Adding staff to the system
Go to System > Manage staff
Add Staff Details
Click the Add Staff Button which should bring a pop-up wizard box (if the pop-up box doesn’t show, you may need to clear your internet cache by pressing Ctrl and F5 on Windows OR cmd and F5 on Macs).
The first step is to add Basic personal details. Here you can enter as much detail as you like allowing you to use the tool for your staff database.
You will see a check box for Coach and Scout. Check these if you wish for this staff member to appear in the subsequent Coach and Staff selectors throughout the site.
Assign to teams
The next step is to assign the member of staff to a team or teams by simply selecting the team(s) the user needs access to.
If you have checked the user as a Scout, the next step allows you to assign the scout to the teams he may be scouting players for. Use case for this may be that you have a scouting network in where certain scouts only scout players for certain age groups/teams.
Add user account
User accounts are required so that the staff member can log in to the platform.
To create a new account every user must have a unique username and email address.
The system does offer a generic forename.surname username but this can be changed if you have a preferred format OR the username is already in use (not unique to our entire user database).
PLEASE NOTE: If the person has been on the system before (perhaps at another club using or there may be another user with the same name – you may need to change the username format to add them.
User Roles / Permissions
The final additional step for staff users is to allocate user roles/permissions for the user based on his/her role within your organisation. Below are generic user roles for typical departmental staff within a club. Use this as a guide. User roles can always be edited if a staff member requires further access.
Club Administrator:
Set by TSO - Contact Support for help. This user role is typically limited per organisation for those who will be leading the management of the system.
Administration/Front Office:
Access Log Viewer
Admin administrator (for lead admin)
Comms Access
Documents Access
Expiry Report Access
Manage Players Access (depending on if person will add players)
Modify Schedule
Office Access
Player Profile Access
Replicate Schedule
Schedule Access
Squad Register
Coaching:
Analysis Access
Analytics Access
Coaching Access
Documents
Medical Status
Modify Schedule
Performance Administrator (for lead coaches)
Performance Clock All Details Access
Player Profile Access
S&C Access
Schedule Access
Squad Register Access
Video Access
Head Scout / Head of Recruitment:
Add Target Players and Match Line Ups
Delete Succession Players
Documents Access
Modify Schedule
Player Profile Access
Recruitment Administrator
Schedule Access
Squad Register Access
Succession Access
Succession Planner Access
Target Assessment Reports Access
Target Player Attachments Access
Target Player Video Access
S&C/Athletic Performance/Conditioning Coach:
Analysis Access
Analytics Access
Coaching Access
Comms Access
Documents Access
Fitness Administrator (for lead S&C)
Growth and Maturation Input Access
Growth and Maturation Report Access
Medical Charts Access
Medical Status Access
Modify Schedule
Performance Clock All Details Access
S&C Access
Schedule Access
Squad Register Access
Video Access
Talent ID Scout:
Add Target Players and Match Line Ups
Documents Access
Only See Own Content in Succession
Recruitment Administrator (Head of recruitment)
Schedule Access
Succession Access
Target Assessment Reports Access
Target Player Attachments Access
Target Player Video Access
Medical/Physio/Doctor:
Coaching Access
Comms Access
Documents Access
Medical Administrator (for lead medic)
Medical Charts Access
Medical Reports Access
Medical Status Access
Modify Schedule
Performance Clock All Details Access
Performance Clock Summary Access
Player Profile Access
S&C Access
Schedule Access
Squad Register Access
Video Access
Education:
Coaching Access
Comms Access
Documents Access
Education Access
Education Administrator (for lead education)
Modify Schedule
Player Profile Access
S&C Access
Schedule Access
Squad Register Access
Video Access
Player Support (Welfare only)
Office Access (Welfare only)
Analysts:
Analysis Access
Documents Access
Schedule Access
Squad Register Access
Coaching Access
Sand C Access
Videos Access
Video Administrator (lead analyst)
PINs
There are certain sections that are further protected by a need for a 4-digit PIN number.
Medical, Player Care (Welfare) and Financial areas require a PIN.
PINs can be managed internally by certain users within their organisation if The Sports Office have had written confirmation from the relevant Heads of Departments to say who they would like to have the user role that can control said PIN.
If you are unsure who this is please contact your client manager for further help.
If you believe you have the manage PIN user role, go to System and you should see a PIN area within your system settings shown below:
Simply click on that link and you can Add, Edit and Delete PINs from each user.
Managing User Accounts
Go to System > Manage users
To remove user accounts (prevent a user logging in) go to System > manage users > find the user in question from the list and click the deactivate link below the green light. This will then turn red and hide that user from the list.
I would recommend you also remove the user from the teams they are associated with (assign players/staff to teams). In often cases organisations have a ‘past players team’ or similar that they assign departing players to. This allows them to access any data they may need to use in future such as medical.
Deactivated accounts can be seen by clicking the Show Inactive accounts button. You can reactivate accounts by clicking the reactivate link below the red light.
Troubleshooting
Below is a list of common issues that can be easily rectified by club administrators:
Staff cannot log in
Make sure the user is assigned to at least one team and their user account is not locked out
Locked out accounts can be seen in System > Manage Users > simply find the user in the list > the locked-out check box will be checked > click the unlock text to unlock.
In this case, you may also want to change their password by manually creating one (edit option on the right > enter manual password in the update account details section of the wizard).
OR you can use the send welcome email option (found on the left-hand side of the manage users table). This sends an email (to the address you used on creation of the user) allowing him/her to set up a new password.
The User has been archived
Go to System > manage staff to check the user hasn't been archived.
You will see this by either a Red or Green Traffic Light at the side of their name.
You can Restore accounts by clicking the cog for the person and clicking Restore.
I cannot see a user account on System > Manage Users
Make sure the user has an account > you can check this by searching the user in manage staff and clicking edit on the cog wheel.
Make sure you click the ‘Show Inactive Users’ option at the top right to check a user has not been deactivated.
A staff user keeps getting kicked back to his/her home screen
This is usually because they do not have the correct permission user roles. Check user roles by searching the user in manage staff and clicking edit on the cog wheel > select the user permissions tab and check the list.
If you believe they are correct The Sports Office for further assistance using the contact details below.
A user is not receiving the welcome email
Check the address on their user account is correct.
Ask the recipient to check their Junk or Spam folders.
Contact The Sports Office (on the below contact details) who can check our email tracking service for issues. Please be aware that we can only control sending the email from our server, some email servers may block the email from arriving which is out of our control.
The wizard keeps saying ‘username or email in use’ when trying to add account
As stated in the instructions above, every user must have a unique Username and Email Address to have a user account. It is common for a person to have had a previous account using the same credentials at another club using The Sports Office
For cases such as this, you can either change the format of the user you are creating i.e. john.smith1 or jsmith AND/OR use an alternative email address for said user
Failing that, please contact The Sports Office naming the persons previous employer and we can look to change the previous credentials allowing you to use them.
The Sports Office Contacts
Please use the following support channels to help further with any related questions/issues you may be having with your system.
Telephone:
0330 058 0303 - Our phone line is open Monday to Friday from 8:30am to 4:30pm
Email:
For Clients using the Premier League PMA system:
For all other Client:
For Clients from the IRFU:
Chat:
Our interactive chat bubble in the bottom right of your platform
Someone will aim to reply to your email within 24 hours given it isn’t on a weekend.