Officer Roles and Permissions

Officer Roles and Permissions

Learn about the different officer roles in The Club Schedule and what permissions each role has.

Overview

The Club Schedule has four officer roles with identical administrative permissions. These roles exist primarily for organizational clarity, not different access levels.

The Four Officer Roles

1. President

• Typically the club’s elected president or chairperson
• Has full administrative access
• Can manage all club settings and members
• Can assign/remove other officers

2. VP Education (or VP Programs)

• Typically handles educational programs or member development
• Has full administrative access (same as President)
• Common for this role to manage schedules in many clubs
• Label may vary by organization type

3. Secretary

• Typically handles club records and communications
• Has full administrative access (same as President)
• Often manages member lists and absences

4. Admin

• General administrative role
• Has full administrative access (same as all officers)
• Useful for additional officers beyond the traditional three

What Officers Can Do

All officers (regardless of which of the four roles) have access to:

Member Management

• Invite new members
• Edit member profiles
• Set role preferences and opt-outs
• Mark members as inactive
• View member history and assignments
• Assign officer roles to other members

Schedule Management

• Create new schedules
• Publish draft schedules
• Edit published schedules
• Delete draft schedules
• Archive schedules
• Manually assign/reassign roles

Communication

• Send emails to all members
• Configure automatic notifications
• Set up meeting reminders
• Manage email preferences

Club Settings

• Configure meeting day and interval
• Set timezone
• Manage club holidays
• Configure role settings
• Set major role gap requirements
• Adjust assignment algorithm settings
• Enable/disable role claiming

Billing & Subscription

• View subscription status
• Update payment information
• Change subscription plans
• View billing history
• Cancel or reactivate subscriptions

Data & Reports

• Export club data
• Download schedule PDFs
• View audit logs
• Access analytics (if available)

What Officers Cannot Do

Officers do NOT have access to:

• Superuser/platform administration
• Access to other clubs’ data
• System-wide settings
• User account management for other clubs
• Platform billing (only their own club’s subscription)

Assigning Officer Roles

Making Someone an Officer

1. Go to Manage Members
2. Find the member you want to make an officer
3. Click Edit next to their name
4. In the “Officer Roles” section, check one or more:
   • President
   • VP Education
   • Secretary
   • Admin
5. Click Save Changes

[Screenshot: Member edit form showing officer role checkboxes]

Removing Officer Status

1. Go to Manage Members
2. Find the officer whose role you want to remove
3. Click Edit next to their name
4. Uncheck the appropriate officer role(s)
5. Click Save Changes

Invitation-Based Officer Assignment

For new members or role transfers, you can send officer role invitations:

1. Edit the member’s profile
2. Select the officer role to assign
3. Choose to “Send invitation” instead of direct assignment
4. The member receives an email invitation
5. They can accept or decline the role
6. If accepted, they gain officer permissions immediately

Multiple Officers

Clubs can (and should) have multiple officers:

• Best practice: Have at least 2-3 officers
• Redundancy: Ensures someone can always access admin features
• Shared responsibility: Distributes the workload
• Succession planning: Allows smooth transitions during elections

There is no limit to the number of officers your club can have.

Officer Access During Subscription Lapse

If your subscription lapses:

What Officers CAN Do:

• View all data (read-only mode)
• Access billing settings
• Update payment information
• Reactivate subscription
• Send up to 2 emails per week
• Export club data

What Officers CANNOT Do:

• Create or edit schedules
• Add new members
• Send unlimited emails
• Modify club settings (beyond billing)
• Generate new role assignments

This ensures officers can always reactivate the subscription even when lapsed.

Security Best Practices

For Clubs

• Have at least 2 officers at all times
• Don’t share officer accounts
• Review officer list quarterly
• Remove officer status when members leave
• Use strong passwords (encourage all officers)
• Enable two-factor authentication (optional but recommended)

For Officers

• Log out when using shared computers
• Don’t share your login credentials
• Use a strong, unique password
• Enable two-factor authentication
• Review your actions in Recent Activity regularly

Transferring Officer Responsibilities

When officer roles change (elections, resignations, etc.):

Before Removing Old Officer Access

1. Ensure new officers are already assigned
2. Verify new officers can log in and access admin features
3. Transfer any ongoing tasks or responsibilities
4. Export important data if needed

The Transfer Process

1. Assign new officer(s) first
2. Have new officers test their access
3. Remove old officer roles
4. Update billing contact if needed
5. Notify members of the change

Billing Considerations

• Verify new officers can access billing settings
• Update payment method if needed
• Change billing email address if appropriate
• Ensure at least one officer has payment information access

Officer Activity Tracking

Recent Activity Log

Officers can see recent actions in the club:

• Who created/published schedules
• Member additions and changes
• Role assignment modifications
• Email sends
• Settings changes

This appears on the officer dashboard in the “Recent Activity” section.

[Screenshot: Recent Activity section showing logged actions]

Audit Trail

For sensitive actions, the system logs:

• Who performed the action
• When it happened
• What was changed
• Previous and new values (for edits)

This ensures accountability and helps troubleshoot issues.

Frequently Asked Questions

Can a regular member become an officer?
Yes. Any active member can be assigned officer roles. Edit their profile and check the appropriate officer role boxes.

Can someone be President and VP Education at the same time?
Yes. Members can have multiple officer roles checked. This is common in small clubs.

What happens if all officers leave the club?
Contact The Club Schedule support immediately. We can help restore admin access to prevent the club from being locked out.

Do officers see different features on their dashboard?
Yes. Officers see additional sections like “Club Administration” and “Recent Activity” that regular members don’t see.

Can officers edit their own assignments?
Yes. Officers can modify any assignment, including their own.

Is there a “super officer” role with more permissions?
No. All four officer roles (President, VP Ed, Secretary, Admin) have identical permissions.

Can officers delete the club?
No. Club deletion requires contacting support. This prevents accidental data loss.

Tips

Related Articles

• Inviting New Members
• Creating and Publishing Schedules
• Club Settings Overview
• Subscription and Billing Guide
• Email Communication Tools