An Event organiser in Race Roster can refer to a single individual or a broader team made up of staff, volunteers, timers, fundraising coordinators and partners. Granting staff access allows multiple people to manage the event dashboard, including updating event details, exporting data, managing participants, uploading results and more. This is especially useful for larger events where responsibilities are shared across a team.
This article outlines how to grant and manage staff access within Race Roster.
1) From the event dashboard, navigate to the left-hand menu and select Management, then Staff access.
2) Click Add new organiser and enter the staff member’s email address. An invitation will be sent to this email. The system will indicate whether the email is already associated with an existing Race Roster account.
It is recommended to confirm whether the user already has a Race Roster account, as a single account can be used across multiple events and helps reduce confusion.
4) Select the Claim type for the invitation:
Automatically add organiser
This sends a direct link to the dashboard. The user will only need to sign in.
Send claim email
This adds an additional layer of security by requiring the user to enter an access code before gaining access.
5) Toggle Event creator on if the staff member should have full access to delete or duplicate the event.
6) Select the event or events to assign to the staff member. By default, the current event will be selected, but additional events can be added if required.
7) Select the appropriate staff Access type. Each Access type controls what areas of the dashboard the user can view or edit. There are ten default access types, along with a Custom option that allows specific permissions to be selected.
8) Once the Access type and permissions are confirmed, click Add. An invitation email will be sent immediately. If an access code is required, it should be shared with the recipient directly.
The recipient will follow the email prompt, sign in, and enter the access code if applicable. If they do not already have an account, they will be prompted to create one.
Staff access types
Below is a breakdown of the available staff access types and how they are typically used:
Full Control
Grants the highest level of access. Suitable for race directors or senior organisers who need full control over registration, participant data and financials. Some email notification settings may need to be manually enabled.
Financial Admin
Provides access to all payment-related settings and reports. Suitable for staff managing reconciliations and remittance. Does not allow changes to core registration settings.
Volunteer Coordinator
Access is limited to volunteer-related reports, lists and settings. No access to participant data or financials.
Participant Coordinator
Designed for customer support roles. Allows access to participant information and the ability to process refunds. Additional permissions may be required for transfers or team management.
For operations-focused roles, this access type can be extended with additional permissions such as check-in, onsite tools and event day features. Some financial-related permissions can also be removed where not required.
Timer Access
Designed for timing partners. Provides access to participant lists, bib management and onsite tools. Does not include access to financials or registration settings.
Fundraising Coordinator
Used for charity partners. Allows updates to fundraising pages, access to fundraising reports and management of charity-specific settings. Access can be restricted to individual charities where required.
Everything but financials
Provides broad administrative access across the event without exposing financial data. Suitable for senior support staff.
Vendor
Provides limited access to participant information. Typically used for third-party contractors where data sharing has been agreed to by participants.
API Financials
Used when granting API access to a developer or webmaster. This permission must be enabled to allow access to Race Roster API endpoints.
Custom
Allows fully customised access by selecting specific permissions. This is commonly used for marketing teams or specialised roles that require a tailored combination of tools, reports and settings.
If further assistance is required when assigning staff access, Race Roster support (director@raceroster.com) can be contacted for guidance.