Adding and Removing Roles

Note: The role ‘Super Admin’ is the only role that can grant/ remove roles within your NGB Organization, other roles will be able grant/ remove roles for organizations such as ‘Clubs’, ‘Regions’, ‘States' etc.

Information required for adding roles

Before you start make sure you have the following information for the person you would like to grant a role:

• Membership Number

• Email Address (Mandatory)

• First Name (Mandatory)

• Last Name (Mandatory)

• Gender (Mandatory)

• D.O.B

How to add a role to your organization

1. Login and switch into your organization account

   • Select organization here if adding access to organization within the NGB (e.g., clubs, regions) and maximise their profile

2. On your organization profile, click 'Edit Profile'

3. Navigate to the 'Roles' tab

4. Click 'Add Role'

   • You will be asked if this role is for yourself or not

5. Follow the on-screen prompts, filling in the required information

6. Click ‘Submit’

Note: It may take up to 20 minutes for access to be granted once a new role is added.

How to remove a role

1. Login and you switch into your organization account
   • Select organization here if adding access to organization within the NGB and maximise their profile
2. On your organization profile, click 'Edit Profile'
3. Find the user and their role you would like to remove and click on the 'Actions' (three stacked dots)
4. In the pop-up menu, click 'Delete'
5. Click 'OK' to confirm

This role for this individual will now appear in the 'Historic Roles' section below active roles, and will be lapsed in their profile. If no roles have been deleted, the 'Historic Roles' section will not show until a role is removed. 

Note: In order to access the organization, the user account must be the ‘Manager of Account’.

How to add or change the primary contact for an organisation

When first creating the club, you will be able to set the primary contact when adding the roles. The primary contact is then highlighted in red at the top of the list of roles within the organization.

To update the primary contact, please follow these steps:

1. Login and you switch into your organization account
   • Select organization here if adding access to organization within the NGB and maximise their profile
2. On your organization profile, click 'Edit Profile'
3. Find the role holder you would like to add as the new primary contact and click on the 'Actions' (three stacked dots)
4. In the pop-up menu, click 'Set Primary Contact'
5. Click 'OK' to confirm

Note: The change will be actioned immediately, however, it may take up to 20 minutes for the new primary contact to display on the organization profile.

How do I grant/ remove roles to other organizations from within the NGB account?

As an NGB you will sometimes be required to grant individuals roles within their organization. This process can be repeated for granting and removing roles to an organization within the NGB (e.g. clubs). 

Before you start, make sure you have correct admin privileges within your NGB organization and the required information.

1. Login and switch into your organization account.
2. Click ‘Clubs’ (This also applies to ‘States’/ 'Regions for example).
3. Locate the organization and click their organisation to maximise their profile.
4. Click the ‘Complete’ button. (This button may display as ‘Incomplete’ if the required information has not been completed.)
5. Under the tab ‘Roles’ click ‘Add’.
6. Follow the on-screen prompts and then click ‘Add’
7. Click ‘Save’ to save your changes.

What access levels do roles have?

‘Super Admin’ - This provides unrestricted access to all of the admin areas within the Platform and is the only role that can assign new and additional roles to staff members.

'Finance Admin' - This role provides access to the finance admin area in the Platform. This role is assigned to members of staff that need to access the ‘Stripe’ or ‘Invoicing’ areas to manage payments, reports or other aspects of financial management.

‘Events Admin’ - This role will provide access to the event admin areas. Each type of event (Competitions, Camps, Courses etc.) has its own admin access (Course Admin, Camp Admin etc.).

Things To Note:

• Once a role has been assigned to a user, they MUST agree to the ‘Confidentiality & Responsible Use Policy’. This will be asked this at the point of their next login.

• NGB organization can tailor each admin role more specifically to grant further access or to restrict access on the Sport:80. To enquire or to request a more tailored admin role please get in touch with a member of the Sport:80 team.

• If your NGB organization would like to add additional admin roles to your platform, please get in touch with a member of the Sport:80 team.

Additional helpful articles:

• An administrator for a Club/Association can’t access their Club/ Association account - how do I rectify this?
• My Club/ Association role is in an Action Required status - what does this mean?

Why do I get an error when I add a role? 

When an error message occurs this is down to something not being correct, so you may need to do some further investigation. If you feel like you cannot solve the issue please do not hesitate to contact support for further assistance. 

Example:

If an error message occurs to display 'Name does not match membership number XXXX' but you feel the name is being inputted correctly. You will need to go the profile of the individual to check the name matches. A common occurrence in these types of issues is that a special character appears in front or behind the first/ last name (e.g. someone has accidentally inputted a space key). The solution is to remove this hidden character and then to save the form. Now you should be successful in adding the role.

To check the name of someone's profile, follow these steps: 

1. Log in to the Platform using your email address and password and switch into your NGB account
2. Click the ‘Members’ option and choose either ‘Quick Search’ or ‘List’
3. Use the search function to find the individual and click on their profile
4. Click 'View/ Edit Profile'
5. Check their name and make the required changes
6. Click 'Save'