Every new organization starts on roles and capabilities. Older organizations are moved over one at a time. Until yours is, you still see the older Admin and Staff capability checkboxes.
A custom role is a named set of capabilities you define once and give to as many people as you like. Roles belong to the whole organization and are managed from its top-level group.
Your organization already has one role per type — Player, Staff, Admin and Owner. Anything you add sits alongside them. If capability levels or the way a role reaches into subgroups are new to you, start with Roles and capabilities.
Create a role
Open the top-level group of your organization and go to Settings > Roles.
Select Create new.
Pick a Type: Player, Staff or Admin. The capabilities appear once you pick one, set to that type's starting point. The type also decides whether the role reaches into subgroups.
Enter a Title, and a Description if the role needs explaining. The description shows as a hover on the roles list.
Go through the capability groups and set what this role should have.
Select Save.
Pick the type before you change anything else. The starting capabilities load only for the first type you pick. If you change the type afterwards, what is already set stays as it is.
Creating a role does not give it to anyone. To put someone on it, see Change a person's role or capabilities.
Set capabilities
Under Capabilities, there is one card per area of the product: Members, Groups, Team Calendar, Matches, Scheduling and bookings, Communication, Payments, Registrations, Training log, Settings and configuration, Data, Video, Player development and Reports and statistics. An AI Assistant card appears if the assistant is switched on for your organization.
The count next to Capabilities shows how many capabilities the role has out of all of them. Each card starts closed, and its label tells you what it grants without opening it: No access, Some access or Full access.
Open a card to see its capabilities. Each one shows its name, a sentence saying what the role can do, and its current level. Select the level to pick another one:
Off — no access.
View — can see it.
Change — can see it and change it.
Manage — can also manage what belongs to other people.
Each level includes the ones below it, and each option in the list says what it allows. Not every capability has every level. A capability with only one level is simply On or Off.
The switch on a card (Give full access) sets every capability in it to its highest level. When everything is already on, it becomes Remove all access. The switch next to Capabilities (Give full access to everything) does the same for every card at once. Use it for a role that should own an area outright, then turn single capabilities back down.
Organization only. Some capabilities carry an Organization only label. They only do something when the role is given on the organization itself, the top-level group. Given on a club or a team, they grant nothing. Payments, Registration forms, Schedule templates, Websites and Agreements are examples. On Bookings, only the Change level has the label.
Roles. Setting Roles to Change shows a warning, because it lets the holder give themselves and others any capability, including ones the role does not have. Keep it to the people who decide access.
Read the roles list
The list shows one row per role: its name under Role, its type under Role type, and under Capabilities how many capabilities it has out of the total. A role with a description has a help icon — hover it to read the description.
The Default label
One role per type carries a Default label. It is the role a person gets when they are added to a group with that type and nobody picks a role for them — a registration form, a user import, a bulk add to a team. Everyone who joins that way lands on the labelled role, so be deliberate about what it grants.
Since each type has exactly one, Set as default moves the label off whichever role had it. A role carrying the label cannot be deleted until another role of that type takes it over. Choosing a role when you add someone overrides the label.
Edit, duplicate and delete
Open the ··· menu on any row.
Edit — opens the same form as creating. Saving changes access for everyone already on the role, straight away.
Duplicate — copies the type, description and capabilities into a new role named after the original with (copy) added, and opens it for editing. The quickest way to build a variant of a role that nearly fits.
Set as default — gives this role the Default label for its type, taking it off whichever role held it.
Delete — removes the role. A role carrying the Default label cannot be deleted; give the label to another role of that type first.
Troubleshooting
There is no Roles entry under Settings. Either your organization has not been moved over to roles yet, or you do not have the Roles capability. Roles are managed from the top-level group only — you will not find them in a team's settings.
Create new is missing. Viewing roles needs Roles at View. Creating and editing them needs Change, given on the organization.
Someone on the role still cannot reach a screen. Check which group their membership is in. A Staff or Admin role reaches down into subgroups but never up, and a Player-type role does not reach down at all. A capability marked Organization only needs the role to be given on the top-level group. Also check whether that capability has been adjusted for them alone.