Roles & permissions
What you’ll achieve: each staff member can do exactly what their job needs — no more, no less.
Prerequisites: only the head organizer (the club’s Administrator) can change roles and permissions. If the person isn’t in your club yet, add them as a coach or secretary first — that creates their member file and login in one step.
How it works, in one minute
Section titled “How it works, in one minute”- The head organizer (the club’s creator) has every permission, always, and is the only one who can grant access to others.
- For everyone else, access comes from a matrix of checkboxes — not from the role name.
- Each permission has View (can open and see it) and Edit (can change it — create, update, delete, and in some areas move money).
- Edit implies View, and anything you don’t tick is denied.
- Open the member’s file and go to the Roles tab.
- Under Rol, pick the role: Member (removes all staff access), Coach, Secretary (Club PRO, one per club) or Administrator (head organizer only).
- Under Permisos, tick what they need. Each feature has a View and an Edit column — ticking Edit ticks View automatically. The two boxes at the top toggle a whole column.
- (Optional) choose the 1–3 dashboard widgets they’ll see on mobile.
- Tap Save. You’ll see User Role Updated.
The permissions that matter most
Section titled “The permissions that matter most”| Permission | Why it’s sensitive |
|---|---|
| Reports › Payments › Edit | 💰 Authorises refunds — real money leaving your Stripe account. Also charges and one-time payments. |
| Team Management › Role Management › Edit | 🔑 Lets someone change roles and permissions — including granting themselves more. Keep it with the head organizer. |
| Gift Voucher › Edit | Issues and invalidates vouchers (money-equivalent). |
| Marketing › Campaigns › Edit | Can press send on a campaign — reaching your entire membership (push + email). View only lets them compose and read reports. |
| App Access › Competition Manager | ⚠️ No read-only mode — access means full control of tournaments, including closing them (irreversible). |
| Member Groups › Edit | Create, rename and delete training groups. (Billing a group is separate — that needs Reports › Payments › Edit.) |
| Any export | Member, subscriber and tournament exports contain personal data (names, emails, form answers). GDPR applies. |
Best practice
Section titled “Best practice”- Least privilege — start from nothing and add only what the job needs.
- Grant View first, add Edit only where they must actually change things.
- Keep the money keys tiny — Payments › Edit and Gift Voucher with the treasurer/owner, not with coaches.
- Role Management stays with the head organizer.
- Review when people leave — set them to Member to strip staff access instantly.
Sensible starting points
Section titled “Sensible starting points”| Person | Grant |
|---|---|
| Coach | Schedule › Events (View + Edit) · Member Data › Member Files (View) · Member Groups · Club Level › Assignments · App Access › Mobile App |
| Secretary / office | Member Data (View + Edit) · Forms · Master Data · Reports › KPIs · Schedule (View) |
| Treasurer | Reports › Payments (View + Edit) · Sales · Gift Voucher · Invoicing |
| Tournament organizer | App Access › Competition Manager |
Troubleshooting
Section titled “Troubleshooting”They can’t open Club Manager at all
Entering the web app requires App Access › Club Manager. Without it they’ll only get an access-denied screen — even if you ticked other permissions.
They can’t open club management on their phone
That’s a separate permission: App Access › Mobile App.
Secretary is greyed out with an “Upgrade” badge
Secretary requires Club PRO, and a club can have only one. Upgrade the plan, or use Coach on Free/Community.
I can’t change my own role
The head organizer can’t change their own role (You are the admin and cannot change your own role). To hand over the club, the current head organizer assigns Administrator to someone else.