How to Add Staff to Your WPN Account and Manage Roles

As your store’s organized play program grows, you may want to involve additional staff members to help schedule and run events. Wizards EventLink allows WPN store owners to add staff to their store account and assign different permission levels (roles) such as Store Admin or Scorekeeper. Managing staff roles ensures each person has the appropriate access: owners and admins can organize events and manage settings, while scorekeepers can focus on running events. This article will guide you through adding approved staff members to your WPN account in EventLink and explain what each role (Store Owner, Store Admin, Scorekeeper) is permitted to do.

 

Adding Staff Members in Wizards EventLink

Only the Store Owner or a Store Admin can add new staff to a WPN store account. Make sure the person you want to add has a Wizards Account (the account they would use to log in to EventLink). If they don’t have one yet, have them create a Wizards Account first. Once that’s done, follow these steps to invite or add a staff member:

  1. Log in as Store Owner or Admin. Sign in to Wizards EventLink using your Store Owner account (the primary WPN account holder) or a Store Admin account. These roles have the permission to manage staff. If you only have Scorekeeper access, you will not be able to add staff.
  2. Open the Store Settings menu. On the EventLink main page (calendar view), click on Store Settings in the navigation (usually found at the bottom left of the screen). This opens your store’s settings interface.
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  3. Go to the Staff Permissions tab. At the top of the Store Settings page, you will see multiple tabs or sections. Click on Staff Permissions. This section is specifically for managing your store’s staff and their roles. Here you’ll see a list of current staff members and their assigned roles for your store.
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  4. Add a new staff member by email. In the Staff Permissions tab, find the input field. It will say “Add staff by Wizards Account Email”. Click into that field and enter the email address associated with your new staff member’s Wizards Account. Double-check the spelling of the email (it must match their Wizards Account exactly). After typing the email, press Enter.
  5. Confirm the invite/send the addition. Once you press Enter or Add, EventLink will attempt to add that user to your store’s staff list:
    • If the email is valid (i.e., there is an existing Wizards Account with that address), the user will be added to your staff list immediately in a pending state. In many cases, they are instantly considered an “approved staff” for your store.
    • The new staff member may receive an email informing them that they’ve been added as staff for your store. They can now log in to Wizards EventLink and should see your store in their account.
    • If the email entered is not associated with a Wizards Account, you’ll get an error notification. In that case, ask the person to create a Wizards Account first, then try adding them again.
  6. Assign the appropriate role. After adding the new staff member’s email, their name or email will appear in the staff list on the Staff Permissions page. Initially, they might be added with a default role (often as a Scorekeeper). You can now set their role:
    • Click on the role dropdown menu or selection next to the new staff member’s name.
    • Select Store Admin if you want this person to have full administrative capabilities (able to schedule events, add other staff, etc.), or choose Scorekeeper if this person should only have limited access to run events.
    • The role will update immediately once selected. You should see the role label next to the person’s name change to the one you chose.
  7. Verify the staff addition. Make sure the new staff member now appears in the list with the correct role designation. For example, you might see “JaneDoe@example.com – Scorekeeper” or the person’s name with “Store Admin” next to it. This confirms they have been successfully added. The next time that person logs into EventLink, they will have access to your store’s event calendar and functions according to their role.
  8. Repeat for additional staff as needed. You can add multiple staff members by repeating the above steps for each person’s email. Each added member of your staff will need to be assigned a role individually.

Managing existing staff

On the Staff Permissions page, you can also manage current staff. If you need to change a staff member’s role, use the dropdown next to their name to switch them from Scorekeeper to Store Admin or vice versa (only Store Owners or Admins can do this). To remove a staff member, look for a remove button next to their entry and click it likely be asked to confirm the removal. Removing a staff member will revoke their access to your store in EventLink.

 

Understanding Staff Roles and Permissions

Wizards EventLink defines three levels of staff roles for WPN stores: Store Owner, Store Admin, and Scorekeeper. Each role comes with specific permissions to ensure your team can help with events while maintaining proper oversight. Here’s a breakdown of what each role can and cannot do:

  • Store Owner: This is the primary account holder for the store’s WPN membership. The Store Owner role is set by Wizards of the Coast Retail Support when your store is onboarded (usually the person who applied for WPN membership and provided ownership documentation). The Store Owner has full permissions in EventLink:
    • Can schedule new events and edit event details.
    • Can run events (use EventLink to start events, enter results, end events, etc.).
    • Can add or remove staff members and assign roles (including appointing Store Admins or Scorekeepers).
    • Can update store information such as contact details and preferred distributor.
    • Can request off-site event locations to be added to the account.
    • Essentially, the Store Owner can perform all administrative and organizational tasks in EventLink for that store. This role should be held by an actual legal owner.
  • Store Admin: The Store Admin role is for managers or senior staff who need high-level access, second only to the owner. Store Admins are added by the Store Owner or by another existing Store Admin. A Store Admin has nearly all the same permissions as the Store Owner, with a few exceptions:
    • Can schedule and manage events (create events, edit them, cancel if needed, and run events on the day).
    • Can start and run events in EventLink (input match results, pairings, etc., just like the owner can).
    • Can invite new staff members to the store account and remove staff (except they cannot remove or change the Store Owner).
    • Can assign roles to staff (promote a Scorekeeper to Store Admin or vice versa).
    • Can request off-site event locations via the EventLink interface.
    • Differences from Store Owner: Store Admins generally cannot change certain store profile details that are locked to the owner (for instance, they might not be able to change the store’s name or ownership info, and they cannot remove or replace the Store Owner). However, for day-to-day event operations and staffing, Store Admins have the same capabilities as the owner. This role is ideal for a trusted store manager who helps run events.
  • Scorekeeper: The Scorekeeper role is a limited access role intended for staff who run events but do not organize them. Scorekeepers are added by the Store Owner or a Store Admin. Their permissions include:
    • Can view the event calendar for the store and see event details.
    • Can run events that have been scheduled (for example, on event day, a Scorekeeper can check players in, start the tournament, enter match results, drop players, and finalize the event results in EventLink).
    • Cannot schedule new events or edit event settings. The Scorekeeper cannot create events on the calendar – that must be done by an Admin or the Owner beforehand.
    • Cannot manage other staff or access store settings. They won’t have the ability to add/remove staff or change any store profile information.
    • Think of Scorekeepers as event operators. They handle the tournament logistics on the day of the event but rely on Admins/Owners to set up those events ahead of time. This role is great for a volunteer or employee who judges or administrates events without needing full admin rights.

Summary of Permissions

  • Store Owner: Full control (all event functions, all staff functions, all store settings).
  • Store Admin: Nearly full control (all event functions, staff management, off-site requests; cannot change the Store Owner or certain core info).
  • Scorekeeper: Event-running only (can manage live events but cannot create events or modify settings).

By assigning these roles thoughtfully, you can involve your team in running Magic: The Gathering events and other WPN activities while maintaining proper oversight. For example, you might have yourself as the Store Owner, a couple of trusted employees as Store Admins to help schedule and coordinate events, and several part-time helpers or judges as Scorekeepers to assist during events.

Always keep your staff list up to date. If a staff member leaves your store or no longer needs access, remove them from your WPN account promptly to maintain security. Likewise, update roles if someone’s responsibilities change (for instance, promote a Scorekeeper to Store Admin if they take on more organizational duties).

With EventLink’s staff management and clear role permissions, running events becomes a team effort that’s still under your control. Add your team members, assign the right roles, and enjoy smooth event operations in your WPN store!