Roles & Permissions

The Roles & Permissions system controls what different committee members can do within your club. Each role has a specific set of permissions that determine their access to various features.

How Permissions Work

When you're assigned a role, you receive that role's permissions. These permissions control:

1. What you can see - Admin menu items only appear if you have the relevant permission
2. What you can do - Actions are blocked if you don't have permission
3. What data you can access - The system restricts data based on your permissions

For example, if you have the "Members Team" role:

• You'll see the Members and Applications menu items in Admin
• You can add, edit, and import members
• You won't see Settings (unless you also have another role with that permission)

Accessing Roles & Permissions

1. Go to Admin > Settings > Roles & Permissions
2. You'll see a list of all roles with the members assigned to each
3. Click Show permissions on any role to see what that role can do

Note: Only the System Admin, Chairman, and Secretary can view the Roles & Permissions page.

Understanding Roles

Your club comes with default roles, but what matters is the permissions each role has, not the role name. Roles are displayed in order of how many permissions they have (most to least).

Default Roles

| Role | Default Permissions |

|------|---------------------|

| System Admin | All permissions — automatically assigned to the club creator |

| Chairman | All permissions (can also assign roles to others) |

| Secretary | All permissions except role assignment |

| Treasurer | View members, audit logs, analytics, club nights |

| Match Secretary | Teams, seasons, communications, analytics |

| Members Team | Member management, applications, communications |

| Social Team | Events, club nights, communications |

| Committee Member | View members, club nights, analytics |

| Team Captain | Team selection (scoped to their team) |

| Vice Captain | Same as Team Captain |

Customising Roles

Every role's permissions can be edited. The role names are just labels - what matters is the permissions assigned to each role. You can:

• Give any role more or fewer permissions
• Create roles with identical permissions to others
• Customise roles to match how your club actually operates

For example, you could give "Treasurer" the ability to manage members, or remove permissions from "Secretary" if needed.

Permission Categories

Permissions are organised into categories:

Members

• View members - Access the members directory
• Create members - Add new member records
• Edit members - Modify member details
• Delete members - Remove member records
• Import members - Bulk import via CSV

Applications

• View applications - See membership applications
• Process applications - Approve, reject, or waitlist applicants

Teams

• View teams - See team information and rosters
• Manage teams - Create and edit team settings
• Select players - Assign players to team rosters

Seasons

• View seasons - See season information
• Manage seasons - Create and configure seasons

Events

• View events - See club events
• Manage events - Create and edit events

Club Night

• View club night - See club night sessions
• Run club night - Manage active sessions

Communications

• Send communications - Send emails to members
• Manage templates - Edit email templates

Resources

• View resources - Access club resources
• Manage resources - Add and organise resources

Settings

• View settings - Access club settings
• Manage settings - Modify club configuration

Roles

• View roles - See roles and their permissions
• Assign roles - Give roles to members (Chairman only)

System

• View audit log - See the history of actions
• View analytics - Access club analytics and reports

Viewing Role Permissions

To see what permissions a role has:

1. Go to Settings > Roles & Permissions
2. Find the role you want to check
3. Click Show permissions to expand the permissions list
4. Permissions are grouped by category for easy reading

Editing Role Permissions

Only the Chairman can edit role permissions. To customise what a role can do:

1. Go to Settings > Roles & Permissions
2. Find the role you want to edit
3. Click the gear icon next to the role name
4. Toggle permissions on/off for each category
5. Click Save Changes

The dialog shows all available permissions grouped by category. You can see the total count of enabled permissions at the top.

Note: Be careful when editing the Chairman role - ensure you don't accidentally remove your own access to the permissions page.

Assigning Roles to Members

Only the Chairman can assign roles. To give a member a role:

1. Go to Settings > Roles & Permissions
2. Find the role you want to assign
3. Click the Add button on the role card
4. Search for the member by name or email
5. Click on the member to assign the role

To remove a role, hover over the member's name in the role card and click the X button.

Best Practices

1. Principle of least privilege - Only give members the roles they need to do their job
2. Review regularly - Check role assignments when committee members change
3. Multiple roles - A member can have multiple roles if needed (e.g., Match Secretary and Team Captain)
4. Document handovers - When roles change, ensure proper handover of responsibilities

Troubleshooting

"Permission denied" errors

If a committee member sees this error, check that they have the correct role assigned and that their role includes the necessary permission.

Can't see the Roles page

Only the Chairman and Secretary can access the Roles & Permissions page. Other committee members should contact them for role changes.

Role appears but permissions don't work

Try logging out and back in. Permission changes take effect on the next login.

Menu items missing after role change

When your role changes, the admin menu updates to show only the items you have permission for. If an item disappeared, your new role may not include that permission. Contact your Chairman to verify your role assignments.

Can do something but can't see the menu item

If you can perform an action from a direct link but don't see it in the menu, you may have an unusual permission combination. The menu shows items based on specific permissions - contact your Chairman to review your role configuration.