Managing Team Members

Overview

As a team owner, you can invite coaches and staff to collaborate on your team. This guide covers the complete workflow for managing team members - from invitation to removal.

Accessing Member Management

Navigate to Team Settings

1. Go to your team dashboard
2. Click Settings in the team navigation
3. Select the Members tab

Members Dashboard

The Members tab shows:

• All current team members
• Their assigned roles
• Status (Active or the date they joined)
• Pending invitations in a separate section

Inviting New Members

Step 1: Start the Invitation

1. Go to Team Settings > Members
2. Click Invite Coach

Step 2: Enter Details

1. Enter the person's email address
2. Select their role:
   • Owner - Full team control and billing access
   • Coach - Full coaching access (plays, film, roster, analytics)

Step 3: Send the Invitation

1. Review the details
2. Click Send Invite
3. An email is sent to the invitee

What the Invitee Receives

The invitation email includes:

• Your team name
• Their assigned role
• A secure link to accept the invitation
• Instructions for next steps

Inviting Users Without Accounts

You can invite anyone - they don't need an existing account:

1. Enter their email and send the invite
2. They receive an email with a signup link
3. After creating their account, they're automatically added to your team
4. No extra steps required on their part

Managing Pending Invitations

Pending invitations appear in a separate section below your active members.

Available Actions

Using Copy Link

If the email isn't getting through:

1. Click Copy Link on the pending invite
2. Share the link via text, Slack, or other messaging
3. The coach can use the link just like clicking from email

Invitation Expiration

• Invitations expire after 7 days
• Use Resend to send a fresh invitation
• Canceled invitations cannot be reactivated (send a new one)

Changing Member Roles

When to Change Roles

You might change a role when:

• Promoting a coach to owner
• Adjusting responsibilities
• Transferring team ownership

How to Change a Role

1. Find the member in the Members list
2. Click the dropdown next to their current role
3. Select the new role
4. Changes take effect immediately

Role Changes Are Immediate

• New permissions take effect instantly
• No action required by the member
• They'll see their new access right away

Removing Team Members

When to Remove Members

Remove members when:

• A coach leaves the program
• Someone no longer needs access
• Cleaning up old accounts
• Security concerns arise

How to Remove a Member

1. Find the member in the Members list
2. Click Remove
3. Confirm the removal

What Happens When Removed

• Immediate loss of access
• Cannot see team content anymore
• Their contributions remain (tagged plays, etc.)
• They can be re-invited later if needed

Best Practices

Invite Thoughtfully

• Only invite people who need access
• Choose appropriate roles
• Consider privacy of team data

Regular Cleanup

• Remove departed coaches promptly
• Review member list periodically
• Update roles as responsibilities change

Communication

When inviting new members:

• Tell them to expect an email (or share the link directly)
• Explain their role and expectations
• Point them to relevant documentation

Security Awareness

• Remove access quickly when someone leaves
• Use appropriate roles (don't over-permission)
• Monitor for unusual activity

Handling Common Situations

Coach Left Mid-Season

1. Remove their access immediately
2. Their tagging work is preserved
3. Reassign their responsibilities to other coaches

New Assistant Coach Starting

1. Invite as Coach role
2. Provide onboarding information
3. Introduce them to existing workflows

Volunteer Helping with Film

1. Invite as Coach role
2. Explain tagging conventions
3. Assign specific games to tag

Troubleshooting

Invitation Not Received

1. Check spam/junk folder
2. Verify email address is correct
3. Use Resend to send another email
4. Use Copy Link to share directly

Can't Access After Accepting

1. Verify their status is "Active" in Members
2. Make sure they're logging in with the invited email
3. Have them try logging out and back in
4. Check if the correct team is selected

Wrong Role Assigned

1. Go to Team Settings > Members
2. Click the role dropdown
3. Select the correct role
4. Changes take effect immediately

Need to Re-Invite Someone

If someone was removed and needs access again:

1. Send a new invitation
2. Use the same or different email
3. They'll go through the acceptance flow again

Limits and Restrictions

Coach Limits by Plan

Reaching the Limit

If you've reached your plan's limit:

• Upgrade your plan for more seats (Team Settings > Subscription)
• Remove inactive members to free up space

Next Steps

• Understand subscription plans
• Learn about inviting coaches
• Review role permissions