Club and Subaccount Admins Guide

This guide is for users who administer a club or other subaccount within Race Entries. Subaccount admins manage the local settings for that club or subaccount, invite users, and connect payment providers for races created under that subaccount.

Contents

• What is a subaccount admin?
• Managing users
  • Club-level roles you can assign
  • Security best practices
• Payment providers
  • Stripe
  • PayPal
  • SumUp

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What is a subaccount admin?

A subaccount admin manages a club or other subaccount that sits underneath an organisation. They can:

• Invite and manage users for that subaccount
• Configure payment providers for races created under that subaccount
• Support race organisers and team leaders working within that subaccount

Payment providers connected at organisation level do not automatically apply to subaccount races. If a race is created under a subaccount, the subaccount admin must connect the payment accounts needed for that subaccount.

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Managing users

Subaccount admins can invite additional users to access the same club or subaccount.

To invite a user:

1. Open the subaccount administration or settings page.
2. Click the Invite button.
3. Enter the user’s email address and select the access or role you want to grant.
4. Send the invitation.

The user will receive an email invitation. They must click the link in that email to confirm the invitation and set up their access to the subaccount.

Once they complete that process, they will be able to sign in and use the subaccount according to the role you assigned.

Club-level roles you can assign

Based on the configured subaccount_roles in mt/fixtures/roles.yaml, these club-level roles can be assigned to users:

Role title	Role key	Description
Race Organiser	CLUB_RACE_ORGANISER	Manage all club races
Team Leader	CLUB_TEAM_LEADER	View team entries and manage competitors
Club Administrator	CLUB_ADMIN	Manage club settings and users

Security best practices

When assigning access, follow least-privilege principles:

• Only grant the minimum role needed for the user’s current tasks.
• Prefer Team Leader for read and entry-management workflows where full race administration is not required.
• Reserve Race Organiser and Club Administrator for trusted users who need those broader permissions.
• Review role assignments regularly and remove access that is no longer required.
• Remove or downgrade access promptly when responsibilities change.

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Payment providers

Payment providers for subaccount-owned races are managed from the subaccount’s own settings page. Use the relevant payment-provider section there to connect the account for that subaccount.

Stripe

To connect Stripe for a subaccount:

1. Open the subaccount settings page.
2. Go to the Stripe Account section.
3. Click Connect with Stripe.
4. If you are not already signed in to Stripe, log in when prompted.
5. Complete the Stripe connection flow to securely link your Stripe account to the subaccount.

Once connected, races created under that subaccount can enable Stripe in their race settings.

PayPal

To connect PayPal for a subaccount:

1. Open the subaccount settings page.
2. Go to the PayPal Account section.
3. Click the Connect button.
4. If you are not already signed in to PayPal, log in when prompted.
5. Complete the PayPal connection flow to securely link your PayPal account to the subaccount.

Once connected, races created under that subaccount can enable PayPal in their race settings.

SumUp

SumUp is currently only supported for subaccounts.

To connect SumUp for a subaccount:

1. Open the subaccount settings page.
2. Go to the SumUp Account section.
3. Click the Connect button.
4. If you are not already signed in to SumUp, log in when prompted.
5. Complete the SumUp connection flow to securely link your SumUp account to the subaccount.

Once connected, races created under that subaccount can use SumUp for online payments and card-reader payments where supported.