Roles

Use Roles to manage the groups that control website access and some administrative responsibilities. Roles can represent built-in system access, board access, committees, membership-type access, or other groups your club needs.

Who can use this area?

In the Club Management Portal, Roles appears under Club Management.
This area is usually managed by Administrators and Super Admins.
Only Administrators and Super Admins can update or delete roles.
If you do not see Roles in the menu, your account may not have permission to manage roles.

What the Roles page shows

Helpful details:

The list is sorted by Title.
The index shows the role title and an Assigned count.
The detail page also shows Name, Assigned, Assigned Members, and Description.
Super Admin is hidden from the normal role list.
The Roles page does not use actions.

Understanding role types

Protected system roles

Many built-in roles are marked with [System] in the role title.

Examples include:

Public
Member
Board
Member Manager
Application Manager
Content Manager
E-Commerce Manager
Report Manager
Admin

Helpful details:

Protected system roles cannot be edited or deleted.
The role list uses Member Manager as the visible title, even if you still notice User Manager in a few older areas.
Super Admin exists as a system role too, but it is hidden from the normal role index.

Custom roles

Custom roles are the roles your club creates for its own needs.

Common examples include:

committees
volunteer groups
instructors
special-access groups

These roles are useful when only a specific set of members should see a page, document, or other protected content.

Membership-type roles

Membership Types are linked to roles.

Helpful details:

More than one Membership Type can share the same role when those membership types should have the same access.
It is often better to plan roles around access needs than around billing differences alone.

Creating a custom role

Open Roles.
Click Create.
Enter the Title people on your team will recognize.
Add a Description if it will help future admins.
Save the role.

Helpful notes:

Clubistry creates the internal name automatically from the title.
Use titles your volunteers and staff will understand at a glance.
Avoid creating several roles that mean almost the same thing.

Editing or deleting roles

Helpful details:

Only non-protected roles can be edited or deleted.
Before deleting a role, review where it is used on members, pages, documents, and related workflows.
If you delete a role that is connected to an application form, Clubistry disconnects that role from the form and makes the form inactive.
The Assigned Members area on the role detail page is a helpful last check before you remove a role.

Assigning roles to members

Roles are usually assigned from the member record, not from the Roles page.

Open Members.
Open the member account you want to update.
Go to the Roles panel.
Use Roles Selector to choose the needed roles.
Save the member account.

Helpful notes:

The Roles panel is visible only to users who can manage user roles.
The system Board role is usually managed through Board Positions, not assigned there as a separate office title.
When you assign a member to a board position, Clubistry automatically adds the Board role to that member account.
If that member later has no board positions assigned, Clubistry removes the Board role from the member account.
Some roles are also tied to Membership Types or other system workflows.

Roles and page access

Pages and documents use roles to decide who can view protected content on the website.

The common access colors are:

Gray for public access
Green for member access
Orange for specific roles
Red for administrative or task-role access

Helpful details:

Administrative responsibility and website visibility are related, but they are not the same thing.
A role can grant back-end responsibilities without automatically making every website page visible.
Orange-level roles are especially useful for committees, board-only areas, and special member groups.

Roles and lapsed members

A member can still have a role on record even if membership status later becomes lapsed.
Whether that member can still open a page depends on the page or document permissions and any lapsed-member restrictions.
Setting an admin or task-role member to Lapsed can remove that person's access to the Club Management Portal.