Managing Users and Roles

MatchGrid uses role-based access control to determine what each user can see and do. Invite team members and assign appropriate roles to keep your organization secure and efficient.

User Roles

MatchGrid has four primary roles:

Role	Capabilities
Admin	Full access to everything
Scheduler	Create and edit schedules, teams, locations
Coach	View schedules, manage assigned teams only
Viewer	Read-only access to schedules

[!INFO] The organization owner is automatically an Admin. There must always be at least one Admin in the organization.

Role Permissions Matrix

Permission	Admin	Scheduler	Coach	Viewer
View schedules	✅	✅	✅	✅
Edit events	✅	✅	❌	❌
Create teams	✅	✅	❌	❌
Manage users	✅	❌	❌	❌
Billing & settings	✅	❌	❌	❌
Run auto-scheduler	✅	✅	❌	❌
Manage team blackouts	✅	✅	✅*	❌

*Coaches can only manage blackouts for their assigned teams.

Inviting Users

Send an Invitation

1. Navigate to Settings → Team
2. Click Invite User
3. Enter their email address
4. Select a role
5. Click Send Invite

The user receives an email with a link to join your organization.

Invitation States

Status	Meaning
Pending	Invitation sent, not yet accepted
Active	User has logged in
Inactive	Account deactivated

[!TIP] You can resend invitations for pending users. The original link remains valid.

Changing User Roles

To update a user’s role:

1. Go to Settings → Team
2. Find the user in the list
3. Click the role dropdown
4. Select the new role
5. Changes take effect immediately

Role Change Considerations

• Demoting to Viewer removes edit access immediately
• Promoting to Admin grants full access
• Users are notified of role changes via email

Assigning Coaches to Teams

For the Coach role, assign specific teams:

1. Open the user’s profile
2. Go to Team Assignments
3. Select the teams they coach
4. Save assignments

Coaches can only:

• View their assigned teams
• Manage blackouts for their teams
• See schedules involving their teams

Deactivating Users

When someone leaves your organization:

1. Go to Settings → Team
2. Find the user
3. Click Deactivate
4. Confirm the action

[!WARNING] Deactivated users lose access immediately but their data (created events, changes) remains in the system.

Scope-Based Permissions (Advanced)

For larger organizations, you can assign managers to specific scopes:

Scope Types

• Region Manager: Full access within one region
• League Manager: Full access within one league
• Club Manager: Manage teams in one club/school

This allows distributed administration while maintaining overall control.

Best Practices

1. Least privilege: Give users only the access they need
2. Use Coaches for coaches: Don’t make everyone a Scheduler
3. Regular audits: Review user list periodically
4. Prompt deactivation: Remove access when people leave
5. Document roles: Help users understand their capabilities