Everyone who works with your athletes in FYTT, from head coaches to athletic trainers, needs a role on a team or on your organization before they can see anything. This guide covers inviting staff to a team, what each user type can do, personal health information (PHI) access, organization managers, and removing someone.
Team staff and organization managers
Staff get access at one of two levels:
Team staff (Coach, Trainer or Observer) are invited from Team Settings › Coaches and reach only that team.
Managers are invited from Organization Settings › Managers and reach every team in the organization.
Give someone the level that matches their job: a director who oversees every sport is a manager, while an assistant who works with one team is a Coach on that team.
Inviting a coach
Click Team Settings at the bottom of the left sidebar. It opens on the Coaches tab (1), which lists the team's staff and any invites they haven't accepted yet.
Click Invite Coach (2).
Enter the person's Name and Email, and pick a User type (1): Coach, Trainer or Observer.
Click Send.
The person gets an email invitation. If they already have a FYTT account, opening the link adds the team to that account and signs them in; otherwise they set up an account first. Until they accept, they show on the Coaches list with the status Inactive; once they join, Active.
Click a pending invite to see who sent it and when. To withdraw it, click Delete invite and confirm. There's no resend button, so to send a fresh email, delete the invite and invite them again.
Staff seats count against your plan
Managers, coaches and trainers count toward your plan's staff limit, across the whole organization. Observers don't. When the limit is reached, the invite isn't sent and the panel shows Staff limit reached; contact support about upgrading, or remove someone to free a seat.
What each user type can do
Coach: full editing access to the team: roster and groups, programs and plans, the calendar, the team's library, metrics, reports, leaderboards and automations. Coaches can open Team Settings to invite and manage other staff.
Trainer: exactly the same access as a Coach. The two types exist so the Coaches list reflects each person's job; pick whichever title fits.
Observer: read-only. Observers can't edit training or roster data, don't get the coaching navigation or Team Settings, and never hold PHI access.
Manager: everything a Coach can do, on every team in the organization, plus Organization Settings (see below).
Athletes are managed on the roster rather than here; see Roster.
Changing someone's user type
Click the person's row on the Coaches list, pick a new User type (1), and click Save. You can't change your own user type.
PHI access
Personal health information (PHI) is sensitive health data about an athlete, such as injuries and medical conditions. Only people with PHI access can see a team's injuries, programs assigned for an injury, and the health sections of reports.
To grant it on a team, click the coach or trainer's row and turn on Personal health information (PHI) access (1), then click Save.
The switch only appears if you hold PHI access for that team yourself (as a coach, trainer or manager with PHI). Anyone with PHI access can view and edit injuries and can change PHI access for others on the team, so grant it only to staff who need it to care for athletes. The PHI? column on the Coaches list shows who holds it.
Observers never have PHI access, even if the switch was on before you changed them to Observer.
Organization managers
Managers are added from Organization Settings at the bottom of the left sidebar, which only managers see. Open the Managers tab (1) and click Add Manager (2), enter a Name and Email, and click Send. Every invite from here is a manager invite; there's no user type to pick.
What managers can do that team staff can't:
Reach every team in the organization without an invite to each one, including teams created later.
Use Organization Settings: Teams (create teams with New Team), Managers, Facilities, Integrations, Payments, Billing and Settings.
Grant PHI access to other managers. Click a manager's row and turn on Personal health information (PHI) access; a manager with PHI access has it for every athlete in the organization and can grant it to coaches and trainers on any team.
Remove themselves from a team's staff list.
One person on several teams or organizations
Access is granted per team, so the same person can be a Coach on one team, a Trainer on another and an Observer on a third. Invite them from each team's Coaches page using the same email address; the invitation joins their existing account.
Switch between teams with the Team picker in the top bar, and between organizations with the Org picker. A manager role wins over a team role: someone who manages the organization has manager access on every team, even one where they're also listed as an Observer.
Removing a coach or manager
Click the person's row on the Coaches list (or the Managers tab).
Click Remove at the bottom of the panel.
Confirm with Remove user.
The person loses access to that team (or, for a manager, the organization) and any pending invite to their email is withdrawn, which frees their staff seat. Their FYTT account and their access to other teams are untouched. You can't remove yourself from a team unless you're a manager.