Permissions and Access Control

Every page and document on your club's website can be restricted so that only certain people can see it. Permissions control whether something is wide open to the public, limited to logged-in members, or locked down to a specific group like the board or a committee.

The access icons

When you look at the Pages or Documents list in the Club Management Portal, you'll see a color-coded lock icon next to each item. These give you a quick read on who can view that content:

• Gray — public (anyone can view, no login required)
• Green — member access (any logged-in member)
• Orange — specific roles (only members with certain roles, such as Board or a custom committee role)
• Red — restricted (admin or task-role access only)

Hover over the icon to see exactly which roles are included.

Setting permissions on a page

1. Go to Pages and click the page you want to update (this opens the edit view).
2. Scroll to the Advanced panel.
3. Use the Permissions area to check the roles that should be able to view this page.
4. Save.

The access icon updates immediately to reflect your changes.

A few things to know:

• If Public is checked, the page is public regardless of what other roles are also checked.
• If Member is checked without Public, all logged-in members can see it.
• If only Board or custom roles are checked, only members with those specific roles can see it (orange).
• If only admin or task roles are checked, it's restricted (red).
• Content Manager is always kept selected so content managers can continue to manage the page.

The Hide from lapsed members setting (on by default) controls whether lapsed members can see non-public pages. Public pages are never affected by this setting.

Setting permissions on a document

1. Go to Document Library and click the document (this opens the edit view).
2. Use the Permissions area.
3. Save.

Documents follow the same permission logic as pages with a few differences:

• On the website, restricted (red) documents are hidden entirely from document listings — they don't appear at all.
• Public, member, and specific-role documents show a permission icon next to the document name on the website so visitors can tell at a glance what's restricted.
• A direct link to a document still checks permissions before allowing the download.

Website access vs. portal access

These are two different things:

• Website access (what this page covers) controls who can view pages and documents on your public site.
• Portal access controls who can sign in to the Club Management Portal to manage content and members. See Admin Panel Access for details.

A role can grant portal responsibilities without automatically making every website page visible. For example, a Content Manager can edit pages in the portal but can still be locked out of a board-only page on the website.

Lapsed members

Lapsed status affects access differently depending on the content type:

Pages: Lapsed members are blocked from non-public pages when Hide from lapsed members is checked (which it is by default). If that setting is unchecked, a lapsed member may still view the page if their role allows it. Public pages are never affected.

Documents: Lapsed members can access only public documents. There is no document-level override.

Club Management Portal: Lapsed members with management roles are blocked from the portal entirely. This is separate from page and document permissions. See Lapsed Members for more detail.

Admin and management role access

Admin always has full access to all content. Content Manager is always preserved in page and document permissions so content managers can do their work. Other management roles (Member Manager, Application Manager, etc.) don't make content public by themselves — they only matter when they're included in that specific page or document's permission settings.

Common patterns

Tips

• Start with the smallest group that should have access, then widen only if needed.
• Use Member instead of checking every membership-type role individually when all members should see the same content.
• Check the access icon after saving to confirm the result.
• Test sensitive pages with a real member account before announcing them.

Related topics

• Roles - How built-in and custom roles work.
• Pages - Where page permissions are set.
• Document Library - Where document permissions are set.
• Admin Panel Access - Who can sign in to the Club Management Portal.
• Lapsed Members - How lapsed status affects access.