An organization can have as many administrators as it needs, each with their own Zone4 user account. Instead of sharing one login, give each person the permissions their job needs, and revoke them individually when that person moves on.

This article covers permissions on the whole organization, which apply to every race and registration form it has now or creates later.

Who can manage permissions

Only users with the Club Admin permission can add, change, or revoke other users' permissions. If the Add & Remove User Permissions button on your organization's home page is greyed out, you don't have Club Admin. Ask one of your organization's Club Admins to change your permissions.

The permissions

Permission What it allows
Club Admin Full access to the organization: every race and registration form, the organization's settings and bank accounts, and adding or removing other users.
Registration Forms Create registration forms, and manage every registration form and its entries.
Races Create races, and manage every race and the organization's timing devices.
Financial View the organization's merchant account transactions, from the Merchant Account Transactions button on the organization's home page. This only applies to organizations that have their own merchant account.

Club Admin includes all the other permissions, so ticking it ticks every box. If you untick any other box while Club Admin is ticked, the user loses Club Admin and keeps the remaining boxes you left ticked.

A user with only Races can create a race, but can import racers only from registration forms they also have access to. For someone who needs to time races and pull entries from your registration forms, tick both Races and Registration Forms.

Adding a new administrator

  1. On your organization's home page, click Add & Remove User Permissions.
  2. Click Add a new Administrator.
  3. Enter the person's email address.
  4. Tick the permissions they should have. At least one is required.
  5. Click Authorize User.

The Authorize a new User on this Organization window, with an email field and checkboxes for Club Admin, Financial, Registration Forms and Races

If the email address already belongs to a Zone4 account, that person has access right away. If it doesn't, Zone4 creates an account for that address and emails the person an invitation to sign in. Either way, the organization's administrators are notified that a new permission was granted.

Use the email address the person actually signs in with. Adding a second address for someone who already has an account creates a separate account, and the permissions won't show up when they sign in with their usual one.

The invitation email

Someone who didn't already have a Zone4 account gets an email titled "You have been granted administrator permissions for" followed by your organization's name. The Sign in button in that email signs them in to their new account.

The link in the invitation expires 48 hours after it was sent, and it only works once. Let the person know to look for the email and use it within that time.

Signing in with the invitation confirms the person's email address. After that, they can sign in the usual ways, including by having a sign-in link emailed to them or by resetting their password.

If the invitation expires before the person uses it, contact Zone4 support. Until they've signed in once, the person can't request a sign-in link or a password reset for that address themselves. Adding them again on the permissions page won't send another invitation either, because their account already exists.

Support can send them a new link. It arrives as an email titled "Verify your Email Address for Zone4.ca". Clicking Verify this address in that email signs the person in and confirms their address, and their permissions are waiting for them. That link also expires after 48 hours.

Changing a user's permissions

The Organization Administrators table on the permissions page lists every user with access, newest first, and shows their permissions and the date they were added.

The organization Permissions page, with an Add a new Administrator button above a table of administrators showing each user's permissions, the date they were added, and a Revoke button

  1. In that user's row, click the list of permissions in the Permissions column.
  2. Tick or untick permissions.
  3. Click Save Changes.

Removing a user

Click Revoke at the end of the user's row and confirm. This removes all of that user's permissions on the organization at once. Their Zone4 account still exists, but they no longer have access to your organization.

You can't revoke your own access. Another Club Admin has to do that.