Roles & permissions

ClubHelix keeps your club member records where the whole committee can find them: a searchable club membership database where every member carries contact details, custom fields, private admin notes and a full timeline. Need membership statistics for the committee or your governing body? Export the lot to CSV whenever they ask — a member report is one click, not a weekend.

Tracking who has paid is built into the roster, not bolted on: every member shows a paid-until date, updated automatically when they pay online, so you can see at a glance who is financial and who has lapsed — no cross-referencing the bank statement against a spreadsheet.

Council positions capture how your club actually runs — secretary, treasurer, coach — each with an implied role and its own permission set, inherited by child positions automatically. A gallery of ready-made common positions (Registrar, Website Editor, Child Safety Officer and more) drops in with sensible permissions already set, and a governing body can define standard positions once for every affiliated club to appoint locally.

Team-scoped positions — Coach, Captain, Team Manager, or any you create — can be appointed for a single side, and the powers follow the scope: a team’s coach runs that team’s training sessions, attendance and availability, with nothing club-wide and no admin access. The same person can wear as many hats as needed — Secretary, and Coach of two different teams.

Permissions reach the public site too: any page can be public, members-only or restricted to a role, and whole built-in sections can be limited to members — private club pages for the AGM papers and committee notes, on the same site as your public fixtures.

One account, many hats: a person can be an admin at one organisation, a moderator at another, and a plain member everywhere else — roles never leak across the hierarchy. Per-person overrides grant one trusted volunteer an extra permission without changing anyone else, and the last remaining admin can never be revoked by accident.

Every grant and revoke is recorded, so you can always answer “who could do this, and since when?”.