Learn how to invite and manage members in your Veo Clubhouse. This guide covers how to send invitations, what to do if someone didn't receive their invitation, how to resend or cancel a pending invitation, change a member's role, permission level and jersey number, mark a primary captain, and remove a member from a team.
Requirements
- You must be a Clubhouse admin or have Admin rights for the team
- A team must be created before you can invite members to it. Learn more here: How to create teams
Access the members list
Every action in this article starts from the team's members list.
- Log in to your Veo account at app.veo.co
- In the left-side panel, select your Clubhouse. If you're part of multiple Clubhouses, make sure you're in the correct one
- Click Teams, then select the team where you want to manage members
- Scroll to Members to see the full members list
The members list shows each person's name and email, their role, their permission level and their jersey number. Every row has a Manage button on the right. People who haven't accepted their invitation yet are listed by email address only, with no name and no role.
What you can change in the Manage panel
Click Manage next to any member to open their panel. This is where you change everything about that person:
- Role — Coach, Player, or Other. For more info, check: Understanding roles and permissions in Veo Clubhouse
- Permission — the member's access level: Team Admin, Team Editor or Team Contributor
- Jersey number — the player's shirt or squad number, shown only for members with the Player role
- Mark as primary captain — an on or off toggle, shown only for members with the Player role
- Remove member — behind the three dots next to the member's name, at the top of the panel
Nothing is saved until you click Save changes.
How to invite members
Inviting members allows your team to start tagging highlights, sharing coaching clips, and receiving notifications for new recordings.
In the Members section of your team, click + Invite members in the upper right corner.
If the team is currently empty, you'll see this screen instead:
Note: The number of users you can invite depends on your subscription plan, and the Starter plan has a lower limit than Team and Club. Clubhouse/Team admins count as users too. Learn more here: How to choose the right Veo plan and add-ons for your team.
Choose your invitation method
After clicking the invite button, you can choose between two methods:
- Invite via email: Best for inviting individuals. Enter their email addresses, choose their role and permissions, and send the invite. The member must accept the email and select their role (Coach, Player, Other) to join
- Invite via link: Ideal for inviting an entire roster at once. Select a default role and permissions, then copy and share the link with your members
Note: Everyone who joins a team needs a Veo account. When a new member opens the invitation, they land on the Get started with Veo sign-up page. They fill in their first name, last name, email and a password, accept the terms and click Create account. If they already have a Veo account, they should click Log in at the top of that page instead of creating a second one.
Note: Invitations expire after seven days. If an invitation expires, send a new one or generate a new link.
Track invitations
You'll receive a confirmation email when an invite is accepted. You can also check the status of every invitation in the members list, under Teams > your team > Members. Invites that haven't been accepted yet appear as "pending".
Resend or cancel a pending invitation
You can send the invitation email again, or cancel it, at any time before the person joins.
- Go to Teams > your team > Members and find the pending person. They're listed by email address
- Click Manage on their row
- Click the three dots next to their email at the top of the panel
- Select Resend invitation to send the email again, or Remove member to cancel the invitation
Invitation not received
What you can do depends on whether you sent the invitation or are waiting to receive one. Most of the fixes are in the hands of the admin who sent it.
If you're waiting for an invitation
These steps are for the person who was invited. You can't resend or change an invitation yourself, so if these checks don't help, the admin who invited you needs to act.
- Check your spam or junk folder
- Confirm with your coach or team admin which email address they used to invite you. If you have more than one email address, check all of them
- If the invitation is more than seven days old, it has expired. Ask the admin to send a new one
- If you still can't find it, ask the admin to resend the invitation or to share an invitation link with you instead
Note: Only a Clubhouse admin or a member with Admin rights for the team can send, resend or cancel invitations. If you don't know who that is at your club, ask your coach.
If you sent the invitation and the member didn't receive it
These steps are for the Clubhouse admin or team admin who sent the invitation. Work through them in order.
- Ask the member to check their spam or junk folder
- In the members list, check that the email address is spelled correctly. If it's wrong, remove the pending invitation and invite the member again with the correct address
- Check that the invitation still shows as "pending" and was sent less than seven days ago. If it has expired, send a new invitation
- If the address is correct and the email still hasn't arrived, use Resend invitation as described above
- If the member still can't find the invitation, contact Veo Support and tell us the team name and the email address you invited
Tip: An invitation link shared in your team chat avoids email delivery problems altogether. It's also the quickest way to invite a whole roster.
Change a member's role or permission
You can change what a member is (Coach, Player or Other) and what they're allowed to do, at any time as your team changes.
- Go to Teams > your team > Members and find the member in the list
- Click Manage on their row
- Open the Role dropdown and select Coach, Player or Other
- Open the Permission dropdown and select Team Admin, Team Editor or Team Contributor
- Click Save changes and wait a few minutes for the changes to apply
Note: The Save changes button stays inactive until you change something in the panel.
Set a jersey number or mark the captain
A player's jersey number, also called the shirt or squad number, is set in the same panel as their role. The captain marker is there too.
- Go to Teams > your team > Members and click Manage next to the player
- Type the number in the Jersey number field
- Turn on Mark as primary captain if this player is the team captain
- Click Save changes
Note: The Jersey number field and the Mark as primary captain toggle only appear for members whose role is Player. If you can't see them, set the member's role to Player first.
Remove a member from a team
Admins can remove any member, including people whose invitation is still pending. Removing someone frees up space in the team and in your plan.
- Go to Teams > your team > Members
- Find the person you wish to remove
- Click Manage on their row
- Click the three dots next to their name at the top of the panel and select Remove member
- Confirm the action in the pop-up window
Best practices
- Regularly review roles during roster changes or at the start and end of a season
- Remove users who are no longer with the club to stay within your plan's user limits
- Directly manage join requests from users who find your team independently. Learn more: How to approve or decline team membership requests
FAQs
Go to Teams > your team > Members, click Manage next to the person, click the three dots next to their name at the top of the panel, select Remove member and confirm. This also works for people who haven't accepted their invitation yet, and cancels the invitation.
Go to Teams > your team > Members, click Manage next to the pending person, click the three dots next to their email at the top of the panel and select Resend invitation.
Ask them to check their spam or junk folder first. Then check the email address in the members list. If it's misspelled, remove the invitation and invite them again with the correct address. If the address is correct, use Resend invitation. Invitations expire after seven days, so send a new one if the original is older than that. If nothing arrives after resending, contact Veo Support.
Check your spam or junk folder, and confirm with your coach or team admin which email address they used. If you still can't find it, ask the admin to resend the invitation or to share an invitation link with you. Only an admin can resend or change an invitation, so they need to take this step.
Only Clubhouse admins and members with Admin rights for the team can invite people. The team also needs to exist first. If you're not an admin, ask your Clubhouse admin to send the invitation or to give you Admin rights.
Yes. Joining a team requires a Veo account, so the invitation opens the Get started with Veo sign-up page. New members enter their first name, last name, email and a password, accept the terms and click Create account. They're then taken into the team, and you'll see them in the Members list.
Note: Members who already have a Veo account should click Log in at the top of that page and sign in with their existing email, rather than creating a second account.
Yes. Every member of a team needs their own Veo account. Creating one is free and takes a moment: they open the invitation, fill in their details on the sign-up page and click Create account. They don't need a subscription of their own — they use yours as part of your team.
Jersey number and Mark as primary captain only appear for members whose role is Player. Set the role to Player in the Manage panel and the two fields will appear. This is also why they're missing for someone whose invitation is still pending: they haven't chosen a role yet.
The Role field isn't editable while an invitation is pending, because members choose their own role (Coach, Player or Other) when they accept. Once they've joined, you can change their role from the Manage panel.
Save changes only becomes active once you've changed something in the panel. If you haven't edited the role, permission, jersey number or captain toggle, there's nothing to save.
You can assign members as Coaches, Players, or Others. Roles determine the specific access and permissions the member has within the team.
Note: Only players can create a Player Profile and be tagged in clips.
It depends on your subscription plan. The Starter plan has a lower user limit than Team and Club, and the limit is counted per camera. Check the exact number for your plan here: How to choose the right Veo plan and add-ons for your team.
Note: Clubhouse admins take up a user seat too, even if they're not assigned to a specific team. Once your plan's user limit is reached, you can't add more people to any team.
It no longer works. Send a new email invitation, or generate and share a new link, to invite the member again.