MeetDirector Online · Knowledge Base
For coaches and team admins: approving coaches who ask to join, adding or inviting them yourself, handing over the team-admin role, appointing meet directors, and your club's timing vendors.
Your club manages its own staff list. You don't need to email us every time a new coach joins — you can approve them, add them, and remove them yourself.
Who's the team admin? Whoever creates the club, or the first coach to join a club that has none, becomes it automatically. There's one per club, and it can be handed over at any time.
Club set up for you by your timing company? If you joined through their invitation, you're the team admin already — everything on this page is yours. See Timing vendors.
You'll see Requests to join, Current coaches, an Add a coach box, and Former coaches. If you're the team admin, there's a Meet directors section at the bottom.
When a coach picks your club from their own portal, their request shows up under Requests to join with their name and the date they asked.
Check the name first. A coach of your club can see your whole roster — including birthdates and USA-Swimming numbers — and can enter your swimmers in meets. If you don't recognise the name, check with your head coach before approving.
Usually faster than waiting for them to find the site and request access.
They'll get a "you're approved to coach [your team]" email.
Use Invite a coach (no account yet) instead: type their email and click Send invitation. They get a sign-up link, and when they register through it they join your club automatically — you don't need to add them afterwards. Outstanding invitations are listed under Invitations sent, where you can Withdraw one.
The link works only for the address you sent it to, once, for 30 days. If they register under a different address, the link won't connect them — invite that address instead.
Each coach row gives you:
The team admin's own row has no Deactivate button. If a team admin is leaving, transfer the role first, then deactivate them.
A meet director can set up and run your club's meets — create and host meets, open and close entries, and manage meet payments. They don't get access to your roster or your swimmers' details.
Because this role reaches your meets and your money, it stays with the team admin — a regular coach can't grant it, or withdraw a meet director's invitation.
A timing vendor is a timing company that runs meets for your club. Once your club approves one, its staff can set up and manage the meets your club hosts. They never see your roster and are never on your staff.
From the Coach portal, open the Timing vendors tab and use Invite a timing vendor — search for the company, pick your club and click Invite. If the company asked first, its request appears under Requests for any coach to Approve or Reject.
Some timing companies put a customer's club on MeetDirector themselves and invite the person who'll run it. If that's how you arrived, the club is yours: you're its team admin, and everything on this page applies. The company stays your timing vendor — the Timing vendors tab shows it with "Set this club up on MeetDirector for you" — but it can't add or change anyone on your staff once you're here.
If your meets collect entry fees online, set up your club's payouts yourself (Coach portal → Payouts). They're in your club's name, so your timing company can't do it for you. Set up payouts takes you to Stripe's own pages for your club's details and bank account. Afterwards your club can sign in to its Stripe Dashboard to see payments and payouts. A club that connected before October 2026 keeps the Stripe account it already has.
The team admin can end a timing vendor's access at any time:
The company is told by email, and can no longer set up new meets for your club or manage its other meets. Meets already recorded as theirs stay theirs to finish, so a meet they're partway through running isn't left stranded. To work with them again, approve their next request or invite them.
Their history stays intact — meets they ran, files they uploaded — and they're listed under Former coaches in case they come back.
A coach says they requested access, but I don't see it. They may have picked a similar club code. Ask them which team name and code they chose.
I don't see the "Coaches & staff" tab. You're not an approved coach of that club yet — your own request may still be pending.
I don't see "Make team admin", "Meet directors" or "End relationship". Those are team-admin only. Ask your team admin, or contact us.
Someone I invited says the link didn't work. It only works for the exact address you sent it to, and only once. Check which address they signed up with, and send a fresh invitation if needed.
Our team admin has left and nobody can transfer the role. Contact support — we can reassign it.
I approved the wrong person. Deactivate them. It takes effect immediately, and you can reinstate them if it was a mix-up.
Open a support ticket from the Coach portal, or email support@meetdirector.online with your team code and what you're trying to do.