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Everything in SquadVault belongs to an organization. You can belong to more than one and switch anytime.

Switch organization

  1. Open the organization switcher in the sidebar.
  2. Choose the organization you want to work in.
  3. The dashboard, teams, and settings update to that org.

Invite and manage members

  1. Open Settings → Team.
  2. Invite people by email and assign a role.
  3. Change roles or remove members from the members list when needed. Need something in between? Create a custom role.
Pending invitations stay in the same section until they are accepted or revoked. Only owners and admins can manage members and billing. Owners and admins with Audit log on the plan can also review changes in the Audit log.

Choose the right role

SquadVault uses a few different kinds of “role”. This page is about access roles:
  • Access role — what someone can see and edit in SquadVault (Owner, Admin, Manager, …). Set in Settings → Team.
  • Team position — captain, player, sub on a team roster.
  • In-game role — for example Entry or Support.
  • Staff function — coach, analyst, manager on the Staff page.
  • Discord role — a role on your Discord server, mapped on the Discord page.
Settings → Roles & permissions explains each built-in access role, shows how many members have it, and holds your custom roles.
Coaches manage calendar events and tasks only for teams where they are staff or have a coach roster role. Captains and assistant captains can manage that team’s events and tasks even with a member org role.Members and coaches can update their own weekly slots and event RSVPs when their account is linked to a player profile. Viewers cannot edit availability.Some features (Documents, Discord, tryouts, API keys) also need to be included in your plan. If something is locked, ask an owner or admin to update your role or upgrade billing.The dashboard API enforces the same table. Hiding a control in the UI is not enough — mutating org settings, Discord Sync, Team Panels, recruiting policy, logos, audit log, and billing cache require an owner or admin session. The Public API uses API-key scopes on a smaller set of roster, document, and tryout endpoints.

Custom roles

When the built-in roles do not fit — for example a recruiter who should only handle applications — owners and admins can define their own roles.
  1. Open Settings → Roles & permissions and find Custom roles.
  2. Click New role, give it a name, and pick a preset (Manager, Coach, Member, Viewer, or Empty) as a starting point.
  3. Set an access level for each area. Areas are grouped like the sidebar (Daily work, Roster & recruiting, Workspace, Developer):
    • No access — the area stays hidden
    • View — read only
    • Edit — view, create, and change
    • Full — also delete, plus special rights such as Publish for forms, Run for Flows, or Remind for availability
  4. Need a specific mix? Click Fine-tune rights to open the full matrix with single actions per area. Areas you change there show as Custom.
  5. Save, then assign the role to a member in Settings → Team.
Role names are shown capitalized but must be unique per organization and cannot reuse a built-in role name (Owner, Admin, Manager, Coach, Member, Viewer). An organization can have up to 20 custom roles.
What custom roles can and cannot do
  • They grant access area by area. A member only sees a page in the sidebar when their role includes View for it. Global search lists other areas as disabled with a hint.
  • With View on Recruiting · applications or Recruiting · forms, a custom role sees recruiting organization-wide, not just for its own teams.
  • Making a form public (status Open) needs Publish on Recruiting · forms (level Full).
  • Custom roles never count as Manager or Admin. Members & roles, billing, organization settings, Discord, team lists, and the audit log stay with owners and admins. Integrations and organization health also stay with managers.
  • Team-scoped views (for example which teams a player list shows) behave like Member unless the role grants org-wide access to that page.
  • You can only grant permissions you hold yourself.
Editing and deleting Changes apply on the member’s next page load. A role that is still assigned to members cannot be deleted — give those members a different role first.

Organization settings

Owners and admins open Settings. SquadVault lands them on Organization first. Other members land on Account and can view the org name and slug but cannot change settings. Use these settings for organization-wide defaults. Discord Sync, Team Panels, and each recruiting or feedback form keep their own configuration. The page status shows timezone, default game, and whether public page links are still missing. Save timezone, game, name, slug, logo, and public URLs with the bar at the bottom of the page.

Defaults

  • Timezone — Used as the default for new Flow schedules and Team Panel refresh times. Existing schedules keep their timezone until you edit them.
  • Default game — Prefills new teams, players, and recruiting forms. You can still change each one.

Name and logo

  • Name, slug, and logo — Logos support JPEG, PNG, WebP, and GIF up to 5 MB. You can also set the logo during onboarding.
Changing the slug updates public apply URLs. Share the new link with applicants after you change it.

Public pages

Set a default privacy policy URL and an imprint URL. Save them with the same save bar as Defaults.
  • New recruiting and feedback forms copy the privacy URL when you use your own policy. Existing forms keep the URL already saved on that form.
  • The imprint URL appears in the footer of public apply and survey pages when set.
Public apply colors stay under Public branding on the same Settings page. Custom domains stay on Recruitment — Settings shows a summary and a link.
These fields store URLs only. They do not replace legal advice for your organization.

Availability heatmap

Turn Show anonymous heatmap to players on or off. The change saves immediately.
  • On (default) — Roster players see overlap counts, not names.
  • Off — Players do not see the weekly heatmap. Captains, coaches, and managers still see the named heatmap.
See Calendar and availability.

Recruiting policy

Two switches (saved immediately) let captains, coaches, and roster players take part in tryouts without an organization manager role:
  • Allow team leads to review tryouts
  • Allow players to rate tryouts
Details are in Recruitment. Recruiting policy sits under Organization, collapsed by default.

Notifications

Everyone can open Settings → Notifications. Discord DMs and browser push are the only switches. The alert-type matrix is behind Alert types so new orgs are not faced with a toggle wall. In-app inbox stays on; mute individual workflows from the bell. Owners and admins still configure org Discord channels on Discord.

Data and ownership

Only the owner can open this collapsed section at the bottom of Organization settings.
  • Download organization data — JSON of members, roster, events, applications, and settings. Passwords, full API keys, and webhook secrets are omitted.
  • Transfer ownership — Choose another member, type the organization name, then Transfer and leave (recommended) or stay as admin.
  • Delete organization — Type the organization name. Roster, files, API keys, custom domain, and billing for this organization are removed.
Demo organizations cannot export, transfer, or delete. Stop impersonating before any of these actions. Your personal account export and account deletion stay under Settings → Account. If you are the only owner, transfer or delete the organization here first.