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General information

User profile

You can access your profile by clicking the Me icon in the top right corner of your web interface or the Profile settings link on your mobile app (for more details refer to the Mobile apps section).

From your profile you can manage:

  • your personal details;
  • notification settings;
  • your roles and role requests;
  • password;
  • your subscriptions.

Managing user permissions and access

To be able to manage users' access and permissions you need to have an Admin or Manager role within your school. Please note a Manager can't provide, revoke or accept admin roles.

As an Admin or a Manager you can manage users permissions to provide them with additional roles without them having to request it, if you want to provide a user with a different role and revoke a current role please ensure you add the new role before revoking the old one, as once a role has been revoked if the user doesn't have any link to your schools Squad in Touch account they will no longer appear within your console.

Accepting user requests

Viewing and managing new role requests is available through the Users > New requests section of your console. All incoming role requests are shown there including those sent by your staff members, parents, and students.

Before accepting a role request you are advised to make sure the request is genuine. Whilst we ensure each user needs to verify their email address and mobile phone via verification codes before being able to send a role request this is your school responsibility to make sure the data a user has specified matches your school records.

You cannot change a user role when accepting their request (eg. accept a user who has requested a Manager role but with a Teacher role). In such a case you will need to accept their request and then;
(1) assign them with a correct role #Providing additional roles
(2) revoke the original role #Revoking access as described below.
When accepting a parental request you will need to select the child that this particular parental user needs to be linked to. The platform may suggest students matching some of the data from within the parental request (like name and surname) to help you quickly find a correct pupil.

When searching for a student you can either start filtering the list of students by reg form and/or house or just start typing a pupil's name or surname from within the Student name field.

When accepting a parental request you may see a warning that this particular parent has already been linked to the selected child. In this case, you can then simply decline a parental request, they will still have their previous access which had been granted prior to the second request.

When a parent needs to be linked to more than one student they can either send multiple requests or you can add required roles from the user management interface (#Providing additional roles).

If you are unsure about any request you can simply decline it or get in touch with the user in question requesting additional information.

If you have an incoming student request you will normally need to select the "Accept and merge" (#Merging students) action rather than just accepting it. It will help you avoid duplicating students on your account. Please make sure you only accept a student role request (and thus create a new student record) if this is a new student and you don't have them within your Squad in Touch account yet.

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If the auto-accepting option is turned on for your school you can still occasionally see new role requests on your console. The reason is that such a request has either come after the last auto-accepting procedure took place or this request could not have been accepted automatically due to not matching the auto-acceptance criteria.

Merging students

When setting up your schools account, we will either be integrating with your MIS database or uploading your students from a file which you provide. Then if you select your students can have their own accounts they can either be activated by us in bulk, or you can allow them to sign up for their own account (see more details - #Student access).

When your students are signing up for their own accounts you need to be particularly careful when accepting their requests, please read detailed instructions on available options below:

  • Accept - select this option only if this is a new student and you don't have a record for them on your Squad in Touch account yet, otherwise you will create a duplicate record for this student. Whilst you will be adding the initial record to the events a real student with an active account will only see an empty calendar rather than the list of events they are involved in. If this student has just been added to your MIS we strongly recommend that you wait until the next synchronisation takes place before accepting their request, once Squad in Touch has synchronised with your MIS you can then activate their role by clicking the Select and merge option.
  • Accept and merge - you will normally need to select this action when accepting student role requests. This action allows you to link an active account a student has created with an existing record. Provided this student has already been added to events they will see their calendar immediately once having been linked.


You can also accept user requests from your mobile app, please see XXX for more details.

Merging parents

When your school has General messages included within your subscription the data of parents from your MIS is used for sending them emails and text messages. Additionally, each parent can have an active account within the system, that will allow them to see their kids' specific calendar, provide their consent, report availability, send absence requests etc.

In order to ensure all previous messages history is kept for a particular parent when they sign up for an account, there is a mechanism allowing you to merge an original account that had been used for sending emails and SMS messages with an active account they create. When you are accepting such a parental request you need to use the Accept and merge action rather than just accepting it. When merging a request with a contact on your account you will need to select a particular record from the list of all your inactive parents.

Providing additional roles

From time to time you may need to assign additional roles to the user; eg. add a role of a coach to the user with a Manager role so that they can switch between all school events and events they have been linked to; link a user with a parental role to another child etc.
You may also need to change a role for a particular user, for instance, make them a School admin rather than a Teacher.
Please be aware that if you need to replace a current user's role you need to assign a new role first and then revoke the one that needs to be removed. Otherwise, a user will just disappear from your account as they won't have any roles within your school and you won't be able to assign them a new role. If this happens please get in touch with our support team and we will be able to help you.

To add a role for a user you will need to go to the Users >All users and then the contacts tab, find a user and select "Add a role" action. You can also assign reg forms and/or houses which relevant members of staff are responsible for. Also, when you are adding a Coach role you will be able to specify activities/sports permitted for this user.

Revoking access

Please be aware that if you need to replace a current user's role you need to assign a new role first and then revoke the one that needs to be removed. Otherwise, a user will just disappear from your account as they won't have any roles within your school and you won't be able to assign them a new role. If this happens please get in touch with our support team and we will be able to help you.

To remove a role from a user you will need to go to the Users > All users and then the contacts tab, find a user and select "Remove a role" action for a particular role.

Pictures Management

Main gallery =

The schools main gallery is where you can add your school photos that will be shown as the main banner slideshow on your Squad In Touch public website. To be able to manage the main gallery pictures you need to have an Admin or Manager role. You can view / add to your main photo album by going to 'School' > 'Gallery'

Event pictures

Adding pictures to the events is available for all members of staff (for Teacher and Coach users there may be limitations in event visibility so they can only add pictures to the events that are visible for them).

Being an Admin or Manager you can also manage permissions for parents and students to be able to post photos as well. You can do it by going to your 'Console' > 'Moderation' tab

A picture can be added either from the web interface or right from your mobile app. When adding a picture using a web interface you can use an emoji icon to hide faces of the children you don't have parental permission for their photos to be taken for.
Pictures visibility presets are described in the table below. Please note that once saved the original photo will not be visible to anyone.

Private This is the automatic setting, if you would prefer it to be one of the others then please let your Squad In touch support manager know. Private means that only the user who uploaded the photo and staff members can view it.
Team members This setting will mean that anyone involved within the fixture / event can see the photo - parents of students involved in the fixture / event, students who have been added to the event, admins, managers, teachers, any coaches who are linked to that sport type / event
Public this means that the photo will appear on your schools Squad In Touch public website.

By default, all pictures added to events are published as private and a member of staff can then change their settings to be set as "Team members" or "Public". Although if you would like default settings for your school to be set as "Team members" please mailto:support@squadintouch.co.uk get in touch] with our support team and we will set it up for you.

Integration

Calendar integration

Squad in Touch can be integrated with your school calendar so that any changes you input into your Squad in Touch account will appear on the integrated calendar. You can integrate with as many calendars as needed.

To integrate with your school calendar go to app.squadintouch > 'Console' > 'Integration' from there you will be able to select which type of integration is your preferred and get it linked to your Squad in Touch account.

We advise that you create a separate calendar on your calendar account (eg. Sport & Extracurricular) and then link it to your Squad in Touch account. To do this you will need to set integration between Squad in Touch and your calendar and then click the Edit button and select a particular calendar you need integration to work with.

Once you have set up integration with your calendar you will need to click the Synchronise button to ensure all the events you have already added to your Squad in Touch account appear on your calendar. This only needs to be done once, all of the events you are adding/changing/cancelling after that will appear on your calendar automatically.

If you need to un-link Squad in Touch from your calendar it is advised that you first use the Unsynchronise button - this will ensure all the events put from Squad in Touch to your calendar disappear from your calendar. Then you can just delete the integration record.

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Please note that integration only works one way - anything you put into your Squad In Touch calendar will appear on the integrated calendar, however not vice versa.

Twitter integration

Once you have integrated with your school/department twitter account you will be able to post Tweets to your Twitter feed right from the event/fixture form. You will also be able to add your Twitter feed to your public website.

Simply go to app.squadintouch > 'Console' > 'Integration' from there you will be able to select which type of integration is your preferred and log into the account.

Linking your Twitter account to Squad in Touch won't automatically put your twitter feed onto your public website. So if you would like it to appear there please get in touch with our support team and we will set it up for you.


Public website and Big screen functionality

Your school public website

Your public website is completely personal to your school, it includes your fixtures and then as much further information as you need. Your team lists will be shown, however they can either be shown as just initials or first name and first letter of surname, no full names will be shown on the website - please note match reports are shown on the website so please limit student data there.

You can add photos, when your public website is first set up, it is set up with generic stock photos, however you can add your own or send some through to us and our graphic team will ensure they look their best on your website


You will be set up with a domain name, when this is set up we try to make it as close to your schools current web address as possible, if you would like to change this then you can do so by going to 'School' > 'Edit' (using the edit pencil) and change it in the section entitled 'domain name' . From this section you can also add a 'Description' this will appear on your public website and if you would like one of these you will need to add it yourself.


You can add any news articles you would like too, these can be added in the 'School' > 'News' section from your log in, we advise you make them look as attractive as possible, to do this you can add a photo into the relevant box.


You can find your public site address by going to the 'School' tab from your log in

Big screen

The big screen functionality is a great feature for any school that has access to a big screen, it will look great in your school foyer or in your PE department area. You can find your big screen link along with your public website link, by going to the 'School' tab from your log in .
The big screen will feature all upcoming events, any recent scores and also photos from recent matches and events. It is a rolling screen so it is a bit like a slideshow