Manage volunteer roles, qualifications and checks
Give volunteers suitable access and keep safeguarding information current without exposing it unnecessarily.
Reviewed 1 September 2026 · Verified for Clubs web and app · September 2026
Before you start
- Safeguarding officer or authorised club admin access
Open full-size screenshotOn this page
Retire a published club document
- 1
Open Documents with document-management access
Find the exact title and version under Published.
- 2
Choose Retire and confirm the intended version
The document is no longer current for families. The retired version and existing acknowledgements remain for the record; no notification is sent.
Use the minimum necessary access
A staff role controls what the volunteer can do. Qualifications and checks describe readiness for club duties; they do not replace the club’s safeguarding process.
Review a volunteer
- 1
Open People → Staff & volunteers and choose the record
Confirm the identity before reviewing sensitive details.
- 2
Assign the operational role
Choose coach, team manager, safeguarding or another specific role instead of broad club admin access.
- 3
Record qualifications and check status
Use the dates and evidence held by the club.
- 4
Review access when responsibilities change
Remove roles that are no longer required.
Protect sensitive information
Protect sensitive information
Only authorised roles should review safeguarding evidence. Do not place sensitive case details in general notes or announcements.
Edit shared volunteer details
- 1
Open the current controls
Open People/Volunteers and the named volunteer profile.
- 2
Review and save
Edit the identity, contact, birth-date, address and association details, then save.
- 3
Check the effect
Optional blank values clear stored details; blank country becomes GB. This shared person record can affect every club using it.
Change a volunteer status
- 1
Open the current controls
Open the named volunteer profile.
- 2
Review and save
Choose Pending, Active, Inactive or Archived, then save.
- 3
Check the effect
Archiving also removes active volunteer roles and mirrored team staff memberships. Changing back does not automatically restore roles.
Change parent messaging contactability
- 1
Open the current controls
Open the named volunteer profile with a linked account.
- 2
Review and save
Choose whether the volunteer accepts parent messages and save.
- 3
Check the effect
No conversation, message or new account role is created.
Add a volunteer check
- 1
Open the current app controls
Open People, the volunteer profile and Checks.
- 2
Review and confirm
Choose the check type and status, and enter any reference, dates and document URL. Save the check; verified status records the verifier, but does not grant app access. Uploads remain in the native app flow.
Edit a volunteer check
- 1
Open the current app controls
Open the volunteer profile, Checks and the named existing record.
- 2
Review and confirm
Review the full replacement status, reference, dates and document URL, then save. Explicit blanks clear optional values; changing a check does not grant app permission or send a message.
Remove a volunteer check
- 1
Open the current app controls
Open the volunteer profile and the exact existing check.
- 2
Review and confirm
Use Remove after reviewing the record. This deletes the check, not the linked account or any app permission.
Assign a volunteer role
- 1
Open the current app controls
Open the volunteer profile and Roles.
- 2
Review and confirm
Choose the role and optional team, then assign it. The native action reuses an active assignment and may mirror team coaching membership; it does not grant account app permissions.
Remove a volunteer role
- 1
Open the current app controls
Open the volunteer profile and the exact existing role assignment.
- 2
Review and confirm
Use Remove. This deletes that role assignment; account app permissions and existing team-membership mirrors are not automatically removed.
Suspend or restore volunteer app access
- 1
Open the current app controls
Open the volunteer profile and App access.
- 2
Review and confirm
Choose suspension or restoration explicitly. Stored role assignments remain; the native owner/admin override still applies. No message is sent.
Grant a volunteer account permission
- 1
Open the current app controls
Open the volunteer profile and App access for its already linked account.
- 2
Review and confirm
Choose the permission and any required team, then grant it. The native action reuses a live assignment and creates no account, person or invitation.
Revoke a volunteer account permission
- 1
Open the current app controls
Open the volunteer profile and App access.
- 2
Review and confirm
Choose the exact existing permission and club-wide or team scope, then revoke it. Other permissions remain and no message is sent.
Invite a volunteer with suggested app access
- 1
Find the native control
Open the saved volunteer profile and use the native quick invitation control. Choose the named volunteer with saved contact details.
- 2
Enter and review the intended change
Review the suggested role and team from their saved volunteer roles. Elevated suggestions require the native owner/admin permission; otherwise the native role clamp applies.
- 3
Check the effects and result
A linked account gets the reviewed role and Clubs access immediately, and suspended app access is restored before delivery. Otherwise a replacement non-expiring invite is saved; acceptance can link an account and grant access. SMS/email can fail after writes. Contacts are shown only with the native contact-viewing permission; no family link or payment is created.
Assign access to an existing linked club account
- 1
Open People in Settings
Choose an existing named volunteer with a currently linked account. This guided lane does not accept a pasted account ID or create an account. Select a supported non-owner role and an active team when needed: coach and team manager need a team; session coach is club-level.
- 2
Review the access being added
Review the named volunteer, linked account scope and existing assignments. This can grant private club or team information and management capabilities. Existing assignments remain; native duplicate rules apply. This does not add an owner, send an invitation, unsuspend app access or grant a new product entitlement.
- 3
Confirm and inspect account access
Choose Do it and open the Settings result link. Role insertion and audit are separate, so an audit failure can leave access saved. Current linked account, team and roles are rechecked before the original writer, without fencing its later writes. Review existing access before retrying an uncertain outcome.