SPORTChapter 1

Users, roles and invitations

Invite the right person with the right access, then connect external accounts to athletes where needed.

Screenshots show the current English application interface. Button and field names are kept in English where they appear in the image.

What you will learn

Confirm which role the person needs and, for Staff, which job subrole applies.
Use the person’s existing email if they already use Akeye. One email represents one Akeye identity across organizations.
For an athlete or parent, decide which athlete record the account should be connected to.

Admin: Full organization administration, including users and destructive document actions.
Staff: Operational team members such as coaches, medical staff, analysts and team managers. A subrole describes their job.
Management: Management access to organization operations without full Admin authority.
External user: An ApplicationUser account for an athlete, parent, guardian or authorized viewer. The relationship is set on the athlete record.

Find a membership and understand how people are grouped by their high-level role.

Available to: Organization Admin

1Open your organization and select Users in the main navigation.
2Review the Admin, Staff, Management and External users sections.
3Use Search members to filter by name or email before creating somebody new.
4Open a member to review their role, team access and linked athlete relationships.

Create an organization membership and send the correct activation email.

Available to: Organization Admin

1On Users, select Add member.
2Enter First name, Last name and Email. Mobile is optional.
3Choose Role: Admin, Staff, Management or External user.
4For Staff, select one or more Sub-roles that describe the person’s work, such as Coach, Physiotherapist or Team manager.
5Choose Invitation language. The current choices are English, Slovenščina and Italiano.
6Review the details and confirm the invitation.

Add member collects profile details, the high-level role and the invitation language. Admins never set the recipient’s password here.

Keep access accurate when a person’s responsibilities or organization membership changes.

Available to: Organization Admin

1Find the person on Users and open the action menu.
2Select Edit to change permitted profile fields, role, subroles, team access or athlete links.
3Select Disable when access should stop but the membership history should remain.
4Use Delete permanently only when permanent membership removal is intended and the confirmation allows it.

Connect an External user login to the correct athlete record and relationship.

Available to: Organization Admin

1Open Teams, choose the athlete’s team, open Athletes, then select the athlete.
2Open the People tab and select Link account.
3Choose Existing account to link an External user who is already in the organization, or New account to invite someone new.
4Choose Relation: Self for the athlete, Parent, Guardian or Authorized viewer.
5For a new account, enter profile details, choose Invitation language, then select Create & link.

Common problems	What happens next
The email is already registered.	Search Users first. If the identity already exists, invite or link that existing email instead of inventing a duplicate.
Sub-roles are not shown.	Sub-roles are used for Staff. External relationships such as SELF and PARENT are selected from the athlete’s People tab.
The account appears but cannot be linked.	Confirm it has the External user role. The picker can show internal roles even though those are not valid athlete relationships.
The person did not receive the expected language.	The invitation form’s explicit Invitation language is authoritative for a new account’s first activation email.