Add Staff to Your Event and Delegate Access
Give registration desk, weigh-in, treasurer and bracketing helpers access to just the parts of your event they need, with an optional end date.
Applies to: Organizers
Running an event takes more than one pair of hands. The Team page lets you give each helper access to exactly the screens their job needs, nothing more, and take it away again when the day is over.
Only the people who run the event itself see this page: the organizer who created it, the managers of a co-owning academy, and the admins of the organization that owns it. Helpers you add cannot add other helpers.
Open the Team Page
Open your event and choose Team in the event navigation. The page is titled Event team and delegated access. It has three parts: a form to add someone, the Current team, and Pending invitations.
[Screenshot placeholder: Team page with the add form and the current team list]
Choose a Role
In the Role menu, pick the preset that matches the job:
- Head organizer: everything below. Use it for a co-organizer you fully trust.
- Registration desk: Registrations and Payments (operate).
- Weigh in desk: Weigh-in only.
- Treasurer: Payments (operate) and Fees & payout (configure).
- Bracketing: Brackets & schedule.
- Judge coordinator: Judges.
Registration desk is selected by default.
If no preset fits, choose Choose individual capabilities instead. A Custom option appears in the menu with a checkbox for each capability, each with a short description.
What Each Capability Unlocks
| Capability | What the person can do | Event pages they see |
|---|---|---|
| Registrations | Check athletes in and manage registration status: confirm, check-in, no-show, register on behalf of an athlete. | Registrations |
| Weigh-in | Record weights at the scale and move an athlete to the division their weight puts them in. Does not include check-in or money. | Weigh-in |
| Payments (operate) | Settle registration payments and view financial reports. This is the cashier role. | Settlement, Reports |
| Fees & payout (configure) | Set fee rules, tiers, bundles and payout routing. This is the treasurer role and includes pricing authority. | Fees |
| Brackets & schedule | Generate and manage brackets, mats and the event schedule. | Brackets, Mats, Schedule |
| Judges | Invite judges, and accept, decline or revoke their assignments for this event. | Judges |
| Event settings | Edit event details, specialities, venue and dates, manage video access and send broadcasts. | Edit, Broadcasts, Documents |
| Publish | Publish the event and move it through its stages: registration, brackets, start, complete. | The stage controls on the event page |
Helpers only see the navigation entries their capabilities unlock. Cancelling or deleting the event, the Team page and the Recognition page stay with the people who run the event, whatever capabilities a helper holds.
Add Someone Who Already Has an Account
- Under Find someone, type a name in Search by name and pick the person from the results. Use Change if you picked the wrong one.
- Choose the role.
- Optionally set Access expires (optional). The date must be in the future, and the access ends then.
- Select Add to team.
They get access immediately and appear under Current team, with who added them and when.
Invite Someone by Email
When you do not know whether the person has an account, use the Invite by email section below the OR divider. Enter the address, choose the role (and an optional expiry date), then select Invite by email.
If the address belongs to an existing account, that person gets access right away. Otherwise they receive an email invitation to join and accept. The confirmation message reads the same in both cases, so you never learn whether an address is registered. Invitations are limited per event per day, so send them in a sensible batch rather than one at a time.
Manage the Team
Each row under Current team shows the person, their role (or the capability names for a custom grant) and, if you set one, the Access until date. Once that date passes, an Expired badge appears. Select Revoke to remove access at any time.
Under Pending invitations you see each email address, when the invitation expires and the date it would grant access until. Use Resend to send the email again, or Revoke to cancel it. An expired invitation has to be replaced with a new one.
Frequently Asked Questions
Can I change someone's role? Revoke the access and add the person again with the role you want.
Does a helper need to be part of an academy? No. Anyone with a Hajime account can join the team.
Can the registration desk handle the money? The Registration desk role includes Payments (operate), so it can settle payments on the day. Setting fees needs Fees & payout (configure), which belongs to the Treasurer role. See Setting Event Fees.
Where do I go next? Generate and Publish Brackets and Event Morning cover what your bracketing and registration helpers will be doing.