Roles & Permissions

Understanding access control and team member responsibilities.

Overview

SwimMeet Pro uses role-based access control to manage team permissions. Each team member is assigned a role that determines what actions they can perform within the system. This ensures proper security and workflow management while allowing appropriate delegation of responsibilities.

Available Roles

Three roles are available with increasing levels of access:

👨‍🏫 Head Coach

Complete team control and ownership

Full Permissions

Head Coach has unrestricted access to all features:

Create, edit, and delete meets
Manage all events and entries
Add, edit, and delete swimmers
Invite team members with any role
Change user roles
Remove team members
Modify all team settings
Manage billing (when implemented)
Access all admin features
Generate and export all reports

Team Ownership

The person who creates a team automatically becomes the Head Coach. Only Head Coach can assign this role to others.

🏊‍♂️ Coach

Full team management except sensitive settings

Allowed Actions

Create, edit, and delete meets
Manage all events and entries
Add, edit, and delete swimmers
Invite users to the team
Access admin dashboard
View team members
Manage team roster
Generate and export reports
Record results and times

Restricted Actions

Cannot change user roles
Cannot remove team members
Cannot manage billing
Limited team settings access

Best For

Assistant coaches, head age group coaches, or senior staff who need full operational control but not administrative privileges.

🏊 Meet Manager

Meet operations without roster management

Allowed Actions

Create, edit, and delete meets
Manage events within meets
Add, edit, and delete entries
Generate heats
Record results and times
Add opponent teams and swimmers
View team roster (read-only)
Export meet data

Restricted Actions

Cannot add/edit/delete team swimmers
Cannot invite users
Cannot access admin dashboard
Cannot manage team settings
Cannot change user roles

Best For

Dedicated meet managers, officials, or volunteers who run meets but don't need access to team roster management.

Permission Comparison

Quick reference for role capabilities:

Permissions Matrix

Action	Meet Manager	Coach	Head Coach
Manage meets	✅	✅	✅
Manage events/entries	✅	✅	✅
Record results	✅	✅	✅
View roster	👁️	✅	✅
Manage swimmers	❌	✅	✅
Invite users	❌	✅	✅
Change roles	❌	❌	✅
Team settings	❌	👁️	✅
Remove members	❌	❌	✅

✅ = Full Access | 👁️ = Read-Only | ❌ = No Access

Changing Roles

Head Coach can modify team member roles:

Role Management

To change a team member's role:

Navigate to Admin → Team Members
Find the team member
Click the role dropdown
Select the new role
Confirm the change

Important

Role changes take effect immediately. Be careful when granting elevated permissions, especially Head Coach role.

Best Practices

✓Assign the minimum role needed for each team member's responsibilities
✓Have at least one backup Head Coach in case of unavailability
✓Use Meet Manager for volunteers who only help with meets
✓Use Coach for assistant coaches with full operational needs
✓Review team member access periodically
✓Remove or downgrade access when staff leave or change roles
✓Document who has which role and why for team reference