Creating and Inviting Coaches

Modified on Tue, 16 May, 2023 at 5:21 PM

A coach user has restricted permissions within the system and only has the ability to view and create data that is associated with the athletes that have been assigned to them. There are two methods for creating or inviting coach users to your organisation, this article will take you through both methods.

Inviting Existing Swift Labs Users (through organisation management)

To invite a coach user that already has an existing Swift Labs account, they can be invited either through the coaches menu option or through the organisation management menu option. In addition to coach users, the organisation owner can create manager users that using the same method.

The first step required is to navigate to the organisation management menu option.

Towards the top of the organisation management page, clicking on the ‘Users’ link, will navigate to the user management tab. The users tab displays relevant information to the seats and users for your organisations.

Clicking the ‘Invite User’ button will display the invite user modal. Once opened, you can select the role you wish to have for the user. They include; Manager which is considered similar to the owner of the organisation and can see all athletes and coaches however does not have the ability to modify organisation subscription information. The other role includes a Coach role; this role is more restricted that the manager role and can only see athletes and squads the Coach has been assigned to.

The next field within the user invitation modal is a user search. The user search field searches the platform by either email, given name or last name. If only one result is returned, the name is auto-populated into the field. If more that one user is returned, selecting the user will allow you to progress through the form. Once the role and user have been selected, clicking ‘Invite’ will send the user an invitation.

After the invitation has been sent, you will be navigated back to the organisation users management tab. This is where you can view the status of the invitation.

It should be noted that invitation requests count towards your subscription seat count.

For the receiving user, they will get an invitation request. Clicking the bell icon on the top right of the screen, a dropdown menu will provide them with a link to User Notifications. They can then accept or decline the notification.

Once a notification has been accepted you can change to the organisation of the invitation by clicking on the current organisation name on the bottom left of the window.

This will bring up a list of organisations, you are a member of.

As well as a user notification request, users will also receive an email from [email protected] with a link to the invitation. If you do not receive the email, try checking your spam folder.

Creating a Coach

Creating a coach is generally advised for larger organisations that have many coaches under the one organisation. While a coach can be added for an organisation using the method prior, this method requires all coaches to have an account before hand. This following method outlines a way to create an account of behalf of a user.

Clicking on the Coaches tab within the menu and navigating to the coaches add page via clicking the add button will present the following view below.

Similar to the method previously, the coach add page will search for users that already exist within the platform. The text field allows you to search for users either by Given Name, Family Name or Email. If the user is returned, click the item in the list to change the link button on the right hand corner to ‘Invite Coach’ from ‘Create Coach’.

If a user cannot be found within the search, the application will attempt to create the coach.

The creating of a Coach is different to inviting a Coach as an account is created on their behalf. This allows you to create the account, assign athletes and squads before the user needs to complete account registration.

A coach created using this method will receive an email similar to the email shown above. Clicking on the link within the email will take the user to change the password.

Once the user has changed the password they can login any time with the email registered for the organisation.