their team
Section titled “Put a coach on their team”Roles above are season-wide. To attach a coach or manager to a particular team:
- Go to Teams / Groups and open the team.
- On the Roster tab, find the person (they need to have accepted their invitation first) and open their ⋮ menu.
- Choose Set as Coach or Set as Manager.
Team roles decide who runs that team’s chat, attendance and documents in the app.
Change roles later
Section titled “Change roles later”Open the person from Members, scroll to Season Role Management, tick or untick roles and click Update Roles.
What happens next
Section titled “What happens next”Each person receives an email, “You’re invited to join {season name}”, with an Accept invitation button. The link opens the ClubEzy app (or the web app) and accepts the invitation; if they do not have a ClubEzy account yet, they create one on the spot with the same email. The invitation also appears inside the app and, for Admins and Managers, on the admin portal’s Select Organisation page.
Owners, Admins and Managers then sign in at admin.clubezy.com with the same email. Open invitations are listed under Members → Pending Invitations, where you can resend them.
Next: bring your existing members across.
If something goes wrong
Section titled “If something goes wrong”- They say the invitation is for a different email. They are signed in to ClubEzy with another address. They should sign out and sign in with the address you invited, or you can invite the address they use.
- They accepted but cannot see the admin portal tools. Check their roles under Season Role Management; Coach, Assistant Coach and Support see only the dashboard.
- The invitation has expired. Invitations last 30 days. Send a new one from Pending Invitations.