Add Team Members and Staff Access — Invite staff, assign roles, and control club and event access

In this guide: Invite staff who help manage your club in Fluid. Assign roles and permissions to control what each person can access.

Start with only the people helping run your club. You can always adjust access as responsibilities grow.

Before you begin

You should already have:

• Your club profile set up
• Email addresses for each person you want to invite
• A sense of which clubs and events they will manage

What you'll configure

• Team member name
• Email address
• Role and permissions
• Club access
• Event access

Recommended setup

Start with only the people helping run your club and give them the lowest level of access they need. This keeps operations organized and reduces accidental changes.

You can always increase permissions later as responsibilities grow.

Step 1: Invite a team member

Go to Team Members and select Invite Team Member.

For each person, add:

Name

Enter the team member's first and last name so they are easy to identify inside your organization.

Email

Enter the email address they will use to access your club.

An invite will be sent so they can join your organization.

Role

Choose the level of access they should have.

Common roles include:

Owner

Full administrative access to your organization, clubs, events, and settings.

Staff

Helps manage day-to-day operations such as tournaments, leagues, registrations, and club management.

Ambassador

Limited access for volunteers, helpers, or brand representatives who only need visibility into specific areas.

Only give higher access when necessary.

Step 2: Configure club access

Choose which clubs this team member can access.

Club access controls what club locations and operations they can manage.

Examples:

• Give staff access to only the club they work at
• Give regional managers access to multiple clubs
• Limit volunteers to one location if needed

Selecting a club grants access to the events within that club.

Step 3: Configure event access

Choose specific tournaments or leagues the team member should manage.

Use event access when someone only needs visibility into certain events rather than an entire club.

Examples:

• Tournament directors managing one tournament
• League coordinators managing a weekly league
• Volunteers helping with a single event

This helps limit access to only what is required.

Best practices

• Start with Staff access unless someone truly needs more permissions
• Limit access to only the clubs and events they manage
• Avoid giving multiple people Owner access unless necessary
• Review access periodically as responsibilities change

Next steps

Once team members are invited, continue setup with:

1. Setting Up SMS Communication
2. Creating Events on Fluid
3. Writing Messages to Players and Members
4. Getting Started – Club Management

Need help? Reach out to our team at help@fluidpb.com.