Introducing SAP Sports One User Management

Effective user management in SAP Sports One is vital for ensuring that all team members have the right access to shared information. By creating user accounts, you enable players and staff members to collaborate seamlessly, keep essential processes well-documented, and maintain a cohesive system where everyone can access the data they need for optimal performance.

To create a user, the person must already be set up in SAP Sports One. For details on how to do this, please refer to the lesson Introducing Persons in SAP Sports One. Please note, that you will only be able to create users for persons who have an active internal team assignment to your club.

Once you have all the necessary roles and permissions, you can create users in SAP Sports One. This can be done in the Admin area. Click on Admin and select Users. Use the filter or search bar to find the person, then click on the three dots next to their name.

To create a user, you need to assign a userID. For example, if the person’s name is Max Mustermann, you could use a userID like MUSTERMANNMAX or MUSTERMANNM. You also need to provide the person’s email address. It is advisable to use a club email rather than a personal one. Click Save to proceed. The person will then receive an email with a link to activate their user account. This Activation link is valid for 14 days.

Additionally, you can define the period, during which a person can access SAP Sports One. This is especially useful, when you already know that a person's contract ends, and you'd like to ensure that the person can't use SAP Sports One after leaving. To do so, go the Activation tab and enter a time span. In this section, you can also deactivate a user account – we will cover the off boarding process later in this unit.

You can also assign specific roles to the user that match their position within your organization. Based on the roles assigned, the user will receive certain permissions, which you can further fine-tune. For example, you can grant additional permissions to view (read) or write (change) data in SAP Sports One.

Roles and permissions can be adjusted at any time in SAP Sports One by the admin.

The target groups for team management have different roles and areas of responsibility that they assume in the club. This is associated with their own area of responsibility, which is linked to special individual permissions. This role and authorization concept of sports clubs can also be fully mapped in SAP Sports One.

If you have the required role and the permissions, you can manage roles and permissions in SAP Sports One at Users in the Admin section.

Here, select the user to whom you would like to assign a new role or permissions. To do this, use the search bar or the advanced filter option. Once you have found the respective user, choose the ellipsis (…).

In the Roles section, you are now able to assign roles to the user. The newly assigned roles will be used for the entire SAP Sports One system. Depending on the selection, the roles are already linked to specific permissions. A team manager for example has some permissions for Person/Teams but not for Scouting.

Depending on the role assigned, it is possible that different permissions are needed. These additional authorizations can be assigned via the permissions of the respective areas. Read and write permissions can be granted for each area of SAP Sports One. In addition, a distinction can be made between the authorizations for each team within the club.

A practical example for the distinction in permissions within a club is the separation between professionals and youth teams, as well as between men and women teams. For instance, staff in the youth performance center (NLZ) have access to the master data of youth players but do not have permission to view the data of professional players. This differentiated assignment of permissions ensures that sensitive information is only accessible to the respective groups, thereby maintaining data integrity.

Following this example, the user can view relevant information for all players but has only the write permission for professionals.

To ensure successful team management, it is essential to have the flexibility to work while on the go. In the fast-paced world of sports, where teams are constantly traveling for games, training camps, or tournaments, having access to critical information and making quick decisions is vital. This is where SAP Sports One comes into play.

With different mobile app like SAP Team One, SAP Sports One offers a solution that enables staff members (like team managers or admins) to efficiently manage their teams from anywhere. Whether it's updating player information, reviewing training schedules, or maintaining seamless communication within the team, the app ensures that all key functionalities are available on the move. This flexibility and responsiveness are crucial for achieving success in the highly competitive sports environment.

As soon as the admin of your club has created your user, you will receive an email asking you to activate your account for SAP Sports One. Only after successful activation, the user can use SAP Sports One and all mobile apps, such as SAP Team One.

For account activation, please check your first and last name as well as your email address. The email address will also be the user name to log in to SAP Sports One or the mobile apps later. Additionally, you need to set your password to activate your account.

After successful activation the user is automatically redirected to the SAP Sports One Welcome Page. Among other important information you will receive an instruction on how to download the SAP Team One app.

After downloading the SAP Team One app for iOS or Android, you should start the automatic setup by clicking on Configure. The input of the server’s name happens automatically in this case. If this field is not filled in automatically, please use your full SAP Sports One system URL, including https:// at the beginning and / at the end.

Example SAP demo system: https://sapsportsone-xxxx.eu10.sportsone.cloud.sap/

To complete the onboarding process of SAP Team One or of other mobile apps, you simply need to enter your email address and password and confirm the login.

Throughout this course, you will receive more information about SAP Team One’s functionalities. Additionally, we provide the SAP Team One Guide. To access the guide, please contact your SAP representative.

In SAP Sports One, creating person groups significantly streamlines the management of permissions and roles. Instead of assigning permissions to each user individually, person groups allow you to manage this process more efficiently. These groups enable you to assign specific access rights and roles to multiple users simultaneously, based on their function or position within the team. This not only saves time but also ensures that all users receive the appropriate permissions needed for their respective roles.

If you have the required role and the permissions, you can create person groups in the Admin area. Click on Admin and select Person Groups. Then click on Add Group. Now, please enter a group name and add the persons you want to become a part of this person group. Optionally you can also fill in a description.

By clicking on Show permissions, you can also manage the permissions for the person groups, assigning not only individual persons but also other person groups. This is especially helpful when initially setting up person groups. We recommend creating an admin person group for the professional and youth teams, which can then be given permissions for all other person groups. This way, managing groups remains straightforward, and permissions will stay intact even if members leave, or previous permission holders are no longer part of the club.

As a best practice, we suggest the following configurations for person groups:

By following this best practice, we can build a hierarchy for person groups that ensures consistent access and a clear structure for access permissions. The hierarchy will look something like this (uncomplete example for illustration).