Applicable to: Club, Association and Administrative Body Administrators
Application(s): Admin Portal > My Organisation > Admins
Applicable Sports: All Sports
This article will cover the following:
- Inviting and managing administrators
- Understanding administrator role types
- Removing administrator access
- Reviewing your organisation's administrator access history
- Using the access history for audit, security and governance purposes
Related articles:
Introduction
PlayHQ administrators can manage who has access to their organisation's Admin Portal, and at what level, using the Admins section of My Organisation. Existing administrators with appropriate permissions can invite additional people to help manage the organisation, assign them an appropriate role type, and remove their access when it's no longer needed.
Every change to administrator access is automatically recorded in your organisation's Access history. This gives you a transparent, ongoing record of who has been invited to administer your organisation, when access was granted, updated or revoked, and which administrator performed each action — useful for day-to-day management as well as audit, governance and security purposes.
Inviting a new administrator
Follow these steps to invite a new administrator to your organisation:
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Access the Admins section
From the Admin Portal menu, click My Organisation > Admins
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Invite a new Admin
Click the Invite new admin button
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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). -
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
Available Role Types: The available role types depend on your organisation type. Only relevant roles will be displayed in the dropdown menu.
When inviting an administrator, you'll need to select one of these role types:
- Electronic Scoring Admin: Only has permission to access the PlayHQ electronic scoring portal. Available to: Clubs, Associations & Administrative Body Organisations
- Full Access Admin: An administrator who can only view their own organisation. Available to: Clubs, Associations & Administrative Body Organisations
- Affiliate Admin: An association admin who can access their organisation and child club organisations. Available to: Associations
- Administrative Body Admin: Generally a state or region (metro, country, regional) level administrator, and can access their own organisation and child organisations. Available to: Administrative Body Organisations only
- Super Admin: The highest level administrator who can access all functionality and organisations. Available to: Governing Body/Tenant Organisations only
For more detailed information about administrator roles and their permissions, see Introduction to the PlayHQ Admin Portal.
Managing administrator invitations
Important: Administrator invitations are valid for 7 days. After this period, the email invitation will no longer work.
The email invitation will include a temporary password link, the administrator's username (their email address) and a link to accept the invitation.
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:
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Access the Admins section
From the Admin Portal menu, click My Organisation > Admins.
You will be taken to the Active Users tab by default.
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Find the Administrator
Locate the administrator whose access you wish to revoke in the list of active users.
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Open Administrator Details
Click the Edit button next to the administrator's name
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Revoke Access
On the Admin Details page, click the Revoke access button and then click Revoke to confirm this action.
After revoking access
When you revoke an administrator's access:
- They immediately lose access to your organisation in the Admin Portal
- They are removed from the Active Users list
- The action is recorded in the Access History tab
- This only affects their access to your specific organisation and does not impact their access to any other organisations they may administer
Reviewing your organisation's administrator access history
Follow these steps to view your organisation's administrator access history:
- Navigate to the Admins section From the Admin Portal menu, click My Organisation > Admins.
- Access the History tab Click the Access history tab. This tab displays all administrator access events for your organisation. [Screenshot: Access history tab showing a log of administrator access events]
Understanding the access history log
The Access history tab displays the following information:
| Column | Description |
|---|---|
| Name | Name of the administrator whose access was changed. |
| Email address of the administrator. | |
| Role Type | The administrator role that was assigned or removed. |
| Access | Type of action that occurred (Granted, Revoked, Updated). |
| Actioned By | Name of the administrator who performed the action. |
| Date | Date when the action occurred. |
Types of actions recorded
The access history captures several types of administrator access events:
- Access Granted: When a new administrator is invited to the organisation.
- Access Revoked: When an administrator's access is removed.
- Role Updated: When an administrator's role type is modified.
Using the access history for audit, security and governance
The administrator access history provides valuable information for several purposes:
Audit and compliance
The access history can help your organisation meet governance requirements by:
- Providing a record of who has had administrative access to your organisation's data.
- Documenting when access was granted and revoked.
- Showing which administrators were responsible for access changes.
Security monitoring
Regular review of the access history can help identify:
- Unexpected access changes that might indicate security issues.
- Former administrators whose access might still need to be revoked.
- Patterns of administrative access that might require review.
Administrative handovers
When transitioning between committee members or administrative staff, use the access history to:
- Verify all appropriate access changes have been made.
- Ensure outgoing administrators have had their access properly revoked.
- Confirm new administrators have been invited to access your organisation.
- Document the handover process for your organisation's records.
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.
Frequently asked questions
Who can invite or remove administrators for my organisation? Existing administrators with appropriate permissions in the Admin Portal can invite new administrators and revoke existing administrators' access.
Can I undo a revoked administrator's access? Yes. If you revoke access by mistake, simply invite the administrator again from the Admins section. This will be recorded as a new Access Granted event in the access history.
Does revoking an administrator's access affect their access to other organisations? No. Revoking access only affects that administrator's access to your specific organisation and does not impact any other organisations they may administer in PlayHQ.
How long is an administrator invitation valid for? Invitations are valid for 7 days. After this, the invitation email will no longer work and will need to be re-sent from the Edit button next to the pending administrator.
What role type should I choose for a new administrator? This depends on your organisation type and the level of access the administrator needs — see Understanding administrator role types above for a full breakdown.
Who can view the Access history tab? Any administrator with access to the Admins section of My Organisation can view the Access history tab for their organisation.
Does the access history record who made each change? Yes. Every entry in the access history includes the Actioned By field, showing which administrator performed the action.