Here's a pattern we see a lot: the club owner sets up PicklPass, and then everyone, the front desk, the league runner, the weekend helper, logs in as them. It works, until it doesn't. Someone changes a setting they shouldn't. A departing staffer still has the keys. And when something looks off, there's no way to know who did it.
PicklPass has a better answer built in: staff roles. Most clubs just haven't turned them on.
Three roles, matched to the job
Invite anyone by email under Settings → Team and give them exactly the access they need:
- Admin, full control, including billing, the DUPR connection, and managing other people's access. Keep this to owners and trusted partners.
- Manager, runs day-to-day operations: create and manage leagues, run screening, enter scores, operate live sessions. Can't touch billing, club settings, or team management. Perfect for a head of programming.
- Employee, runs sessions and enters scores, manages players, runs screening, but can't delete leagues or reach billing/settings. Ideal for front-desk and game-night staff.
Give the least access that lets someone do their job, and you've removed a whole category of "who changed that?" problems.
Why it's worth doing
- Delegate without handing over the keys. Your league runner can run leagues all night without ever seeing your Stripe invoices or your DUPR credentials.
- Accountability. Every staff action is captured in the Activity log, so when a score looks wrong or a session got deleted, you can see who did what, but only if people have their own logins. Shared logins make the audit trail useless.
- Clean offboarding. When a seasonal helper leaves, you remove their access. You don't scramble to change a password everyone knows.
- Fewer accidents. An Employee literally can't delete a league or change your billing. The safest mistake is the one the software won't let happen.
The five-minute setup
Go to Settings → Team, enter each staffer's email, pick a role, and hit Invite. If they don't have a PicklPass account, they'll get one; if they do, your club just appears in their switcher. Roles are per club, so the same person can be an Admin at your flagship and an Employee at a second location.
Why now
If you're the only person who can (or does) run PicklPass, you're the bottleneck, and the single point of failure. Roles let you build a team around the platform instead of being the platform. It's the difference between a tool you use and a system your club runs on.
Next step: Your Team & Roles in the Help Center has the full permission breakdown and the invite flow.