Managing Staff

The Staff page allows team managers to manage their coaching and support staff by adding, editing, and removing staff members such as coaches, physiotherapists, and team managers. This feature is only available for tournaments using the "Teams & Players" mode.

Accessing Staff#

1. Log into the Participant Panel
2. Click Staff under Squad in the sidebar

Note: This page only appears if the tournament is configured to track individual players within teams.

Staff Overview#

The page header shows how many staff members are on the list out of the maximum, for example "4 of 30 staff members".

Adding Staff Members#

When staff management is enabled, teams can add new staff members:

1. Click the Add staff button in the top right. The dialog says how many places are left
2. Fill in the staff member details:
   • Full Name (required)
   • Role - The staff member's role, e.g., Head Coach, Assistant Coach, Physiotherapist, Fitness Coach (may be required depending on tournament settings)
   • Date of birth - Select from a date picker (may be required depending on tournament settings)
   • Nationality - Pick a country from the list (may be required depending on tournament settings)
   • Licence number - The coach's or official's licence (may be required depending on tournament settings). Kept for next season
   • Passport or ID number - For the hotel, when the tournament uses Accommodation. Deleted after the tournament
   • Food restrictions - Allergies, vegetarian, halal…, when the tournament uses Accommodation
   • Additional Info - Any extra notes about the staff member
   • Photo - Upload a photo (if images are included in your plan)
3. Click Submit to add the staff member

Importing Staff from a Spreadsheet#

If the tournament is on a Pro or Premium plan, an Import button sits next to Add staff, so a team can upload its whole coaching and support list at once.

1. Click Import
2. Download the template (empty) or the example (filled in) from inside the upload window
3. Fill in one row per person — only Full Name is required
4. Upload the file and confirm the column matching
5. Click Import

Re-uploading a corrected file updates the same people rather than duplicating them. Staff are matched on name plus role, so the same person can legitimately appear twice if they hold two roles.

The Import button follows the same limits as Add staff: unavailable once the tournament is finished, and disabled when the staff list is full.

See Importing from a Spreadsheet for full details, including photo links.

Staff Limit#

Each team can have a maximum of 30 staff members. When approaching the limit:

• A warning shows how many more staff members can be added
• When the limit is reached, the Add staff button is disabled
• A tooltip explains that the maximum has been reached

Staff Information Table#

The staff list displays in a table with the following columns:

Searching and Filtering#

• Use the search box to find staff members by name, role or licence number
• Use the nationality filter to show only staff of one country. It lists only the nationalities on your list

A staff member who is in a room without a passport or ID number or a date of birth is marked Papers missing under their name.

Editing Staff Members#

When staff management is enabled:

1. Find the staff member in the list
2. Click the pencil icon at the end of the row (on a phone, tap the staff member)
3. Update the staff member's information
4. Click Save changes to apply them

Removing Staff Members#

When staff management is enabled:

1. Find the staff member in the list
2. Click the trash icon at the end of the row
3. Confirm the deletion in the dialog

Warning: Deleting a staff member is permanent and cannot be undone.

Staff Management Permissions#

When Management is Enabled#

• Full access to add, edit, and delete staff members
• Photo upload available (if images included in plan)
• All actions are immediate

When Management is Disabled#

• A notice at the top reads The organiser maintains the staff list (or Editing is closed once the tournament has finished)
• Staff list displays in read-only mode
• Add, edit, and delete buttons are hidden
• Teams can only view their current staff

Tournament organisers can control staff management permissions separately from roster (player) management on the Team Panel > Settings page (Permissions tab).

Custom Attributes#

If the tournament organiser has configured custom attributes for staff members, additional fields will appear in the add/edit forms and as extra columns in the staff table. These allow organisers to collect specific information relevant to their tournament (e.g., coaching licence number, certification level).

For Tournament Organisers#

Managing Staff from the Admin Panel#

Tournament organisers can also manage staff for any team directly from their tournament admin panel:

1. Navigate to Teams & Players in the sidebar
2. Click Manage on the team
3. Open the Staff tab
4. Add, edit, or remove staff members

Controlling Staff Management#

To enable or disable staff management for team managers:

1. Open Team Panel > Settings
2. On the Permissions tab, under What teams can manage, toggle Staff
3. Click Save in the bar at the foot of the page

When disabled, team managers can still view their staff but cannot make changes. This is useful when you want to lock staff lists during the tournament.