Invite coaches, team managers and committee members
Send a staff invite by text, pick the role and team, and understand what each role can see. The invitee just signs in to the app with that number.
Reviewed 26 September 2026 · Verified for Clubs web and app · September 2026
Before you start
- Club owner or club admin access (volunteer coordinators and safeguarding officers can give volunteer, coach and team manager access from a volunteer’s record)
- The person’s mobile number
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How staff invites work
You invite staff by mobile number. Playlee texts them a link to get the Playlee Clubs app. When they sign in to the app with that same number, the invite is accepted automatically: there is no separate accept step.
Coaches and team managers only see the team you assign them to. Committee roles work across the whole club and are mostly used on the web at clubs.playlee.com.
Invites never expire on their own. A pending invite stays valid until it is accepted or you revoke it.
Send a staff invite
- 1
Open Settings → People
Find “Staff, coaches and access” at the top of the page.
- 2
Enter their mobile number
An email is optional; add it if you have it, as it gives them a second way in.
- 3
Choose the role and team
Pick the role from the list (club admin, treasurer, registrar, facilities admin, volunteer coordinator, safeguarding officer, coach, team manager or volunteer). Coaches and team managers must be given a team; other roles normally stay on “Whole club”.
- 4
Choose Send invite
They get a text: “[Club] has invited you as [role] ([team]) on Playlee. Get the app and sign in with this number”. Committee roles also get a link to accept online.
- 5
Ask them to sign in with that exact number
Once they sign in to the Playlee Clubs app with the invited number, the role is live straight away. The invite then shows as accepted in your list.
What each role can see (club defaults)
- Club owner and club admin
- Everything, including settings, payments, registrations and reports. These cannot be restricted.
- Treasurer
- View and manage payments, and view and export reports.
- Registrar
- Approve or reject registrations, contact details, medical information, and view and export reports.
- Safeguarding officer
- Safeguarding and medical information, contact details and reports.
- Volunteer coordinator
- Safeguarding information, contact details and reports.
- Facilities admin
- Venues, bookings and the full schedule, plus reports.
- Coach and team manager
- Their own team only: players, contact details and medical information, events and availability. They see payment status only if you turn on “Coaches and team managers can view payment status”.
- Volunteer
- Basic app access with no admin areas.
Give app access to someone already on your volunteer list
- 1
Open People → Staff & volunteers and choose the person
Go to “App access & permissions”. It says “No app login yet” if they have never signed in.
- 2
Choose the access level and team
Pick “Volunteer (basic access)” or a staff role. Coaches and team managers need a team. If there is no mobile number or email on their record, add one in Manage volunteer first.
- 3
Choose Send invite
They get a text and/or email. If they already have a Playlee account the access is added straight away.
- 4
Adjust later from the same section
Use Grant permission for an extra role, “Re-send app link” if they lost the text, or “Suspend app access”, which keeps their roles so you can restore access later.
Check the invite worked
- The invite shows as accepted in Settings → People.
- Each coach or team manager is on the right team.
- Nobody has a broader role than they need.
- Old pending invites that should not be used are revoked.
Common questions
How do I resend an invite?
Send the invite again with the same number, role and team. The new text replaces the earlier pending invite, so only the newest one is live.
How do I cancel an invite?
In Settings → People, find the pending invite and choose Revoke. Revoking is the only thing that stops an invite; it never expires on its own.
The coach signed in but cannot see their team.
They most likely signed in with a different mobile number from the one you invited. Ask them to log out and sign in with the invited number, or send a new invite to the number they use.
The text never arrived.
Check the number in the pending invite. The coach can still download the Playlee Clubs app and sign in with that number: the invite is picked up on sign-in even without the text.
Can one person have two roles?
Yes. A different role or team is a separate invite, so someone can coach one team and manage another.
Can I change what a role can see?
Yes. Owners and admins can adjust each role under Settings → People → Role permissions. Club owner and club admin always keep full access.
A team manager asked to bring their team into our club.
Managers who find your club in the app can send a join request. It appears on the Teams page as “teams waiting to join”; accepting adds the team and makes them its manager.