If you try to add a staff member and get an error that the account cannot be saved, the most common cause is that the person already created a User account before your club added them as staff. In that case, you do not need to create a new staff record. You just need to locate their existing user profile and assign the correct staff role.
What you’ll find in this article
The most common reason this error happens
What to do if the staff member already exists as a user
What to do if they do not appear in your user list
Step 1: Search for the person in Users
In the left navigation menu, go to Users and then Manage Users.
Search for the staff member by name.
From here, you will typically see one of two outcomes.
If they appear in the Users list
Click the user’s Last Name to open their profile.
Go to the Roles & Permissions tab.
Assign the appropriate staff role.
Click Save.
Assign them to the correct team(s) using the standard workflow in Assigning Staff to Teams.
This approach uses their existing account login, which avoids duplicate accounts and prevents staff from having to log out and back in.
If they do not appear in the Users list
They may be listed as a member without an active account. This often happens when someone was invited to create a login password, but the invite link expired after 14 days.
In Users > Manage Users, open Filters.
Find Include Members without Accounts and set it to Include or Only.
Click Search.
Open the user profile if it appears.
Select Invite to Club to re-invite them to create their account login.
Review the Roles & Permissions tab to confirm they have the appropriate staff role.
Follow the standard steps to assign them to their team(s).
If you run into issues
If the staff member ends up with two logins (personal and staff), see Combining User and Staff Accounts for the recommended cleanup workflow.
If a staff member still cannot access staff tools after you assign the role, confirm they are also assigned to the correct team(s) under Teams > Assign Staff.
FAQs
What is the most common reason a staff member can’t be saved?
The most common cause is that the person already created a User account before your club added them as staff.
What should I do if the staff member already exists as a user?
Open their user profile, assign the appropriate staff role on the Roles & Permissions tab, click Save, then assign them to the correct team(s).
What if the person doesn’t appear in the Users list?
Use Filters and set Include Members without Accounts to Include or Only, then re-invite them to create their account login.
What if the staff member ends up with two logins?
See Combining User and Staff Accounts for the recommended cleanup workflow.