# Give people logins and roles

> Decide who at the club needs a login and which roles each holds, make their logins, change what roles allow if needed, and let members make their own.

Who this is for: Anyone with “Users and roles” or “Roles and permissions” (by default: Administrator).
Last checked in release 2026.10.23, on 23 October 2026.
Source: https://sportsclubos.net/help/setup/users-and-roles/

Everyone who works at the club signs in with a login of their own, and each login holds the roles that person needs. Members sign in too, to book and see their invoices, but they make their own logins and the club approves them.

## Before you start

- You need to be able to manage users and roles. The Administrator can by default. Giving someone the Administrator role, and changing what roles allow, is for an administrator only.
- Bring your members in first ([Bring in your members from a spreadsheet or another system](https://sportsclubos.net/help/setup/import-members/index.md)), so staff who are also members can be linked to their member records.
- Have each person's name and the email address they will sign in with. One email address is one login.

## Decide who needs which role

A person can hold several roles and does whatever any of them allows. Give each person only what their job needs. Starting points:

| At the club | Role to give |
|---|---|
| Whoever looks after Sports Club OS (one or two people) | Administrator |
| Office staff and volunteers on the desk | Casual Staff |
| The head coach, or whoever runs coaching and classes | Head Coach |
| A coach who takes classes | Coach |
| Whoever runs the bar and its roster | Bar Manager |
| Bar staff | Bar Staff |
| Whoever handles venue hire | Functions |
| The treasurer | Treasurer |
| Committee members who read the figures | Reporting |
| Volunteers who run competitions | Sports Convener |
| Whoever changes the club's website | Website Editor |

What each role allows to start with is listed in [Roles and their starting permissions](https://sportsclubos.net/help/reference/roles/index.md). Keep the Administrator role to as few people as you can: it can change everything, including who can do what.

## Make the logins

For each person, on Admin > Users: press **New user**, type their name and email, tick their roles (every role in the table above is offered), link their member record if they are a member, leave **Send an invitation email** ticked, and press **Add user**. Each person gets an email with a temporary password and chooses their own when they first sign in. The steps are in [Add, change and disable logins](https://sportsclubos.net/help/admin/users/index.md).

- **Bar staff:** giving someone the Bar Staff role puts them on the bar and events roster. If the bar manager has not already added them, a staff record is made for them the next time they open Sports Club OS, with no positions ticked. See [Add staff and invite them to sign in](https://sportsclubos.net/help/roster/staff-and-invitations/index.md).
- **Coaches:** a coach's login is made from the coach's record, with **Invite** on the **Coaches** tab at Club > Classes > Providers, which gives it the Coach role. See [Providers, coaches and who collects the fees](https://sportsclubos.net/help/classes/providers-and-coaches/index.md).

## Change what a role allows, if you need to

Every club starts with the same roles. If your club works differently (the bar manager should see who has booked courts, for example), change the role on Admin > Roles & permissions: see [Change what a role may do](https://sportsclubos.net/help/admin/roles-and-permissions/index.md). A change there reaches everyone within a few seconds. Do it before giving out logins anyway, so people see the right menu from their first visit.

A role given to a person, or taken away, works differently: it reaches them the next time they sign in, or within an hour if they stay signed in. If someone says they cannot see what you just gave them, ask them to sign out and sign in again.

## Members' own logins

Members do not need you to make them a login.

1. A member presses **Create your portal account** on the sign-in page and uses the email address the club has for them. See [Sign in, and reset a forgotten password](https://sportsclubos.net/help/getting-started/signing-in/index.md).
2. Their login is matched to their member record by that email address, and waits for the club to approve it.
3. The office approves it on Club > Members > Portal sign-ups: press **Approve**, or **Reject**. Until then, the member's home page says their account is waiting for approval. See [Approve portal sign-ups](https://sportsclubos.net/help/members/portal-sign-ups/index.md).

Approving portal sign-ups is part of adding and changing members, which the Administrator, the Head Coach and Casual Staff can do by default.

## Two-factor sign-in

Ask everyone with the Administrator, Treasurer or Casual Staff role to turn on two-factor sign-in, from **Password & two-factor** in their account menu. It asks for a code from an app on their phone as well as their password.

## Check it worked

- On Admin > Users, each person's state changes from **Invited — not signed in yet** to **Active** once they have signed in.
- Open a person's page and read **What they can do**: it should hold what their job needs and nothing more.

## Next

[Put the join form on your website](https://sportsclubos.net/help/setup/join-form/index.md).