> For the complete documentation index, see [llms.txt](https://help.onform.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.onform.com/programs/staff-seats-and-access/staff-seats-and-roles.md).

# Staff, seats and roles

Add coaches and staff to your organization, choose roles and admins, assign coaching seats, re-send invite codes and remove staff.

Works on: iPhone, iPad, Android and web.

Your staff are the coaches and other people who help run your program. Each one needs a **coaching seat**, which your organization pays for. Athletes and parents never need a seat: they use Onform free.

You need to be an admin of the organization to do anything on this page. Not set up yet? See [Set up your organization](/programs/set-up-your-organization/set-up-your-organization.md).

## How coaching seats work

* Your plan covers a set number of coaching seats. Everyone on staff needs one to coach in Onform, whatever their role.
* The organization's owner is covered by the organization's own plan.
* When you add a staff member, they use one of your seats. If none are free, the app tells you no seats are available.
* In **Manage Staff**, each person shows **Coaching Seat** if they have one. Without one, they show **No Coaching Seat** (iPhone and iPad) or **Limited Account** (Android and web), and they're asked to upgrade when they try to coach.

**Need more seats?** Email <support@onform.com> with your organization's name and how many more coaches you need. If you run more than one organization, tell us which one the seats are for. For plans, see [onform.com/pricing](https://onform.com/pricing/).

## Open Manage Staff

1. On the Home screen, make sure you're in your organization, then tap the account switcher. It's at the bottom of Home on iPhone and iPad, and at the top on Android and web.
2. Tap **Manage Staff**. If you see **Manage Organization** instead, tap it, then tap **Staff**.

You'll see everyone on your staff, their role, whether they're an admin, and whether they have a coaching seat.

## Add a staff member

{% tabs %}
{% tab title="iPhone and iPad" %}

1. In **Manage Staff**, tap **Add Staff**.
2. Tap **Change Role** and choose a role (see below).
3. Turn on **Admin Of Organization** if they'll help you run the program.
4. Enter their first and last name, then tap **Next**.
5. On **Select Collections**, choose the groups of athletes they'll work with, then tap **Next**.
6. Send them the invite code by text, email or any other app.
   {% endtab %}

{% tab title="Android and web" %}

1. In **Manage Staff**, tap **+ ADD STAFF**.
2. Tap **Change Role** and choose **Coach**, **Assistant Coach** or **Other**.
3. Turn on **Admin Of Organization** if they'll help you run the program.
4. Enter their first and last name, then tap **Next**.
5. Choose the Collections of athletes they'll work with.
6. Share the invite code with them.
   {% endtab %}
   {% endtabs %}

The invite code is 5 characters, case-sensitive and works once. Your staff member enters it in Onform: new users tap **I Have An Invite**; people who already use Onform open the account switcher and tap **Enter Invite Code**. They can join with the account they already have. Send them [Quick start: coach in your program](https://github.com/Onform-Inc/onform-docs/tree/main/get-started/start-here/staff-coach.md) with the code.

### Roles

| Role                | Use it for                                                                        |
| ------------------- | --------------------------------------------------------------------------------- |
| **Coach**           | Your head coaches and instructors                                                 |
| **Assistant Coach** | Assistants                                                                        |
| **Other**           | Anyone else on staff. Type your own role name, such as Analyst, Manager or Physio |

Every staff role needs a coaching seat. Don't add athletes or parents here: invite them to a workspace instead, so they use Onform free. See [Invite your athletes](https://github.com/Onform-Inc/onform-docs/tree/main/coaching/organize-your-athletes/invite-your-athletes.md).

### Admins

Turn on **Admin Of Organization** for anyone who helps you run the program. Admins can:

* add and remove staff, and assign coaching seats
* edit the organization's profile
* work with every athlete and team in the organization
* if your organization has **Manage Organization**, choose who staff can work with and approve access requests

To change someone's role or admin setting later, tap their name in **Manage Staff**, tap the **...** menu at the top, then **Edit Profile**. Change their role or the admin switch and tap **Save**.

## Send an invite code again

Someone who hasn't joined yet shows as **pending join** (iPhone and iPad) or under **PENDING INVITES** (Android and web).

{% tabs %}
{% tab title="iPhone and iPad" %}

1. In **Manage Staff**, tap their name.
2. Tap **Share Invite** and send the code again.
   {% endtab %}

{% tab title="Android and web" %}

1. In **Manage Staff**, find them under **PENDING INVITES**.
2. Tap **Show code** and share it with them again.
   {% endtab %}
   {% endtabs %}

## Assign or remove a coaching seat

Once a staff member has joined:

1. In **Manage Staff**, tap their name.
2. Tap **Assign Coaching Seat** to give them a seat, or **Remove Coaching Seat** to free one up for someone else.

You can't change your own seat or the owner's. If you're out of seats, the app tells you so: email <support@onform.com> to add more.

A staff member who's asked to upgrade usually doesn't have a seat yet. Assign them one.

## Remove a staff member and hand over their athletes

When a coach leaves, you can remove them and move their athletes to another coach in one step. The new coach joins every workspace the old coach was in, so athletes keep their videos and chat history.

1. In **Manage Staff**, tap the person's name.
2. Tap the **...** menu at the top.
3. Tap **Remove From Organization & Reassign Athletes**.
4. If they work with any athletes, choose who should replace them.
5. Confirm.

Removing someone frees their coaching seat for a new coach. You can't remove yourself or the organization's owner: email <support@onform.com> if the owner needs to change.

## Older multi-coach plans without an organization

If your plan covers several coaches but isn't set up as an organization, you assign seats on iPhone or iPad: open your **Profile**, tap **Manage Coach Upgrades** and choose the coach to upgrade. Moving to an organization gives you **Manage Staff** and the other tools on this page: email <support@onform.com> to set one up.

## If something goes wrong

| What you see                                         | What to do                                                                                                                                                                                                                                                                                  |
| ---------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| A coach is asked to upgrade or can't record          | Check they have a coaching seat: tap their name in **Manage Staff** and tap **Assign Coaching Seat**. Also check they're in your organization in their account switcher, not their **Personal Account**.                                                                                    |
| **No Seats Available** or **No coaching seats left** | All your seats are in use. Remove a seat from someone who no longer needs it, or email <support@onform.com> to add more.                                                                                                                                                                    |
| You removed a coach but still can't add a new one    | Email <support@onform.com> with your organization's name and we'll check your seats.                                                                                                                                                                                                        |
| Your coach says the code is invalid                  | Codes are case-sensitive and work once. Ask them to copy and paste it, or send it again.                                                                                                                                                                                                    |
| Your coach joined but can't see your organization    | They're probably signed in with a different account. Ask them to sign in the way they did when they joined. See [Sign-in methods and more than one account](https://github.com/Onform-Inc/onform-docs/tree/main/account/sign-in-and-accounts/sign-in-methods-and-more-than-one-account.md). |
| An athlete or parent was added as staff by mistake   | Email <support@onform.com> with their name and we'll help you put it right.                                                                                                                                                                                                                 |
| You can't see **Manage Staff**                       | Switch to your organization. If it's still missing, this account isn't an admin: ask the owner to turn on **Admin Of Organization** for you.                                                                                                                                                |

## Related

* [Access and access requests](/programs/staff-seats-and-access/access-and-access-requests.md)
* [Set up your organization](/programs/set-up-your-organization/set-up-your-organization.md)
* [Quick start: run a program](https://github.com/Onform-Inc/onform-docs/tree/main/get-started/start-here/program-director.md)
* [Quick start: coach in your program](https://github.com/Onform-Inc/onform-docs/tree/main/get-started/start-here/staff-coach.md)
* [Who pays for Onform?](https://github.com/Onform-Inc/onform-docs/tree/main/account/plans-and-payments/who-pays-for-onform.md)
* [Switch between your organization and your Personal Account](/programs/teams-and-rosters/organizations-and-personal-account.md)


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