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?
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.
Managing users
Subaccount admins can invite additional users to access the same club or subaccount.
To invite a user:
- Open the subaccount administration or settings page.
- Click the Invite button.
- Enter the user’s email address and select the access or role you want to grant.
- 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.
Email and SMS templates
Subaccount admins can create and manage their own email and SMS templates for use when sending messages to competitors in club-owned races. These are found under Settings on the club home page.
Templates you create here belong to your club only - you cannot view or edit your organisation’s shared (global) templates, or those belonging to other clubs. When composing a message for a race owned by your club, both your club’s own templates and your organisation’s shared templates are available to choose from.
Email templates
Available to every club - go to Settings > Email Templates from the club home page.
Email templates define the layout and content of emails sent to competitors. Templates use template tags to personalise messages with entry-specific information such as competitor names and race details.
| Field | Description |
|---|---|
| Title | A descriptive name for the template - must be unique within your club |
| Description | An optional description of what the template is used for |
| Type | The type of object the template is associated with: Order, Entry, Crew Member, Team or Result. This determines which template variables are available and how the message is addressed when sent. |
| Subject | The email subject line |
| HTML content | The body of the email in HTML format, with template tags for personalisation |
While editing a template you can use the preview panel to see how it will look for a real order, entry or other record from one of your club’s races.
For information about how to send emails using these templates, see Sending emails to competitors. For a complete list of all available template tags, see the Email and SMS Template Tags Reference.
SMS templates
The Settings > SMS Templates option only appears once SMS messaging (Twilio) has been connected for your club or organisation - not all organisations have SMS turned on. If you don’t see this option and believe you should, contact your organisation admin.
SMS templates define the content of text messages sent to competitors. Like email templates, they use template tags to personalise messages with entry-specific information.
| Field | Description |
|---|---|
| Title | A descriptive name for the template |
| Type | The type of object the template is associated with: Order, Entry or Crew Member |
| Body | The text content of the SMS message, with template tags for personalisation |
| Fixed content | Tick to prevent the message body from being edited when composing messages using this template. Intended for pre-approved message templates that must not be altered - for example WhatsApp templates that require approval before use. |
For a complete list of all available template tags, see the Email and SMS Template Tags Reference.
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:
- Open the subaccount settings page.
- Go to the Stripe Account section.
- Click Connect with Stripe.
- If you are not already signed in to Stripe, log in when prompted.
- 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:
- Open the subaccount settings page.
- Go to the PayPal Account section.
- Click the Connect button.
- If you are not already signed in to PayPal, log in when prompted.
- 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:
- Open the subaccount settings page.
- Go to the SumUp Account section.
- Click the Connect button.
- If you are not already signed in to SumUp, log in when prompted.
- 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.