Roles & positions

Roles & positions is where you decide who helps run your organisation and exactly what each person can do — from committee members with admin access down to a Vice Captain of a single team. You'll find it in the admin sidebar under User management → Roles.

Who can use this

Any admin or moderator can open this page. What you can actually do here depends on your permissions:

• Admins hold every permission automatically, so they can appoint people, revoke roles, set per-person overrides, and create or edit positions.
• Moderators can open the page but can only perform the actions they've been granted — Grant / revoke roles to appoint and revoke, and Edit council positions to manage the position structure.

Every change you make here (grants, revocations, permission changes) is recorded in the Activity log.

What's on the page

Top to bottom:

1. Summary tiles — how many admins, moderators, filled positions, and team appointments you have.
2. Appoint someone — a two-mode form: appoint to a position (the usual path) or grant a plain access level.
3. Invitations waiting to be accepted — shown only when you've invited someone who doesn't have a ClubHelix account yet. Each row shows the email and the access level they'll get, and you can Cancel an invitation that's no longer wanted.
4. People — a searchable list of everyone who currently holds a role or position, grouped by person. One person can hold several positions at once.
5. Standard positions from your governing body — shown only when a parent organisation has shared positions down to you; you can appoint to them but not change them.
6. Club structure — your committee and club-wide position tree.
7. Team positions — per-team roles like Coach, Team Manager, Captain, Vice Captain, and Team Member (the default role a player gets when joining a squad).

Both structure sections have an Add a common position gallery beneath them, and a + Custom position button sits in the page header.

Step by step

Appoint someone

1. In Appoint someone, search for the member by name or email (or use "enter an email instead" for someone who isn't a member yet). They don't need a ClubHelix account — if the email doesn't have one, we email them an invitation instead, and they get access the moment they accept it. Invitations last three weeks. (Appointing someone to a position still needs an existing account: invite them as an Admin or Moderator first, then appoint them once they've joined.)
2. Pick a Position. The form tells you what access comes with it (for example, President comes with full admin access; Captain is a title only).
3. If the position is team-scoped (marked "Per team" — Coach, Captain, Vice Captain, Team Manager, and any you create), a Team picker appears. Choose a team to appoint them for that side only, or leave it on Whole club.
4. Click Appoint. The person is notified and appears in the People list.

Someone who needs admin rights without a title (for example a webmaster) can be given a plain access level instead — switch the form to Grant an access level. Or add the ready-made Website Editor position from the gallery, which comes with the website permissions already set.

The same person can hold as many positions as needed — Secretary and Coach of two different teams, say. Appoint them once per position (or per team).

Team appointments are team-limited. Appointing someone Coach of a team gives them that team's training sessions, attendance, availability, and match-day scoresheets — nothing club-wide, and no admin access. Any role or permissions configured on a position only apply when the appointment is for the whole club. Team-scoped positions can only carry team permissions (match reports, news, events, incident reports) — the permission matrix in the editor collapses to that subset automatically.

Appoint from a position

Every position in Club structure has an Appoint shortcut that pre-selects it in the form above.

You can also appoint team staff directly from a team's page under Competitions → Teams — its Team staff panel appoints to that team without leaving the page.

Revoke a role

1. Find the person in People (use the search box to filter by name or email).
2. On the grant you want to remove, click Revoke. You can't revoke the last remaining admin.

Add a common position

The Add a common position galleries offer ready-made positions most clubs need — Registrar, Website Editor, Volunteer Coordinator, Child Safety Officer, Assistant Coach, and more. Click + Add and it lands in your structure with sensible defaults (including permissions, for positions like Website Editor); edit it afterwards like any other position.

Standard positions across a network

If your organisation has child organisations (a governing body with member clubs), tick Standard for child organisations on a position to make it standard across the network. Each child sees it in a read-only "Standard positions" section — they can appoint their own people to it (with the same permissions), but only you can edit or remove it.

Create or edit a position

Add a committee position asks two questions.

1. Click + Custom position in the page header (or Edit on an existing one in the tree).
2. What's the position? — the name, a short id, an optional description, a Parent position to nest it under, and the display options (see the field reference below).
3. What can they do? — tick the permissions everyone holding this position should have. Anything inherited from a position above is already ticked and read-only — change those on the parent.
4. Click Create position / Save changes. Custom positions can be deleted with Delete; built-in positions can be edited but not deleted.

Give one person extra permissions

For a member on a moderator grant, click Overrides to open the per-person matrix. Tick any extra permissions to grant on top of their position, then Save overrides.

Field reference

These are the fields in the position editor:

Tips & FAQ

• Position permissions vs overrides: permissions set on a position apply to everyone who holds it; Overrides add extras to a single person.
• Inherited permissions appear pre-ticked with "(inherited from …)" — they can only be changed on the parent position.
• Team-scoped vs whole club: a team-scoped position can still be granted club-wide — just leave the team picker on Whole club. The badge shows the team's name whenever a team is chosen. A club-wide Coach or Team Manager can manage every team's sessions.
• Coach access: a Coach or Team Manager appointed to a team can manage that team's sessions and attendance sheets without any extra setup — and only that team's.
• Can't appoint someone? They need an account first — see Applications.
• Looking for someone's profile or membership details? Head to Members.