Giving people access to a tournament

You need an access that includes managing other users — in practice the full tournament administrator group. The person who created the tournament has it automatically.

1. Sign in and make sure the right tournament is the active one.
2. In the admin menu, open License and then Users. Older help material calls this screen "Access control".
3. Click New.
4. Type the person's e-mail address. If the address is already known to Profixio, the Name field fills in by itself. If that person already has access to this tournament, the screen switches over to editing them, so you cannot create a duplicate by accident.
5. Tick the permission groups they should have.
6. Save.

Everyone you add this way is sent an e-mail headed "Login information for" their address, telling them they now have access and giving them a link to sign in. Two things about that mail are worth knowing:

• If the address was new to Profixio, an account is created and the mail gives them their sign-in details. They should choose their own password after signing in.
• If the person already had a Profixio account, the mail is still sent, but the password line shows placeholder characters rather than a password. Their existing password still works and is unchanged. Warn them, or they will write back asking what their password is.

The mail is written in whatever language you are using Profixio in when you grant the access, although a few lines — the subject in particular — may come out in English.

The most common mistake is granting access to a different address from the one the person actually signs in with. If they sign in with Facebook or Google, the address on that account is what counts. See Accounts and signing in.

New access is not live in a session that is already open. The person must sign out and in again, or switch tournament, before the new screens appear.

The list of groups is the same in every tournament. Tick as many as you need — the rights add up.

During the tournament itself, the people helping you work in one of four roles: results registration (an ordinary volunteer), administrator (full access to everything), referee (access to result registration for all matches) and secretariat (check-in and lists). Work out which role each helper will have, then tick the groups that cover it.

A few further entries appear in the same list. Groups whose names begin with League belong to league and series administration, not to running a single cup, and are handed out from the federation's own screens — see Federations, districts and base data. If you see a group that is not in the table above and you did not create it yourself, leave it alone and ask Profixio support what it is for.

Tournaments can also have groups of their own, created by the organiser and only visible in that tournament. See "Making your own groups" below.

Everyone who has been added to the tournament is listed with their Name, Email and current groups.

To change what someone may do, click Edit on their row and tick or untick groups. Each tick takes effect as you make it — there is no separate save step on that panel.

To take access away completely, click Delete. You are asked to confirm, and the confirmation warns that the action is permanent. It removes all of that person's groups for this tournament only. Their Profixio account, and their access to any other tournament, is untouched. There is no undo — if you remove the wrong person, add them again.

Two things you cannot do from this screen:

• You cannot edit or remove yourself. Your own row has no buttons. Ask another full administrator to change your access, or contact Profixio support if you are the only one.
• You cannot remove people who are listed separately as having access from elsewhere in Profixio. Their access comes from a federation or licence role, not from this tournament.

As with adding, a change only reaches the other person when they next sign in or switch tournament.

Underneath the main list there is a second, read-only card headed "Users with access from other parts of profixio". These people can work in your tournament without ever having been added to it.

They typically come from the federation that owns the tournament, or from the club or organisation that holds the licence the tournament runs on. Club and district users who are not listed here have to be added by an organiser like anyone else.

This access cannot be edited or removed from the tournament. If someone should not have it, it has to be changed where their federation role is registered — see Federations, districts and base data.

Federation staff can also administer and delete tournaments their federation owns, which ordinary tournament administrators cannot.

If the card is empty it simply reads that no users were found; that is normal for a tournament run outside a federation licence.

The RefereeAdmin group on this page applies to one tournament. It lets the person add and remove referees, assign them to matches, change the referee settings for that tournament, handle referee reports and referee costs, and send SMS to referees. It also opens the scheduling tool, because assigning referees means working in the schedule — but on its own it does not let them change matches or register results. If your referee co-ordinator also needs to move matches or enter scores, add MatchScheduling as well.

The referee-administrator role on a person's federation or district record is something else entirely. It governs referee work across the federation's leagues and series — referee registers, referee assignment in league play, and who may see protected referee information. It is set where the person's federation role is registered, not from a tournament, and giving someone the tournament group does not give them any of it.

If a referee co-ordinator only needs to write and read referee reports, give them RefereeReportTeam rather than the full referee group.

Registering as a referee, being assigned to matches and claiming expenses are covered on the referee pages, not here.

The standard groups cover most needs, but a tournament can define its own. At the top of the user access screen there is a link marked "Advanced View". It opens an older, fuller screen where you can:

• create a group that exists only in your tournament and give it a name your volunteers recognise,
• rename or delete the groups you created yourself,
• see exactly which individual rights each group holds, and who is in which group.

You cannot change the rights inside a standard group, or the order the groups are listed in — both are shared by every tournament in the system. Ask support if a standard group is close to what you need but not quite right.

There is also a "Group explanation" link on the same screen, which opens the reference article for the standard groups.

The advanced screen needs the same access as the ordinary one, so only someone who can manage users will see it.

Work through these in order. They are listed by how often they turn out to be the answer.

1. Are they signed in with the address you granted? Ask them to read out the address shown in their profile. Social sign-in often uses a different address from the one they gave you.
2. Have they signed in again since you granted it? Permissions are read when a person signs in and when they switch tournament. Until then their session still holds the old rights. Signing out and in again fixes it.
3. Is the right tournament active for them? Access is per tournament. If they administer several, the menu shows the rights for whichever one is currently selected — switching tournament reloads their rights.
4. Do they actually have a group that covers it? Open their row and check. Remember that the restricted full-access group deliberately lacks the user access screen itself, and that the referee group does not include changing matches.
5. Is the tournament approved and activated? For a tournament that has not been approved and activated on a licence, almost all permissions are ignored, so a correctly ticked group can still show nothing at all. Contact support if you are unsure of the tournament's status.
6. Is the module part of your tournament at all? Whole areas — invoicing, SMS, check-in — depend on what the tournament has been set up with. See Tournament settings.
7. Menu item missing but the person can still work? The menu list and the page rules are maintained separately, so an entry can be hidden for someone who would in fact be allowed in. If they can reach the page from a direct link or from another screen, report the missing menu entry to support rather than changing their permissions.

If a change to someone's federation role or licence was made in the last few minutes, allow a short while before testing again — that information is cached briefly.