Managing administrators in your organisation

Applicable to: Club, Association and Administrative Body Administrators
Application(s): Admin Portal > My Organisation > Admins

This article will cover the following:

1. How to invite a new administrator to your organisation
2. Understanding administrator role types
3. Removing administrators from your organisation

Related articles:

• Introduction to the PlayHQ Admin Portal
• Reviewing Access History of Administrators

Introduction

PlayHQ administrators can manage various functions in their organisation using the PlayHQ Admin Portal. Existing administrators with appropriate permissions can invite additional people to help manage the organisation and remove access when needed.

Inviting a new administrator

Follow these steps to invite a new administrator to your organisation:

1. Access the Admins section

   From the Admin Portal menu, click My Organisation > Admins

2. Invite a new Admin

   Click the Invite new admin button

   

3. Enter Administrator Details

   Complete all required information for the new administrator:

   Field	Description
   First Name	First name of the invited administrator.
   Last Name	Last name of the invited administrator.
   Email	Email address of the invited administrator. An invitation will be sent to this email address, which will also be used as their username to log in. This email address should be personal to the administrator and not a generic address used by multiple people.
   Mobile number	The administrator's mobile phone number.
   Role type	Select the appropriate role type based on the access level required (see below).

4. Send the Invitation

   Click the Invite admin button to send the invitation email.

   The administrator details will appear on the Active Users tab. If they haven't received their invitation, select Edit and Re-send invite.

   

Understanding Administrator Role Types

When inviting an administrator, you'll need to select one of these role types:

For more detailed information about administrator roles and their permissions, see Introduction to the PlayHQ Admin Portal.

Managing administrator invitations

After you've sent an invitation, you can:

• Re-send an expired invitation to the same email address by using the Edit button next to the pending administrator and click Re-send invite.
• Cancel an invitation by using the Edit button next to the pending administrator and click Revoke access.

When an invitation is accepted, the administrator can immediately access your organisation in the Admin Portal.

Inviting existing PlayHQ administrators

If you invite someone who is already an administrator for another organisation in PlayHQ:

• They will not receive an invitation email
• Instead, they will receive a courtesy email informing them they have been added to your organisation
• They will immediately be able to access your organisation in the Using as organisation picker when they log in to the Admin Portal

Removing administrators from your organisation

When an administrator no longer requires access to your organisation, you can revoke their access following these steps:

1. Access the Admins section

   From the Admin Portal menu, click My Organisation > Admins.

   You will be taken to the Active Users tab by default.

2. Find the Administrator

   Locate the administrator whose access you wish to revoke in the list of active users.

3. Open Administrator Details

   Click the Edit button next to the administrator's name

4. Revoke Access

   On the Admin Details page, click the Revoke access button and then click Revoke to confirm this action.

   

Best practices for administrator management

• Regularly review your Active Users list to ensure only appropriate personnel have access.
• Revoke access immediately when an administrator leaves their role or no longer requires access.
• Ensure administrators have the correct administrator role type for their responsibilities.
• Review the Access History tab to monitor administrative changes for your organisation's governance purposes.