Roles determine what a staff member can access in your club account. Some roles can see everything by default, while others only see details for the programs or teams they are assigned to.
What you’ll find in this article
What each staff role can access
When program or team assignments are required
Where to assign staff to programs and teams
How role access works
There are two main access patterns:
Full access roles can view information across the club without needing team or program assignments. This grants access to all users and players at the club.
Assignment-based roles only see details for the programs or teams they are linked to, including players and users within that team or program
If a staff member seems like they are missing rosters, schedules, or program details, it usually means they have the right role but are not assigned to the right program or team. To assign them to teams, please view Assigning Staff to Teams article.
Roles and what they can access
Club Admin
Best for: Club administrators who need full access.
Access:
Can view all users, players, and program details across the system
Does not require program or team assignments to access information
Director
Best for: Program directors or staff who oversee specific areas of the club.
Access:
Can view user, player, and program details only for the programs or teams they are assigned to
Required setup:
Must be assigned in Teams > Assign Staff to the appropriate programs or teams
Coach
Best for: Paid coaching staff managing teams day to day.
Access:
Can view user, player, and program details only for the teams they are assigned to
Required setup:
Must be assigned to specific teams in Teams > Assign Staff
Team Manager
Best for: Team-level staff supporting a specific team, often focused on logistics and communications.
Access:
Can view user, player, and program details only for the teams they are assigned to
Required setup:
Must be assigned to specific teams in Teams > Assign Staff
Volunteer Coach
Best for: Volunteer coaches, typically parents, who need limited staff access for a specific team.
Access:
Can view user, player, and program details only for the teams they are assigned to
Required setup:
Must be assigned to specific teams in Teams > Assign Staff
Note: Volunteer roles are commonly used for parent volunteers. If you collect volunteer interest through registration, that setup is covered in a different collection.
Volunteer Team Manager
Best for: Volunteer team managers, typically parents, who help with team logistics.
Access:
Can view user, player, and program details only for the teams they are assigned to
Required setup:
Must be assigned to specific teams in Teams > Assign Staff
Note: Volunteer roles are commonly used for parent volunteers. If you collect volunteer interest through registration, that setup is covered in a different collection.
Board Member
Best for: Board members who need a high-level view, without operational access.
Access:
View-only access to the dashboard for a high-level overview of club financial data
Does not get assigned to specific programs or teams
Where to assign staff to teams and programs
For Director, Coach, Team Manager, Volunteer Coach, and Volunteer Team Manager roles, you will need to assign the staff member to the right program or team:
Go to Teams.
Select Assign Staff.
Add the staff member to the appropriate program or team.
Staff can also be assigned to teams by accessing their Staff account under Staff > Manage Staff and selecting the Programs/Teams tab.
Note: Staff can have multiple roles in Sprocket (i.e. a Program Director who also coaches a specific team). You can assign the staff both the Director and Coach roles, and each role the specific teams they should see.
If you run into issues
If a Director, Coach, Team Manager, or Volunteer role cannot see the right players or programs, confirm they are assigned in Teams and then Assign Staff for the correct program or team.
If someone has too much access, switch them to a more limited role and then add only the permissions they need (if your club uses permission overrides).
FAQs
Why can’t a Coach or Director see rosters, schedules, or program details?
Assignment-based roles only see details for the programs or teams they are linked to. Confirm they are assigned to the correct program or team.
Which roles require team or program assignments?
Director, Coach, Team Manager, Volunteer Coach, and Volunteer Team Manager roles require assignments to see the correct data.
Can staff members have multiple roles?
Yes. Staff can have multiple roles in Sprocket, and you can assign each role the specific teams they should see.
Where do I assign staff to teams and programs?
Go to Teams and select Assign Staff, or use Staff > Manage Staff and the Programs/Teams tab.