Collaborators

A busy group is a lot for one person. A collaborator — labeled a sub-organizer on your dashboard — 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 tier includes 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.
• 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.

That covers the whole running-the-night job — you're not the only one holding the clipboard.

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
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

Whose plan applies? The owner's — not yours

Sub-organizing is per group, not a mode your whole account switches into. Two simple rules cover everything:

• 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 is not attached to the club you help run, and its owner won't see it.

So if you ever hit a limit inside a group you sub-organize, it's the owner's plan speaking, not yours — upgrading your own account wouldn't change it. And your own account never needs a paid plan just to be a sub-organizer.

Need 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.

They see the same live session

Mixer sessions are group-scoped, not tied 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 — same active round, same scores, same state. One of you can start the mix at the venue while the other enters scores from the sideline. It all stays in sync.

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 a ladder league, not just the top.

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. The system uses an optimistic lock: each organizer's client tracks the round it last saw. When the publish lands, the server checks that the current round still matches what the client expected. If another organizer (or the headless auto-mix cron) advanced the session in between, the check fails — and instead of silently overwriting their work, the server rejects the second publish and asks you to refresh.

Refreshing pulls the latest round — whatever the first organizer published — and you can continue from there. Nothing is lost; the round that got published is intact on both screens once you reload.

Next

• New to groups and the dashboard? Start with Groups.
• Want to configure what sub-organizers inherit? See Group Settings reference.
• Want the bigger picture on accounts and where your data lives? See Accounts and your data.