Collaborators

A busy group is a lot for one person. A collaborator (your dashboard calls them a sub-organizer) is another registered user you invite to help run one of your groups. They sign in with their own account and manage the group alongside you, and they never need your password.

Sub-organizers are a paid feature for the group owner: the free and Lite tiers include none, Pro includes up to three, and Club includes unlimited. Being invited as a sub-organizer costs nothing; any registered account, including a free one, can sub-organize someone else's groups.

What a sub-organizer can do

Once added, a sub-organizer has nearly the same day-to-day access as you for that one group. They can:

• Add, edit, and manage players on the roster, unless you've turned that off for them (see below).
• Run mixers and generate matchups.
• Enter scores and record games.
• Create and manage events for the group.
• Adjust the group's settings: mixing defaults, ratings, ladder configuration.

What only the owner can do

A few things stay with the group owner, the account that created the group. Sub-organizers cannot:

• Delete the group.
• Add or remove other sub-organizers.
• Touch the owner's profile or email preferences.

Action	Owner	Sub-organizer
Manage players	Yes	Yes, unless you untick Can edit player list
Run mixers, enter scores	Yes	Yes
Create and manage events	Yes	Yes
Change group settings	Yes	Yes
Add/remove sub-organizers	Yes	No
Delete the group	Yes	No
Leave the group	—	Yes

Keep the player list yours

Some groups have a roster that has to match a list you're given, such as a league or membership list you import from your club's booking system. You can let a sub-organizer run those nights without letting them change who's on the list.

In the group's Sub-Organizers section, each sub-organizer has a Can edit player list checkbox. It's ticked by default. Untick it and that person:

• Can't add, edit, remove, import, or copy players in the group, or change its subgroups. That covers names, ratings, gender, email, and notes.
• Can still run mixers with the roster, enter scores, and manage events. If a walk-in plays and gets scored, that player is still saved to the group so the game counts. Ratings keep updating from game results as usual.

The change takes effect straight away, and it's set per person, so you can restrict one helper and not another. On a ladder, set it at the ladder level and it applies to every division.

The owner's plan applies

Sub-organizing is per group. Two rules cover it:

• Inside a group you sub-organize, the owner's plan applies. Player limits and features there come from the owner's account. If the owner has Club, you get Club-level room in that group, even if your own account is free, and none of it counts against your own account's limits.
• Everything you create yourself is yours, under your own plan. A group you create from your dashboard belongs to your account and follows your plan's limits. It isn't attached to the club you help run, and its owner won't see it.

So if you hit a limit inside a group you sub-organize, the limit comes from the owner's plan, and upgrading your own account wouldn't change it. Your own account never needs a paid plan to be a sub-organizer.

A new group for the club you help run

Ask the club's owner to create it and add you as a sub-organizer. That's the only way a group ends up under their account (and their plan). Creating it yourself would make it your own separate group instead.

How to add one

Sub-organizers are managed from the group's settings. Only the owner sees these controls.

1. Open the settings for the group you want to share.
2. Find the Sub-Organizers section.
3. Enter the person's email address and add them.

The email must belong to someone who already has an account; you can't invite a brand-new email here. If they don't have an account yet, have them create a free one first, then add the same email.

To remove someone later, return to the same section and remove them. Their access ends immediately; nothing they recorded is lost.

Leaving a group you sub-organize

You can step away at any time. Open the group's settings, go to the Sub-Organizers tab, and choose Leave this group. The group disappears from your dashboard and group switcher, and you lose access to its players, mixers, scores and events. Nothing in the group is deleted; everything you recorded stays with the owner. The owner gets an email so they know you've gone, and only they can add you back.

They see the same live session

Mixer sessions belong to the group, not to one person's login. So when you and a sub-organizer are both working the same group, you're both looking at the same live session: the same active round and the same scores. One of you can start the mix at the venue while the other enters scores from the sideline.

This holds across the whole group, including its ladder divisions. You add a sub-organizer at the ladder level, and that access reaches every division, so they can help run any tier of the ladder.

They share the group's saved sessions too

Cloud-saved mixer sessions are shared the same way. Every organizer of the group sees all the sessions saved into it; sessions saved by someone else show a "👤 Saved by name" badge in the mixer's Sessions modal.

Loading a colleague's session gives you your own copy ("name (copy)"), so you can prep a night for each other without any risk of overwriting one another's saves: one organizer sets up the roster and settings and saves to cloud, another loads it on their device and runs the event. Saving the copy to cloud creates a new session under your account; only the creator can save changes back into the original. Any organizer can rename or delete a group's cloud sessions, and each organizer's session limit counts only their own.

Full details in Managing sessions.

When two organizers publish at the same moment

Occasionally you and a sub-organizer will both press Mix or Publish at the same instant. One of you will see a prompt along the lines of:

This round changed since you last loaded it (another organizer or auto-mix advanced it). Refresh and try again.

Nothing went wrong. Each publish carries the round it was based on, and the server only accepts it if that is still the current round. If another organizer (or headless auto-mixing) advanced the session in between, your publish is turned down rather than overwriting their work, and you're asked to refresh.

Refreshing loads the round the other organizer published, and you continue from there. Nothing is lost.

Next

• Groups if you're new to groups and the dashboard.
• Group Settings reference for what sub-organizers inherit.
• Accounts and your data for where your data lives.