Add staff and set permissions

How permissions work

Every staff member has a permission level per area of the app, exactly as the grid’s legend puts it:

• Edit: can make changes.
• View: can look, not change. The section renders without its create, edit, or send buttons.
• None: hidden. The section is not shown at all.

The ten areas map to the left menu: Meets, Jobs, Calendar, Communication, Training, Reports, People (roster and staff), Finances (Payments), Website, and Team Settings. So “our treasurer handles money but not the roster” is Finances Edit + People View, and an assistant coach who only writes workouts is Training Edit and little else. There’s no separate admin role: full admin means Edit on all ten.

Two rules keep the grid safe: you can only grant levels you hold yourself (rows above your own level are locked), and the team must always keep at least one member with full permissions.

Step by step

Web app Mobile app

Add a staff member

1. Open People → Staff and click New Staff Member.
2. Enter their name, email, and Title, set each permission row, and pick their Training Groups. Use Seat marks whether they take one of your subscription’s staff seats, and Can Help With Team Setup decides whether they see the full Getting Started steps or just the staff basics.
3. Save & Invite sends the invite (or turn Send Invite Email off to save them now and invite later from the list). Their status runs Not invited yet → Invited → Connected once they set a password; resend from their row if needed.

Change someone’s permissions

1. Open their entry on the Staff page and edit the Permissions section, then save. Changes apply the next time their app loads.

Remove a staff member

1. Use Remove from Staff on their entry. You can’t remove the only person with full permissions, so promote someone else first. Removing staff doesn’t touch any parent/athlete profile they may also have.

Common questions

A coach says a section is missing from their menu. Their permission for that area is none. Raise it on their Staff entry. If a section shows but the buttons are gone, they have read.

Who can change the team’s subscription? Only subscription administrators. See Manage your Commit subscription. Non-admin staff see a notice instead of the billing controls.

Can someone be both a coach and a parent? Yes, with one login. See One login, many hats.

“That email belongs to a swimmer.” The email you entered is on a swimmer’s record, and adding staff with it would turn that swimmer into a coach. Use a different email for the staff member, or take the email off the swimmer’s profile first. (A swimmer who genuinely coaches is the exception; match the name and it goes through.)

It says all seats are in use. Turn another staff member’s Use Seat off first, or add seats to your subscription. Managing seats needs the Finances permission.

Who can manage staff at all? Anyone with People set to Edit. They still can’t hand out permissions above their own.