This feature is currently in Beta, meaning it is actively being tested and refined before a full release. It is not available to all organizations. Access is currently limited to clubs with an active CourtReserve + Swish integration. To request access, contact our Customer Support team via live chat or email.
Introduction
Feature Summary: Tournament staff permissions control which system users can open Tournaments and what they can do there. Give a sub-admin access to every tournament at your club, or assign staff to only the tournaments they help run.
Use Cases:
Let a tournament director create and manage every tournament at your club.
Give front desk staff view-only access to tournaments.
Assign a volunteer to help run a single tournament without opening up the rest of your club's tournaments.
Allow trusted staff to register players who don't meet a division's requirements, or add players to a full division.
Overview
Staff can get access to Tournaments in two ways:
Club-wide access - Sub-admins with tournament permissions can work with every tournament at your club, based on the permissions they're given.
Assigned access - Staff assigned to a specific tournament as a co-organizer or coordinator can manage only the tournaments they're assigned to.
Admins always have full access to Tournaments. Staff without club-wide permissions or an assignment don't see Tournaments in the left navigation menu.
Note: Tournaments must be turned on for your club before anyone can use it. For setup steps, see Introducing Tournaments.
Club-Wide Access
To give a sub-admin access to tournaments across your club:
Navigate to Settings > System Users.
Open the sub-admin's profile.
Under Tournaments, check Manage Tournaments. The individual tournament permissions appear below it, all checked.
Uncheck any permissions this staff member shouldn't have.
Save the profile.
Tournament Permissions
Each permission can be checked or unchecked on its own, so you can match access to each staff member's role. Permissions marked Owned Only apply to the tournaments a staff member creates, where they're automatically the primary organizer.
Permission | What it allows |
Create Tournament | Create new tournaments. |
View All Tournaments | See and open every tournament, without making changes. |
Edit Any Tournament | Change settings, divisions, fees, and registrations on any tournament. |
Edit Tournaments (Owned Only) | Edit only the tournaments this staff member created. |
Delete Any Tournament | Delete any tournament. |
Delete Tournaments (Owned Only) | Delete only the tournaments this staff member created. |
Can Register Against Tournament Restrictions | Register a player who doesn't meet a division's rating, gender, age, or membership type requirements. |
Allow exceeding maximum enrollment on a Full Division | Add a player to a division that's already full. |
Manage Tournament Staff | Choose a tournament's organizers and coordinators, including adding co-organizers under Who's Running It. |
Note: Manage Tournaments doesn't give any access on its own. It's a shortcut that checks every permission below it. If you uncheck all of the individual permissions, Manage Tournaments unchecks too.
For example: A front desk staff member who answers player questions could have only View All Tournaments. They can open any tournament to look up registrations, but the Create Tournament and delete options are hidden, and they can't make changes.
Assigning Staff to a Single Tournament
Staff can help run a specific tournament without access to the rest of your club's tournaments. They can be added in two places:
Who's Running It - On the Basics step when creating or editing a tournament. Staff added here are co-organizers.
Coordinators - On the tournament's Setup stage after it's published.
Assigned staff can manage only the tournaments they're assigned to. They can't create new tournaments or assign other staff.
Staff Profile Requirements
Being added to a tournament isn't enough on its own. The staff member's system user profile also needs:
The Sub-Admin role.
Is Coordinator checked.
At least one permission in the Coordinator group.
When you add a staff member who's missing these, the staff picker shows No coordinator permission, with a reminder that they can't open Tournaments until an admin grants a coordinator permission in System Users.
Note: To add co-organizers under Who's Running It, you need to be an admin or have the Manage Tournament Staff permission. Without it, Who's Running It doesn't appear on the Basics step.
Why it matters: Clubs can give a volunteer tournament director everything they need to run one event, without opening up the rest of the club's tournaments or the rest of CourtReserve.
Good to Know
Instructors - Being an instructor doesn't give access to Tournaments on its own.
Club-wide access takes priority - A staff member with club-wide tournament permissions can see every tournament, even if they're also assigned to specific ones.
Messaging access - Notify uses CourtReserve's standard email, text, and push notification tools, so staff also need the usual messaging permissions to contact players.
Events permissions are separate - Permissions for events, such as overbooking a full event, don't carry over to tournaments. Set tournament permissions separately.
Calendar and court schedulers - Staff without tournament access can’t open tournaments from the Events Calendar or court schedulers.
Court scheduler - Staff without tournament access can’t open tournaments from the court scheduler.
Troubleshooting
A staff member can't open Tournaments
If a staff member is assigned to a tournament but can't open Tournaments, their profile is likely missing a requirement. Open their profile in Settings > System Users and check that:
Their role is Sub-Admin.
Is Coordinator is checked.
At least one Coordinator permission is selected.
If the staff member needs access to every tournament, not just the ones they're assigned to, give them club-wide tournament permissions instead.
The Who's Running It section is missing
Only admins and staff with the Manage Tournament Staff permission see Who's Running It on the Basics step.
Summary
Tournament staff permissions let you match access to each person's role. Give a tournament director full control, give front desk staff a view-only look, or bring in a volunteer to help run a single event, all without opening up more of your club than they need.