Skip to main content
SStandShare

Manage external contacts

Admin

External contacts are saved records for operators and coordinators outside of StandShare that your organization frequently shares event rosters with. Once saved, a contact appears in the contact picker whenever you share a roster externally — so you do not have to type the same name and email address every time.

Before you start​

  • Only organization admins can add, edit, or delete external contacts.
  • External contacts are saved at the organization level — all admins in your organization share the same contact list.
  • Adding an external contact does not send them anything. It just saves their information for future use when you share a roster externally.

Add a new external contact​

  1. Navigate to Settings in the main sidebar.
  2. Select External Contacts from the settings menu.
  3. Click Add Contact.
  4. Fill in the contact's details:
    • Name — the person's full name as you want it to appear in the contact picker.
    • Email address — the address where roster share links will be sent.
    • Organization name (optional) — the venue or operator company they work for. This helps you distinguish contacts who have similar names.
    • Notes (optional) — anything useful to remember, such as "Westlake Stadium gate coordinator" or "prefers PDF summaries."
  5. Click Save Contact.

The contact appears immediately in your External Contacts list and in the contact picker when sharing rosters.

tip

A contact's email address is where the roster share link is delivered. Make sure you have the right address before saving — you can always edit it later if it changes.

Edit an existing contact​

  1. Navigate to Settings → External Contacts.
  2. Find the contact you want to update and click their name, or click the Actions menu (three-dot icon) to the right of their row.
  3. Select Edit.
  4. Update any fields you need to change.
  5. Click Save Changes.

Any active roster share links already sent to that contact are not affected by editing the contact record. The link was delivered to the email address used at the time of sending.

Delete a contact​

  1. Navigate to Settings → External Contacts.
  2. Find the contact you want to remove and click the Actions menu (three-dot icon) to the right of their row.
  3. Select Delete Contact.
  4. Confirm the deletion.
warning

Deleting a contact removes them from the External Contacts list and from the contact picker going forward. It does not revoke any roster share links that have already been sent. If you need to cut off access, revoke the share link separately.

Use the contact picker when sharing a roster​

When you share an event roster externally, you'll see a contact picker that pulls from your saved external contacts list.

  1. In the share dialog, click Select a contact or begin typing a name or email address.
  2. Matching contacts from your saved list appear in the dropdown. Select the one you want.
  3. If the person you need is not in the list yet, click Add new contact directly in the picker. This opens the same add-contact form described above and saves the contact for future use.

You can also enter a one-off email address without saving it as a contact — just type the address directly and press Enter. The address will be used for that share but will not be saved.

Next Steps​