What a School Administrator Account Actually Includes

If you run club sports or student life at a university, you have probably read four vendor pages this week that all said "complete visibility" and none of which told you what was actually on the screen. This is the other kind of page. It is a list of what a school administrator account in TeamBasin can see, what it can change, and — the part that usually goes unwritten — what it deliberately cannot.

If you want the argument for why institutional oversight should work this way rather than the inventory of what ships, that is a separate guide.

First, the shape of the account

A school administrator is not a member of any team. There is no roster row anywhere, which means the account never appears on a roster, never counts against a team's size, and never has to be added to a new club when one forms.

It is one grant, scoped to the school, covering every team at that school — club, outdoor and intramural alike — including teams created after the grant was issued. It is not self-service: a platform administrator issues it, on the reasoning that institution-wide visibility into every club's roster and finances is exactly the kind of access that should require someone else to deliberately hand it over. Grants and revocations are recorded.

One consequence worth stating early, because it surprises people: a team's owner holds more authority over that team than you do. Deleting the team, and a small set of other irreversible actions, are owner-only and stay that way. When you promote someone to owner from the school console, the interface says so plainly before you confirm. An oversight account that could quietly dissolve a student organization would be a different and worse product.

What you can change

Teams. Create a team, edit its details, and manage its membership — add someone already at your school, change their role, remove them. You cannot create an account from here; the person has to exist first. This is also where an intramural program gets created.

People. The school-wide user list, including role changes, removal, and full account deletion. Deletion runs behind a multi-guard database function rather than a plain delete, because it is the one genuinely irreversible thing in the console.

The schedule. This is a real calendar across every team, not a viewer. Click an empty slot to create a practice, game or event for a specific team; an event can target several teams at once. Below it, a read-only "by team" breakdown shows what each team has scheduled, which is the only reliable way to spot a club with an empty calendar — absence has no cell to render in.

Seasons. The school defines the year and every club and outdoor team inherits it, which is what stops two teams from disagreeing about what "2025-2026" meant. The screen names anomalies outright rather than making you find them.

Certification requirements. You define which certifications a team is expected to hold. The individual records are read-only to you; the requirement list is yours.

Branding. A primary colour, accent, display name and logo, set in a form, with a separate override for your intramural program — because in most schools club branding and intramural branding are handled by different offices with different conventions. Also a school-wide notice, and a link to your own receipts platform if you have one, which adds a "submit a receipt" button to every club team's finance page.

P Cards. Your institution's own purchasing cards and who is holding them. There is no counterpart to this anywhere in the club console, deliberately: a P Card is the institution's financial instrument, not a team's resource, so assigning one is a thing only your office can do.

Approvals. A queue that fills when someone signs up with your school's email domain but could not be placed automatically — usually because there was no active intramural program yet. Approve or deny; both are final, and both say so before you confirm.

Interest submissions. Every prospective-player enquiry across every team, with contact details in full, because the entire point of a lead is that somebody gets in touch. You can delete a spam row.

Messages. Each team has one shared thread with your office. It is visible to that team's owner, coaches and officers — never to players — and you can also broadcast a single announcement to every team at once. You never join a team's own chat to do this.

Intramural. Full commissioner authority over every intramural league at the school from the moment the grant is issued: divisions, schedules, standings, brackets, officials, registrations, and resolving a disputed result. No separate league account.

What is deliberately read-only

Attendance. You can see every team's attendance rate and drill into it per person. You cannot mark or change attendance, and that stays with each team's own coach. Rates cover only events somebody actually recorded — an event with no attendance taken counts as unknown, never as an absence, which matters the moment anyone tries to enforce a participation requirement from these numbers.

Compliance. A club-side audit log, an intramural-side audit log (they are genuinely different systems underneath), and a rolled-up view across both, so you are not switching between two disconnected screens.

Certification and waiver records. Track and display. Nothing here gates participation, and the interface does not imply otherwise: "3 not on file" tells you what to follow up on, not what the platform has blocked.

Trips. Officers plan and submit a trip in their own console; this screen is the decision and the handoff. You approve or decline — you cannot edit the content of someone's trip, and there is no control that pretends you can, because the database would refuse the write.

Finance, stated accurately

You get budgets, categories and spending for every team, plus a school-wide rollup, without asking anyone to export anything.

Two details usually glossed over. Donor identities are not on the rollup, which shows totals only — a screen listing every team at once has no business loading every donor at the school with it. They are on an individual team's fundraising page, deliberately: at that point you have narrowed to one team, and those are donors to your own school's program, whom that team's treasurer already sees in full. Reading them is recorded.

And the honest one: a school administrator account holds write permission on team finances, the same as an owner or officer at that school. No screen in the school console currently exposes a finance edit, so in practice this is a capability rather than a workflow — but it is real, and an earlier version of our own documentation claimed the opposite, which is exactly the kind of thing you should be able to hold a vendor to. Every change to a finance record is attributed to whoever made it in an append-only log.

What this is not

TeamBasin is not a facility-booking, membership, point-of-sale or building-access system. Those are the categories most campus recreation suites lead with, and if what you need is turnstiles and locker rentals, you need one of those instead — TeamBasin can sit alongside it.

What it covers is the layer those suites tend to treat as an afterthought: the internal operations of the teams themselves. Roster, dues and a real ledger, gear, waivers, attendance, travel, and the group chat, plus a full intramural program. It is also not an e-signature or waiver-drafting tool; it tracks what was signed through whatever process your school already uses.

The questions worth asking any vendor, including us

• Does the oversight account have to join every team? If it does, the roster is polluted with staff accounts and someone re-does the setup every time a club forms.
• Can it see one person's full record without seeing everyone's? Bulk PII exposure and a specific, logged lookup are different things and should be built differently.
• What can it change that it should not be able to? Ask for the list of things the account is blocked from. A vendor who cannot answer has not thought about it.
• Where does an audit trail actually exist, and who can read it? A log that is looser than the data it audits is not a control.

If your office is currently overseeing club sports through a folder of emailed spreadsheets, request access and we will walk through the console with you.