Admin Space
The Admin space is reserved for organization administrators. It lets you manage everything that spans the whole organization: users, sector roles, catalogue.
An organization administrator has access to all the spaces in their organization (Admin, Logistics, Sector) — the space selector lets you switch between them.
My organization
From Settings, edit your organization's information (name, logo, address) and connect the Gmail account used to send transactional emails (invitations, notifications).
Editions
An edition represents one occurrence of your event (e.g. "Nyon Triathlon 2026"): name, year, start/end dates, race days, and whether it's active. It's the starting point before using any logistics module — every request, order, distribution... is tied to an edition.
When creating (or editing) an edition, you can also assign members to sectors directly for that edition (sector, person, sector role), without having to go through each user's individual profile.
Starting from an existing edition
Rather than a blank page, creating an edition offers the option to start from an existing edition: check the modules to carry over (Locations, Check-lists, Budget Envelopes, Events and Legs, Race Schedule, Own Vehicles, Material Requests) — each shows the number of items it would carry over before you confirm, and some chain automatically ("Requests" requires "Locations", for example). Dates are recalculated based on the new edition's first race day.
The catalogue and all operational data (orders, invoices, receipts, returns, incidents, stock movements) are never copied — they're either data already shared, or records from the past specific to the source edition. An edition can only be duplicated once toward the same target.
Full step-by-step guide, with or without duplication: see the tutorial →
Users
Invite new users by their Google email address, and assign them one or more global roles — these are cumulative — or membership in one or more sectors (see below).
It is not possible to remove the organization administrator role (or suspend or delete the account) from the organization's last remaining administrator — appoint a replacement first.
Sectors
Sectors (Transition, Swimming, Aid Station...) are specific to your organization: name, short code, color (used in schedules), and active status. They can be organized into a hierarchy (parent sector) — handy for grouping several sub-sectors under the same zone. This hierarchy is also displayed as a visual organization chart (exportable as PNG/PDF) from the page of the same name.
Global roles
Global roles (level 1) determine what a person can do in the application, regardless of which sectors they belong to. They're managed from Roles, a matrix where each row is a domain (Requests, Invoices, Vehicles…) and each column an action.
Three families coexist:
- System roles — organization administrator, logistics coordinator, logistics assistant. Their permissions can be adjusted, but they can't be deleted.
- Committee roles, created along with your organization: chair, treasurer, and manager roles for races, bibs, volunteers, sponsors, security, transport, and communications. Each comes with a set of permissions matching its function — an overview and exports for the presidency, invoices and budget for the treasury, the race schedule for the races role, and so on. The full list is in Who can do what.
- Roles you create with the New role button, if your committee has functions that don't fit any of the above.
Committee roles and your own can be freely edited and deleted: nothing forces you to keep a "Sponsors manager" role if nobody holds that function. Deleting a role doesn't delete accounts — the people affected simply lose it.
In the Access group of the matrix, the Logistics Space box grants access to the back office. A role without it checked can have every other box checked: the person will still land on an "Access denied" message when logging in. Committee roles have it checked by default; keep this in mind for any role you create yourself.
Some actions remain tied to logistics roles, no matter what the matrix says: planning and carrying out distributions, receiving deliveries, viewing a supplier's contact details. Equipment is logistics' responsibility. For a committee member to act on it, add them the Logistics Assistant role alongside their own — roles are cumulative.
Sector roles
Where global roles say what a person can do, sector roles (level 2) say on what data — they're attached to a sector and an edition. They too are defined per organization: you can create, edit, or remove roles as needed, each combining two independent capabilities:
- Supervisor: receives supervision notifications and request reminders for the sector.
- Can submit requests: can create an equipment request; without this capability, access to the sector is read-only.
Four system roles are pre-configured when the organization is created (locked key, cannot be deleted): sector manager, sector assistant, sector member, external sector member. You can create others based on your organization's needs.
Bibs, refreshments, aid stations, announcer… : create a sector and appoint a manager there, rather than a global role per function. A global role is only needed for what goes beyond a single sector (seeing the whole budget, generating exports, building the race schedule). This is also why the default "Bibs manager" role is deliberately lightweight: the real work happens within its sector.
Catalogue
Managing the catalogue (products, categories, archiving) is done from this space.
Suppliers & sponsors
Your partners' records (contact details, contacts, IBAN, correspondence language) are managed from this space, whether it's a supplier (used in Orders & Quotes) or a sponsor (linked to a sponsor contract) — both share the same address book, distinguished by their type.
Customization & automations
Still from the Admin space:
- Document customization: logo, layout, and numbering for invoices and purchase orders — see Invoicing.
- Bulk import: products, categories, and locations via an Excel/CSV file — see Catalogue and Locations.
- Daily board: configuration of the public event-day display screen — see Logistics space.
Full step-by-step guide: see the tutorial →