Applicable to: Association and Club Administrators
Application(s): Admin Portal
This article will cover the following:
- Understanding the different PlayHQ Portals
- What the PlayHQ Admin Portal is used for
- Security and privacy considerations
Related articles:
- Accepting an invitation to the PlayHQ Admin Portal
- Overview of the PlayHQ Admin Portal menu and navigation
- Managing administrators in your organisation
Resources:
Platform Overview
Welcome to the PlayHQ platform! We've designed our system with three separate portals alongside our mobile apps, each tailored for specific user needs.
The Admin Portal (where you'll be working), the Participant Portal (for players and coaches/team managers), and the Electronic Scoring Portal (for scorers) each serve different purposes.
We've structured things this way to ensure everyone gets exactly the access they need for their role - keeping participant information secure while making sure all essential tasks can be completed efficiently.
Understanding the PlayHQ Portals
The Admin Portal is designed for administrators to manage competitions, teams, participants, game allocations, and other many other administrative functions. Administrators can create registration forms, manage finances, generate reports, and communicate with participants.
Access to the Admin Portal is restricted to authorised administrators with the appropriate permissions level such as Full Access Admins, Affiliate Admins, or Super Admins depending on your organisation type.
The Participant Portal is where individual players, coaches, team managers, and volunteers access their personal information and team details. For those with management access, the portal transforms into a team management centre.
Coaches, Team Managers and Captains can use this portal to manage teams, select line-ups, enter scores, and view statistics when they've been given appropriate management access by their club or association administrator.
The Electronic Scoring Portal (score.playhq.com) is a dedicated portal for recording game scores and statistics in real-time.
Access is granted to administrators and designated Electronic Scoring Admins who have been specifically assigned this role. This portal ensures live scoring is possible without providing administrative access to sensitive participant data.
Security and Privacy
At PlayHQ, protection of data and privacy is of the utmost importance. PlayHQ adheres to industry standard protocols to ensure information is always safe and secure. But data security and privacy doesn't stop with us - organisation administrators are responsible for giving the appropriate level of access to other personnel so that information remains protected.
| Role Type |
Access to view |
||||
| Admin Portal | eScoring Portal | Participant Information | Participant Reports | General Reports | |
| Association Full Access Admin | Yes | Yes | Yes | Yes | Yes |
| Association Affiliate Admin | Yes | Yes | Yes | Yes | Yes |
| Full Access Admin | Yes | Yes | Yes | Yes | Yes |
| Electronic Scoring Admin | – | Yes | – | – | – |
| Team Management Access | – | – | Yes | – | – |
Association admin role types
Club admin role types
Important Privacy Consideration
It's important to note that every person who is added as a Full Access or Affiliate Admin will have access to participant information and reports. With this in mind, it's critical that Admin access is given sparingly and well considered through a stringent process, as well as being reviewed regularly.
The PlayHQ platform uses role-based access control to ensure that users only have access to the information and functions they need to perform their assigned responsibilities. For example, Affiliate Admins can only see Club organisations if the Association is set to be a parent of those clubs
The Role of the Admin Portal
The Admin Portal is the central management hub for associations and clubs using PlayHQ. It provides a comprehensive set of tools for administrators to:
- Create and manage competitions and seasons
- Set up registration forms and manage participants
- Organise teams, grades, and fixtures
- Handle venue allocations
- Process online registrations and payments
- Generate detailed reports
- Communicate with participants through posts (for supported sports with mobile apps)
- Manage your organisation settings and volunteers or staff
Depending on your role type and organisation level, different features of the Admin Portal will be available to you. The next articles in this series will cover the navigation and key areas of the Admin Portal, as well as the different administrator role types and their specific permissions.