Access to the EOS platform is possible based on an email address and a created password. EOS differentiates between two types of access – member access and representative access. The member themselves has their own access (if they already have their email address), and their representatives, typically parents, also have their own access to the platform. They are then linked to the member they represent.
The ages at which the platform considers a member to be an adult can be set individually by each organization. The default setting for the two key ages is 16 (the so-called age for data changes) and 19 years (legal age). You can check the age settings for your platform in the section Administration > Settings > Platform Configuration. If needed, we can change these ages for you – just write to support@eosclub.app.
This is the age limit after which a member can independently change their contact and other information or send requests for changes. It’s also the age from which a member can give consents on their own (although this depends on the specific consent setup). Related to this is the fact that as long as a member is below this age limit, the first login to the platform requires access from a representative who handles the data and consents. Therefore, during the initial import of members, it is necessary to upload the representative's email address as the contact email for children below this age limit. This representative will go through the process and can then invite their child, or someone from the organization's administration can do it.
This is the age of majority for the purposes of the EOS platform – the age until which at least one representative's contact details are required for a member.
Considering the default age limits of 16 and 19, these variants are possible:
A member older than 19 years has their membership access and doesn’t need to specify a representative.
A member between 16 and 19 years has their membership access and must specify at least one representative, who may or may not have active representative access.
A member younger than 16 years has their membership access and must specify at least one representative, who must also have active representative access.
A member younger than 16 years does not have membership access and is represented by one or more representatives, who each have their own access.
Managed in the member details under Management > Members. On the row with the name User of the member, you can see:
Button Invite Member (when they don’t have access created and no one has sent them an invitation).
Yellow-colored email address (an invitation has been sent to them, but they haven’t completed the invitation process yet. Hovering over this address shows the date and time the invitation was sent). This status is also indicated by a yellow dot next to the member's name in the member list.
Green-colored email address (the member has an active user access created). The only thing that could prevent them from logging in would be a situation where they are a child, and their representative must log in first (see above).
If something went wrong (sometimes it happens that a parent accidentally creates a member access instead of a parental one), you can cancel the invitation here and resend it, or completely remove the member access and start over.
If a member is younger than the decisive age, you'll find the representative management section at the bottom of the member details. There, you'll see the representative who received the invitation on behalf of the member, completed it, and selected that they are the representative. Alternatively, you can manually create a representative here and send them the invitation. A member can have multiple representatives, each with their own access. Hovering over the icon before the representative's name shows whether or not the representative already has an active user account or if an invitation has been sent to them. Especially for members between the age for data modification and the decisive age, there may be representatives without active access—only recorded with their contact information (red icon). Once a member surpasses the decisive age threshold, it's no longer required for them to have a representative record.
If one of your members (athlete, coach, secretary) is also a representative of a child who is also a member of the organization, the representative only needs one user account for everything. They just need to be invited to the platform both as themselves and as the child under the same email address. The accounts will be linked, and the representative will be able to easily switch between themselves and the child.
The same applies as in the previous paragraph – one representative can be assigned to multiple children under the same email and switch between them.
Sent invitations (and other emails from the platform) can be tracked conveniently in the Email Log. There, you can also see if they were delivered correctly and read.
