Team Management

Guide to understanding team collaboration and user management within your organization's tournament operations.

Current System Overview

Single User Organizations

Current Model: The eParkiet system currently operates on a single-user model where each organization account is managed by one primary user who has full access to all features and functions.

Organization Owner Responsibilities:

• Complete tournament creation and management
• Participant registration and communication
• Financial settings and payment processing
• Report generation and data export
• All administrative and operational functions

Team Collaboration Approaches

External Collaboration Methods

Sharing Access Information: Since multi-user accounts aren't available, organizations often share account credentials with trusted team members when collaborative tournament management is needed.

Alternative Collaboration:

• Share specific information via exports (participant lists, financial reports)
• Use external communication tools for coordination
• Delegate specific tasks while maintaining central account control
• Create standardized processes for tournament day operations

Role Distribution in Practice

Common Organizational Patterns:

Single Manager Model: One person manages all digital aspects through the eParkiet account while coordinating with team members through external communication channels.

Shared Access Model: Trusted team members share account access with clear responsibilities for different areas (registration, payments, communications).

Hybrid Model: Account owner handles sensitive operations (payments, settings) while team members assist with operational tasks using exported data and external coordination tools.

Operational Team Coordination

Tournament Day Management

Coordination with External Team: While system access may be limited to one user, effective tournament management still requires team coordination:

Pre-Tournament Preparation:

• Export participant lists and distribute to team members
• Share contact information and payment status with registration team
• Provide category information and schedules to coordination staff
• Brief team members on procedures and contingencies

Tournament Day Operations:

• Designated person monitors eParkiet account for real-time updates
• Team members handle physical operations while system manager handles digital updates
• Regular communication between digital manager and operational team
• Clear escalation procedures for payment or registration issues

Communication and Coordination

Information Flow:

• Export relevant data before event for offline team access
• Use mobile hotspot or venue WiFi for real-time system access
• Maintain communication channels between system manager and operational team
• Document any changes or issues for post-event system updates

Best Practices:

• Designate primary system access person for tournament day
• Create backup access plan in case of technical issues
• Establish clear communication protocols between digital and physical operations
• Plan for common scenarios (late registrations, payment issues, participant changes)

Future Development Considerations

Multi-User Feature Requests

Potential Future Features: While not currently available, future development may include:

• Role-based user accounts with limited permissions
• Team member invitations and access management
• Granular permissions for different system areas
• Audit logging for team member activities

Current Workarounds

Effective Team Management:

• Clear Role Definition - Establish who is responsible for what aspects of tournament management
• Regular Data Sharing - Export and share relevant information with team members
• Standardized Processes - Create documented procedures for common tasks
• External Communication - Use messaging apps or project management tools for coordination

Documentation and Training:

• Maintain current documentation of procedures and responsibilities
• Train team members on tournament processes even without direct system access
• Create contingency plans for account access issues
• Regular review and updates of operational procedures

Account Security with Team Access

Security Best Practices

When Sharing Account Access:

• Strong Passwords - Use complex, unique passwords and change them regularly
• Secure Communication - Share credentials through secure channels only
• Limited Access - Share credentials only with essential, trusted team members
• Activity Monitoring - Regularly review account activity and changes

Data Protection:

• Sensitive Information - Be cautious with financial and personal data access
• Export Security - Secure any exported participant or financial data
• Communication Guidelines - Train team on appropriate data handling
• Regular Audits - Periodically review who has access and what data is shared

Risk Management

Security Considerations:

• Account Compromise - Plan for password changes if team members leave
• Data Handling - Ensure all team members understand data privacy requirements
• System Changes - Coordinate any significant system changes with team
• Backup Access - Ensure continuity if primary account manager is unavailable

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Next Steps

• Account Security - Secure your organization account
• Tournament Creation - Start organizing your first tournament
• Participant Management - Manage participant data and communications