Document Manager

As a club official, you may upload documents to the site to make available to other club members and/or site visitors. Documents can be downloaded by the public and club members, depending on the Access Security Level set for each document.

Select Document Manager from the Club Officials panel on the Welcome Page Menu: the Document Manager page appears.

The Documents Manager page displays a Search Box, Documents Table (Search Results) and an Editor. These are not displayed at the same time and the Search Box is displayed by default. Three links appear at the top of the page: Search for Documents, Document Search Results and Add New Document.

Search for Documents

Use the Search options to search for a document you wish to edit. The options are as follows:

Search Expression

Simply type the expression or part of the expression you wish to search for. This searches Filename, Title and Description and will return documents matching your search expression in any of these fields.


Select the categories you wish to be returned. Documents matching any of the selected categories will be returned.

Author Name

Type in the name (or part of the name) of the person that originally uploaded the file. You can use forename and surname separated by a space.

Date Range

Type in the earliest and/or latest dates for the documents you want. Leave either blank for an open-ended search date.

Click the Search button to return the search results in the Documents Table. Click Show All to return all documents with no filtering.

Documents Table

The Documents table (Document Search Results) displays all the Documents matching your search criteria and has the following columns: ID, Title, Author, Date, Access Security Level, Download, Edit and Delete. All bar the Edit and Delete columns are sortable. Click the column heading once to sort in ascending order, and again to sort in descending order.


A number automatically assigned by the database to uniquely identify the Document.


The title of the Document.


The name of the club member that originally uploaded the document .


The relevant date for the document or the date it was last updated.

Access Security Level

The lowest access security level that the document is available to. E.g. the lowest possible is Public and the highest is Webmaster. Documents are available only to those users with either the minimum access security level or higher.


This column displays a link with the document's filename. Click the link to download and save the document to your local computer. Note: some browsers may automatically display the document in a browser window.

Edit button

Use the Edit button to modify a document. The details appear in the Editor (see below).


If you wish to delete any documents from the site, first select them in the Delete column, then click the Delete Selected link just above the table on the right hand side. You can select/deselect all documents at once by clicking the checkbox in the column header. When you click Delete Selected the document details will be deleted from the database and the file will be deleted from the site.

Add New Document link

The Add New Document link button will open the Editor for a new Document to be defined.


In the editor you can set the following details:


The title of the Document.


Select all document categories that apply to this document.


Enter a brief description of what the document contains or what it is for. This will be displayed on the Document Downloads table.


Select the date applicable to this document or date of upload.

Access Security Level

Select the lowest access security level that the document is available to. E.g. the lowest possible is Public and the highest is Webmaster. Documents are available only to those users with either the minimum access security level or higher.

Club Roles

You only need to specify Club Roles if you wish to make the document available to all users with any of those Club Roles in addition to users with at least the Access Security Level selected above. Selecting Club Roles increases the availability of the document.

You cannot directly make a document only available to certain club roles. If you wish to do this you should select an access security level that is higher than the club role you want and then also select your specific club role. This will make the document available to members with the selected club role and anyone else with the minimum selected access security level.

Browse File to Upload

There is a note at the top of the File Uploader informing you of your club's disk space allocation and usage. This includes all documents and images uploaded to your club's site using either the Document Manager, Image Manager or My Photo facilities. If your club is running short of disk space you may purchase an additional allocation from your vendor. The default disk space is 75MB. For information on purchasing extra disk space see our Pricing page.

Click the Browse button to find the file to upload from your local computer. You may alternatively type the location into the box. Select the appropriate option to either replace or rename files with duplicate names.

Use Save to save changes and close the Editor, Clear to clear the Editor and start afresh and Cancel to discard changes and close the Editor.

Can I Try Before I Buy?

Yes! There are two ways:

Try our online sandbox

A fully-functional version of myClubhouse with fictitious data for a club named Sandbox Club.

Free Trial Offer

Register your interest and then complete a Free Trial Application Form for your club. We will personally set you up with your own fully-functional copy of myClubhouse and if you have an existing membership database, we can convert it to our secure SQL Server database system for a small fee.