Multi-coach permissions so not everyone edits the whole roster

Growing academies hire assistants, age-group leads, and weekend volunteers. The day you share “the master Sheet” with everyone is the day someone sorts the wrong column, deletes a tab, or edits athletes they do not coach. Permissions are not bureaucracy. They are how you sleep during travel season.

Academy OS is talk-first ops software with role basics as part of the conversation. No checkout. No public OS price. https://www.getcccm.com/academy-os

What goes wrong without roles

- A volunteer overwrites clearance notes - An age-group coach accidentally edits another gym’s roster - Someone exports the full parent list to a personal Drive - “Edit access for all” becomes the culture because the director is tired - You cannot tell who changed what when a dispute appears

Trust your coaches. Still do not give every phone the keys to the whole program.

Role basics that usually matter

Most athletic programs need something like:

- Admin / director: full configuration - Head coach: roster and attendance for their groups - Assistant: mark attendance, limited edits - Viewer: see schedules or travel lists without edit - Optional office role for clearance paperwork

Exact names vary. The principle does not: least access that still lets people do their job.

Permissions are an ops concern, not a website theme

Your public Register site should stay easy for families — packages, fees paid to **you**, waivers. Coach permissions live on the **staff desk**. Painting a pretty homepage does not fix who can delete the U10 roster. If you still need the public door, that is the separate working-site product (clubs: https://www.getcccm.com/sports). If the door is fine and access chaos is the tax, talk Academy OS.

Invented sample (not a client)

“Riverbend Performance Lab (invented) gave six coaches and two parent volunteers edit rights to one workbook ‘temporarily.’ Two months later the travel list and the fee tab disagreed. They opened Academy OS to define coach vs admin permissions before the next season.” Invented — not a live lab.

Onboarding without a three-hour Zoom

Good permissions also make onboarding faster: new assistant gets a narrow seat, not a scavenger hunt through unwritten know-how. Pair this with a simple staff entry path so you are not re-explaining the Sheet every August.

Shared passwords are not a role

If five coaches log in as the same admin because “it’s easier,” you have no audit trail and no off-boarding. Individual seats with narrow roles beat a shared password sticky note on the office monitor. Mid-season firings and volunteer exits make this obvious overnight.

Review access each season

At rollover, deactivate departed coaches and confirm who still needs edit rights. A five-minute access review prevents last year’s volunteer from retaining export power they no longer should have.

Plain next step

Start at https://www.getcccm.com/academy-os. Tell us how many coaches, locations, and volunteers touch the roster today, and who should never have full edit. We quote after conversation — not via a buy-online price button.

Email hello@getcccm.com with questions.