Overview

This article explains how the Administrator role behaves on your TeamSideline site, why you cannot apply org/branch or other access filters to a user who holds the Administrator role, how to grant access to a new admin, and the difference between removing the admin role and removing (deactivating) the admin account entirely.

Most of these tasks are managed from Administration > Manage Users > Users.

How the Administrator role works (full access overrides everything)

The Administrator role grants full access to the site and overrides individual sub-role restrictions. If a user has the Administrator role assigned, removing or limiting other roles will not reduce their access.

• Example: If a user has both the Administrator role and the Scheduler role, removing the Scheduler role will not stop them from editing schedules, because the Administrator role still provides full access.
• To actually limit what a user can do, the user must not have the Administrator role assigned, and you then grant only the specific sub-role(s) they need.

Use case (preventing schedule edits while still allowing viewing): Remove the Administrator role, remove the Scheduler role, and leave the user with view access. A user without the Administrator role and without the Scheduler role can still view schedules on the admin side but cannot make changes.

Why you can't add a filter to an Administrator-role user (and the workaround)

User filters (for example, limiting a user to specific branches, organizations, sport types, or transactions) limit an admin's access to only the items defined in the filter. If a user has no filters, they can see everything.

Filters cannot be applied to a user who has the Administrator role, because the Administrator role is designed to have access to everything. This is why the Add Filter option may be missing or non-functional for that user.

To add a filter to a user (TS-17140 workaround):

1. Go to Administration > Manage Users > Users.
2. Click the pencil icon next to the user to edit them.
3. On the Roles tab, uncheck the Administrator role and click Save.
4. Assign the specific sub-role(s) the user needs (for example, Scheduler).
5. Use Add Filter to add the desired filter: select the Category, Filter Type, and Filter, then click Add. Repeat for each filter needed.

Once the Administrator role is removed, the filter option becomes available and the user is limited to only what the filter allows.

Granting access to a new admin

To add a new admin to your site:

1. Go to Administration > Manage Users > Users.
2. Add the user and assign the appropriate role(s) for the access they need. (See the related article “How do I add an Admin to our website?” for full steps.)

If the new admin cannot sign in

New admins commonly cannot sign in because they never received or never set their password. Have the new admin do the following:

1. Go to the Administration / Admin Sign In page for your site.
2. Use the Forgot Password process to create their own password, then sign in.

If they received login credentials by email, they should sign in with the temporary password exactly as provided (type it manually rather than copy/paste), then change it after signing in. If they still cannot sign in, TeamSideline Support can reset and resend the password.

Locating prior authorization for a new admin

If someone says a current admin already “authorized” their access but they cannot get in, confirm the user was actually added under Administration > Manage Users > Users by an existing admin. Support cannot add a user simply because access was requested elsewhere — an existing administrator must add the user first, after which a password can be set via Forgot Password (or reset by Support).

Remove the admin role vs. deactivate the account

There are two different actions, depending on whether the person should keep any access:

• Remove only specific roles (reduce access): Click the pencil icon next to the user, go to the Roles tab, uncheck the role(s) you want to remove, and click Save. The user keeps their account and any remaining roles.
• Remove the admin entirely (deactivate admin access): Click the red X next to the user's name in Administration > Manage Users > Users. The user can no longer sign in or access the admin side. You can use this to remove yourself or a departing staff member.

Tip: You can schedule this for a future date by performing the removal on that date. For example, if a staff member leaves on a specific date, remove their admin access on that date.

Quick reference

• Administrator role = full access and overrides all sub-role restrictions.
• Filters can't be added to Administrator-role users — remove the Administrator role first, then add filters.
• New admin can't log in? Use Forgot Password on the admin sign-in page (existing admin must have added them first).
• Reduce access = uncheck roles on the Roles tab (pencil icon).
• Remove admin entirely = red X next to the user's name.

Possibly related existing articles:

• How to use the Manage Users Page and control who is an Administrator in your Site — https://support.teamsideline.com/hc/en-us/articles/201151717 — Covers the Manage Users page broadly; this draft is still needed because it consolidates the Administrator override behavior, the filter restriction workaround (TS-17140), and the remove-role vs. deactivate distinction in one place.
• How do I add an Admin to our website? — https://support.teamsideline.com/hc/en-us/articles/201151737 — Covers adding admins; complementary, not a duplicate.
• How To Change Your Admin Password — https://support.teamsideline.com/hc/en-us/articles/201152307 — Referenced for password/Forgot Password steps.
• Can you provide me with the meaning of the admin roles? — https://support.teamsideline.com/hc/en-us/articles/201744313 — Reference for role definitions.