Managing Organizer & Staff Members
This page covers editing your organizer profile and managing the people who help run your tournaments. All actions here require Administrator access on the organizer.
Opening the Edit Page
- Sign in and navigate to your organizer’s profile page on ChessRoster.
- Click the Edit button. (This button only appears to admins.)
The edit page is organized into tabs:
| Tab | What it contains |
|---|---|
| Basic Info | Name, default location, TD access control |
| Branding (Optional) | Logo, banner, website URL, custom subdomain |
| Description (Optional) | Rich text description shown on your public profile |
| Staff | Staff member roster and role assignments |
| Members | Membership tiers and member roster |
Click Save Changes after making edits on the Basic Info, Branding, or Description tabs.
Editing Basic Information
On the Basic Info tab you can update:
- Organization name — displayed on tournament listings and your public profile
- Default location — pre-fills the venue field when you create new tournaments (uses Google Places autocomplete)
- TD access control — controls whether tournament directors can manage all tournaments or only ones they are explicitly assigned to (see Tournament Director Access below)
Your USCF affiliate status and affiliate ID are set at creation and cannot be changed afterward.
Branding and Subdomain
On the Branding (Optional) tab you can set:
- Logo (Organizer Icon) — square image, recommended 512×512 PNG or JPG. Shown next to your name on tournament listings.
- Banner Image — wide image, recommended 1920×1080 JPG. Shown as a hero image on your public organizer page. Must be 16:9 aspect ratio (±15%).
- Website URL — links players to your homepage or membership page (HTTPS required).
- Custom subdomain — sets a short URL like
yourclub.chessroster.com.
The custom subdomain can only be set once. Choose it carefully — it cannot be changed after it is saved.
Organizer Description
On the Description (Optional) tab, use the rich text editor to write a description for your organizer page. You can add headings, lists, and links. Maximum 10,000 characters.
Staff Roles
You can give other ChessRoster users access to your organization and its tournaments. There are two roles you can assign to staff members:
| Role | What they can do |
|---|---|
| Administrator | Full access — edit organizer profile, manage staff, create tournaments, view financial reports, manage memberships and discount codes |
| Tournament Director | Manage registrations and pairings for assigned tournaments; scope controlled by the TD access setting (see below) |
The capability differences that matter most:
| Capability | Administrator | Tournament Director |
|---|---|---|
| Edit organizer settings | Yes | No |
| View financial reports | Yes | No |
| Manage discount codes | Yes | No |
| Manage memberships | Yes | No |
| Issue refunds | Yes | Only if enabled per tournament |
| Create tournaments | Yes | Yes |
| Enable ChessRoster registration | Yes | No |
Tournament Directors can always create tournaments, but they cannot enable ChessRoster online registration on those tournaments — only Administrators can do that. Whether TDs can issue refunds is configured per tournament. See Tournament Director Access below.
Administrators have the same level of control over your organizer as you do. Only grant Administrator access to people you trust fully.
Adding a Staff Member
Open the Staff tab
On the edit page, click the Staff tab.
Click Add Staff Member
Enter the email address of the person you want to add.
- If they already have a ChessRoster account, they are added immediately.
- If they do not have an account yet, an invitation is sent to their email.
Select a role
Choose Administrator or Tournament Director.
Confirm
Click Add Staff Member. The change takes effect immediately.
Editing or Removing Staff
In the Staff table, each row has edit and delete controls:
- Edit — change a staff member’s role.
- Delete — remove them from the organizer entirely.
Changes take effect immediately.
Tournament Director Access
The Basic Info tab has a setting that controls which tournaments your Tournament Directors can access.
Tournament scope
| Setting | Effect |
|---|---|
| On (default) | Any TD in your organizer can access and manage all tournaments |
| Off | TDs can only access tournaments where they are explicitly assigned |
When scope is set to Off, you assign TDs to individual tournaments during tournament creation or by editing a tournament later.
Director refund permissions
Whether Tournament Directors can issue refunds is controlled per tournament, not at the organizer level. When creating or editing a tournament, the Allow tournament directors to issue manual refunds checkbox on the Registration step controls this setting.
- Enabled: TDs can process refunds for registrations on that tournament.
- Disabled (default): Only Administrators can issue refunds.
Tournament Directors can always create new tournaments under the organizer. However, only Administrators can enable ChessRoster online registration on those tournaments.
PayPal Integration
The Basic Info tab also shows a PayPal Integration section when your organizer has platform fees configured or has already connected PayPal. Connect your PayPal account here to accept payments for tournament registrations.
For step-by-step setup instructions, see PayPal Setup.