How to Invite Coaches and Admins
Invite new coaches and administrators to your club, assign their roles, and manage pending invitations.
Intro
When your club grows, you need to bring in trusted staff to help manage players, drills, and sessions. With BallersBook, you can invite coaches and administrators by sending them an email invitation. This guide walks you through sending new invitations, picking the right role, checking whether the person already has an account, and resending or revoking invites that haven’t been accepted yet.
Prerequisites
- You must have an admin account for your club.
- Your club must be active and have a valid email domain (invites are sent to the recipient’s email).
- The person you are inviting should not already be a member of your club (duplicate invites will be caught by the system).
Step-by-step
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Log in to BallersBook and navigate to Club Settings from the sidebar menu.
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In the settings panel, click Staff or Invites to open the invitation management page. If you do not see this option, make sure you are logged in with an admin role - some roles do not have invite permissions.
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Click the Invite New Staff button. A form will appear.
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Enter the person’s Email address in the provided field.
💡 Tip: The system will automatically check if this email already belongs to a BallersBook user. If the email is already registered, you will see a confirmation message.
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Select the Role you want to assign from the dropdown list. Options typically include Coach, Admin, Finance Admin, and others. Your club’s available roles depend on your subscription and club settings.
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(Optional) Add a short note or message that will appear in the invitation email, such as a welcome message or instructions.
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Click Send Invite to dispatch the email. The recipient will receive a link to accept the invitation and join your club. The invite will appear in your pending invitations list with a status of “Pending.”
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To view all pending invitations, return to the Invites page. You will see a table listing each invite with the email, role, date sent, and status.
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To resend an invitation that the recipient hasn’t acted on yet, locate the invite row and click Resend. A fresh email will be sent.
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To cancel an invitation (for example, if the person no longer needs access), click Revoke. The invite will be removed and the link will no longer work. The recipient will be unable to accept it.
Tips & Pitfalls
- Duplicate invites: If you try to invite an email that already has a pending invite, the system will warn you. Cancel the old invite first or resend it.
- Role changes after acceptance: Once a user accepts the invite, you can change their role later via the Staff list (look for “Edit” or “Change Role” options).
- Expired invites: Invites may expire after a set period (e.g., 7 days). If the invitation link is expired, you will need to resend it.
- Email delivery: Remind recipients to check their spam folder if they do not see the invitation in their inbox.
- Multi-role accounts: If the invited person already has a BallersBook account with a different role (e.g., they are a parent at another club), they can switch roles after joining your club using the Role Switcher in the navbar.
Summary
Inviting new staff to your club is a simple process: go to Club Settings > Invites, enter the email, choose a role, and send. You can monitor pending invites, resend them if needed, or revoke them entirely. Once the person accepts the invite, they will appear in your staff list and can start helping you manage your club.
Next step: After the invitation is accepted, consider setting up their permissions (if your club uses custom roles) or assigning them to specific teams and seasons.