Inviting your staff

Admins and Head coaches can invite other people into the academy. Every invite is scoped to your academy only — the people you invite can never see or affect any other academy. Before you start, it helps to read Roles & permissions so you choose the right role.

Who can invite

• Admins can invite anyone, including another Admin.
• Head coaches can invite coaches and staff, but cannot invite an Admin.

Sending an invite

1. Open the Academy panel.
2. Choose to invite a new member and enter their email address.
3. Pick the role they should have — Head coach, Assistant coach or Staff (Admins may also invite another Admin).
4. Send the invite. RinkTracker generates a tokenised invite link tied to that person.

Accepting an invite

The invitee opens the tokenised link from their email and accepts. That joins them to your academy with the role you chose. From then on they only ever act within your academy.

Managing roles

You can change a member's role later, within the limits of the hierarchy. Remember that only an Admin can grant the Admin role — a Head coach can never promote someone to Admin. Staff remain read-only, which is useful for people who need to see the academy but should not change anything.

Inviting parents and guardians

Parents and guardians are invited differently — each access link connects them to one child, and the same account can hold links to more than one child. They must record consent before any data is shown. Assistant coaches manage parent/guardian access. See The parent portal for how that works.