Accounts, roles, and family access

Who does what

If your account holds more than one role, use Switch to in the menu to move between workspaces, for example from your Coach dashboard to your Parent dashboard. Your choice stays in this browser tab while you visit Notifications, Settings, Assigned Events, public tournaments, or Pricing. Dashboard and My Tournaments return to that workspace. Refreshing keeps your choice; another tab can use a different workspace. Signing out clears it.

Hosting and coaching with one login

Use the workspaces already on your account from the Switch to menu. If you are a host who also coaches and cannot see Coach, contact support to review your access on that same account. Coaches who want to host can request host access from the contact page.

If you already have separate host and coach logins, contact support before making changes. Separate-account switching is no longer available. Your existing events, athletes, and purchases stay with their original accounts; they are not automatically combined.

Coaches and hosts who are parents

You do not need a second account or a second email address. Add Parent access to the account you already use and you get a Parent workspace next to your Coach or host workspace.

1. Open your Coach dashboard, host dashboard, or Settings.
2. Select Add Parent access and read the summary of what changes.
3. Confirm. You land on Parent, Athletes, ready to add your children.

Parent access is for adults 18 and older, including adults who already have an athlete account. To remove it later, contact Smart Wrestler support so your children's profiles stay linked to a guardian.

Adding a child without an email

1. Go to Parent, Athletes and choose Add Child Athlete.
2. Enter their name, date of birth, gender, and grade or division. Add their club if you know it.
3. Choose Create Athlete. If no matching profile exists, the child appears on your Athletes page and can be registered for events right away. If a match is found, follow the request-access steps below.

The child has no login of their own; you manage the profile and receive their notifications. When they are older, they can sign up with their own email and, with your approval, claim the same profile and keep all of their results. A second guardian can link to the same child, up to two parents per athlete.

Account lists may show Parent-managed · No email. This child has no email inbox or separate login. Use your own account to manage them; linked parents receive the appropriate family notifications according to their settings. Who receives child notifications.

Give your child their own login later

An athlete with a profile you added can sign up later with their own real email. They can claim that same profile, keeping their results, registrations, and family links. Your approval is required even if the athlete is already 13 or older.

1. The athlete opens Create Account, chooses Wrestler, and enters their own email, password, existing name, and birthday.
2. If the site finds their parent-managed profile, they enter the email of a parent already linked to it. The approval request goes to that parent’s inbox.
3. That parent opens the approval email, signs in with the same parent email, and approves the claim. The athlete can then sign in with the email and password they chose.

If the linked parent email is unavailable or the details do not match, contact support. Please do not make another child profile or change a birthday to get past the message.

A matching athlete profile already exists

If you see this message while adding a child, a profile with the same first name, last name and birthday already exists. No new profile is created and matching details do not give you access.

1. If this is your child, choose Request access. For children under 13, an existing linked parent receives a notification and approves or declines from their dashboard. Athletes aged 13–17 approve from their own account.
2. Follow the request from your Parent dashboard. Your child appears under Athletes after approval. Requests and approvals still follow the child and parent-link limits.
3. If the athlete is already linked to you, choose View your athlete instead of creating another profile.
4. If this is a different child, several profiles match, or Request access is unavailable, contact support. Do not change the child’s birthday or spelling to get past the message.

Both parents keep their own logins and share one child profile after approval. Existing profiles and their history are not automatically merged or removed.

Athletes 13 to 17

Athletes aged 13 to 17 can create their own account with their own email. A parent can link to it by sending a link request from Parent, Link a Wrestler; the athlete approves the request from their own dashboard. If a parent already added your profile, claim that profile instead.

• Parent links are for athletes under 18 whose account is only an athlete account.
• An athlete can have up to two linked parents.
• Links made before an athlete turns 18 stay in place.
• For events that require waivers, a linked parent must register the athlete (see the next section).

Waivers for athletes under 18

Hosts can require a liability waiver, a medical consent, or a media consent. When an event requires any of them, the person registering signs them, so Smart Wrestler checks who that is:

If you see a message that a parent must register you, ask your parent to link to your account (or to add you) and register you from their Parent workspace. Events without waivers can be entered directly.

A valid date of birth is required before signing. Add a missing birthday in Settings; contact support to correct a saved birthday.

Plans by role

Plans are sold per role, and each one unlocks features for that role only, even when one account holds several roles. One account can hold one Coach plan and one Parent plan at the same time; buy each from the Subscriptions page of its own workspace. Current prices are on the pricing page.

Common combinations

• A coach with a Coach plan who adds Parent access: the team is covered; their own children use the Parent free limit or a Parent plan.
• A coach with only a Parent plan: their children are covered; coach analytics and team-wide premium features still need a Coach plan.
• Event passes follow the same rule: a Coach pass covers coaching features at that event, a Parent pass covers your children.
• Ultimate follows the same plan separation: your coached roster needs Coach coverage, and children outside that roster need Parent coverage. Following an athlete does not change which plan covers them.

Registering a team as a coach

• Free events without waivers: register athletes from your roster in one step from your Coach dashboard.
• Events that require waivers: team registration is not available, because a coach cannot sign waivers for athletes. Each athlete aged 18 or older registers themselves, and a linked parent registers anyone younger.
• Paid events: the athlete or a linked parent registers and pays at checkout.

Share the event link with your families so they can register before the deadline. You will still see your athletes on the event roster.

Becoming a host

Creating events is for approved hosts. Contact Smart Wrestler to request host access. After your host account is set up, read the Host Guide to create your first event, connect Stripe for payouts, and add event staff.

Hosts manage only the events they create or are added to. To bring in help for one event, add people as event admin, staff, or volunteer from that event's access page.

Correcting an account type

If you chose the wrong account type, contact Smart Wrestler support. Your existing login, records and payment history can stay on the same account.

Smart Wrestler owners can open Manage Users, search for the person, and choose one of two actions:

• Change account type: choose which current type to replace and the new type. For example, Coach becomes Parent; Coach access is removed.
• Add access: keep the current types and add another. For example, Coach becomes Coach plus Parent.
• Choose Review change. Check the account name, email, access after saving, and the types being removed or added. Confirm only after reviewing the result.
• Resolve any explanation shown before saving. Linked children, team responsibilities, unfinished event entries and current purchases can require you to keep the existing access. Add access is often the right choice when both workspaces are needed.

Parent access is for adults 18 and older. Plans and passes are not transferred or canceled by an account change. Host approval is handled separately, and owner access is preserved. Open pages refresh their access when connected or brought back into view; refresh the page if a workspace still looks out of date.

Approve a child’s signup

If a child under 13 submits their own signup, it stays pending until their parent or guardian approves. The approval email goes only to the parent address entered during signup. A pending signup is not yet an active account, so the child cannot sign in yet.

1. In the parent inbox, open Action Required: Parental Approval for Smart Wrestler Signup and follow the approval link.
2. Sign in using the Parent Email shown on the approval page. Use your existing login if you already have an account with that email. If you have no account, choose Create Parent Account, use that same email, verify it, then reopen the original approval email.
3. Already a coach, host, event helper, or adult athlete? Keep your existing account. If the page asks for Parent access, review the offer and choose Add Parent access and approve. Parent access is for adults 18 and older.
4. Check the child’s name and email. Enter Confirm Parent Password and choose Yes, Approve. If this is not your child, choose No, This Is Not My Child.
5. After approval, the child’s login is ready. For a new signup, their account is created and linked to you. For a claim, their existing profile and history are kept. They sign in with the email and password from their signup and verify their email if prompted. Open Parent, then Athletes, to find your child.

Having trouble approving?

• No email? Check the parent inbox, including spam and promotions. The child’s inbox does not receive the approval email. If the parent email was wrong, contact support.
• Signed in with a different account? Sign out, reopen the original approval email, and use the Parent Email shown on the page.
• Link invalid, already used, or still not working? Contact support with the signup email and the message shown. Do not send passwords or the approval link.
• Reached your child limit? Free Parent access covers up to 2 children; a Parent plan covers up to 4. Review your linked children and coverage before trying again.

Choose the right family setup

If your child has not signed up, you can add a child without an email from Parent → Athletes → Add Child Athlete instead. That route does not need this signup approval email. If a child already has a profile or account, use the existing record rather than creating a duplicate; see managing and linking athletes. Linking an existing teen aged 13–17 is a separate request that the teen approves from their own account.

Two different parents keep their own logins and link to the same child; a child can have up to two linked parents. Existing family links may need approval from the athlete or an already linked parent. If you personally have separate Coach, Host, or Parent accounts, contact support before deleting anything. Accounts and their event, athlete, and purchase history are not automatically merged.

Signup approval creates a login or lets an athlete claim an existing profile. It does not replace event waivers or tournament registration. Coaches and event staff cannot approve a child’s signup on a parent’s behalf.

Common questions