Get your staff on board

Your coaches can't pick a team, and your technical directors can't plan a season, until they're in Clubhouse with the right access. Staff is where the whole club's staff list lives: coaches, technical directors, S&C and medical staff, team managers, committee members and fellow administrators. This page takes you from adding someone, through their first login, to the day they leave.

• Staff is kept to the administrators who manage the club's staff. If it isn't in your sidebar, ask whoever set the club up on Clubhouse.
• Have each person's email and mobile. The invitation goes to their email, so a typo here is the most common reason someone never gets in.
• Know where each person sits. A head coach needs a squad and a TD needs a programme before they log in, or they arrive to an empty portal.

Your league records bring in the coaches and team managers named on your team sheets, so on day one they're already on Staff, reading Not invited. The setup guide's Invite your coaches and managers step invites them in one pass. Anyone the team sheets don't name, such as technical directors, physios, S&C staff and the committee, you add yourself under Add someone.

If Staff reads No staff found with Add your first staff member to get started, nothing came through from your league records. Add your technical directors first, so each programme has someone to plan it, then the head coaches for each squad.

Four tabs split the list: All, Football, Administrative and Committee. Search finds anyone by name.

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The Access column tells you who is actually using Clubhouse. It reads Active with how recently they were in, At risk after two weeks quiet, Dormant after a month, Never logged in once they've been invited but haven't signed in, Invited, or Not invited. In pre-season, aim for every row to read Active. Above, Steve Castellano, a head coach of BYL U16, and Hannah Farrell, BYL's head of program, still read Not invited, so their invitations haven't gone yet. Anyone reading Never logged in already has the email: that's a phone call, not another email.

1. On Staff, select Add Staff. (On the Committee tab the button reads Add Committee Member instead.)
2. Enter their first name, last name, email and phone. All four are required.
3. Choose Football or Administrative.
   • Football staff get a role: Technical Director, Head Coach, Assistant Coach, Goalkeeper Coach, Video Analyst, S&C Lead, S&C Assistant, Physiotherapist or Team Manager. A TD is assigned to a programme and a coach to a squad. Physios and S&C staff work across the club, so they aren't tied to one.
   • Administrative staff get a job title and the admin modules they can use.
4. Leave Send an invitation to ticked to invite them straight away, then Add Staff Member. Clubhouse shows the invitation before it goes and adds them when you select Add and invite 1 person. Back returns you to the form. Untick the box to add them without sending anything.

If the button reads Upgrade to Add Staff, your plan doesn't include staff logins yet, and it takes you to Billing & Subscription.

Adding someone doesn't let them in on its own; the invitation does. If you didn't send it when you added them, open their profile and select Send Invite. Clubhouse asks Send their invitation?, shows the email address it's going to and the email itself, and sends it when you select Invite 1 person. Not yet sends nothing. An administrator without a login yet can also be invited while you edit their details: with Send an invitation to ticked, Save Changes shows the same check and the button reads Save and invite 1 person.

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This is the email Sam receives:

You're invited to Harbourview FC Clubhouse Welcome to the team, Sam! Harbourview FC has added you to Clubhouse as a Head Coach.

The email names the squads they're on, and a button sets up their account. Below it is a link to the guide for their role. From there, coaches pick it up in Your first week as a coach.

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If it hasn't arrived, check the address on their profile first (a wrong address is the usual cause), then Resend. The check shows when the last one went out, and the button reads Resend to 1 person.

Each profile has an Access tab. Most people need nothing here beyond their role, because a coach's squads and a TD's programme already decide what they see.

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• Admin portal modules decide which parts of the admin portal an administrator can open. A campaign that extends one of your programmes, such as the Australian Championship your men's First Grade plays, comes with that programme: anyone who has the programme's module sees the campaign marked Included with the programme's name instead of a switch.
• Additional access opens areas beyond a person's role: Player recruitment and Coach recruitment (each with Full access or EOIs only), Player IDPs, S&C testing, Medical, Contracts, Member surveys, Finance and Session planner curation (publishing, featuring and reviewing the drills, set pieces and sessions in the club's library). Anything a role already includes is marked Included with role, as S&C testing and Session planner curation are for S&C staff.

Each area appears in the person's own menu under a Club heading, so a coach given Contracts or Finance works from their coaching portal and needs no admin login.

Grant what the job needs and nothing more: a TD who also runs recruitment, or an operations manager who reads the finance pages. The staff management answer covers each tab of a staff profile.

Appointing your MPIO. The Member Protection Information Officer is appointed on a staff profile, so add them first if they aren't on staff yet (ideally as Administrative staff, so a concern about a coach never lands with a coach). Open their profile, select Edit on the Details card, then under Additional Roles choose Add Additional Role and MPIO (club-wide). Safe to Play then shows them as your MPIO; see Keep the club FNSW-ready.

Every profile has a Compliance tab holding the person's Working With Children Check (number and expiry), the two safeguarding courses (Safeguarding Children and Harassment & Discrimination) and their first aid certificate. Coaches can fill in their own from their settings, which is the quickest way to get a whole coaching staff done.

For the whole club at once, use the WWC Register in Compliance then Safe to Play. It lists every staff member and team manager who needs a check, with anyone missing or expiring at the top.

Once your club's WWC cutoff date has passed, anyone without a current check is locked out of their portal until they update it, and your club sets that date in Safe to Play. How the WWC block works explains what they see, and the staff compliance answer covers recording each check.

Open their profile, go to the Access tab and select Remove access. Clubhouse confirms what happens straight away: they're signed out, lose their squads, admin modules and additional access, and stop receiving club notifications. A page they already have open may keep working for up to half an hour, but they can't see or change anything.

Their record, and everything they wrote (coaching notes, development plans, recruitment work), stays with the club. They move to Inactive staff at the bottom of the Staff page. If they come back, Restore access lets them sign in again, but their squads and access don't come back automatically, so you decide afresh what they need.

Delete Staff Member is different. It erases the person along with their assignments, qualifications and compliance records, and it can't be undone. Keep it for mistakes, such as a duplicate or someone added in error; it won't go through for anyone who has written anything in Clubhouse.

• Every coach and TD can log in and sees their own squads and programme.
• The Access column reads Active down the page, and you've followed up anyone on Never logged in or Dormant.
• Your MPIO is appointed and Safe to Play shows their name.
• Nobody on the WWC Register is missing a check or expiring before the season ends.
• Anyone who left this season is under Inactive staff, not still holding a login.