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Access Control

Controlling who can see and do what on the system, is vital for privacy and data protection. We take this extremely seriously and have developed a fine granular approach to system entitlements ...

"Are there any limits to the number of administrators you can have?"

Absolutely not. You can have as many members in administrator roles as you like. However, myClubhouse goes much further than this. There are several general levels of access:

  • Public - somebody who has not logged into the site
  • Registered User - somebody who has logged in but does not hold an active membership
  • Member - somebody who has logged in and holds an active membership
  • Club Official - somebody in a officer role; e.g. Club Secretary, Treasurer, Membership Secretary, Chairman.
  • Administrator - somebody with full administrative access

However, as you will see below, you have full control over who ends up in each of these levels and what people with these levels of access can actually do on the system.

"We have roles like Club Captain, Head Coach, Groundsman, Head of Kit Washing. Can you accommodate these?"

As well as the standard roles of Club Secretary, Treasurer and Membership Secretary you can define as many other roles as you like and multiple people can be in each of these roles. So you could have a 'Committee' role which contains all of the committee members, or a 'Coach' role which contains all of the coaching staff. For each role, you define its access level (see above).

"Dave needs to send emails but I don't want him touching anything else because he tinkers!"

myClubhouse has much more than a simple access level / role-based security model. Every single thing that a member can do on the system has its own entitlement and for each of these you can specify exactly who is allowed to perform that action. For example, the 'send an email' entitlement could be granted to all those with an administrator level role and those in the committee role and specific named individuals. Entitlements allow you to control pretty much anything you can do on the system, including:

  • Access the member directory and user profile information
  • Administer members' details or delete members from the system
  • Create, edit and make use of member lists
  • Change the menu structure, site colours or images
  • Create and publish announcements
  • Create and administer events
  • Administer membership categories and rates
  • Approve membership requests; suspend or terminate memberships
  • Send emails or text messages; view sent emails
  • Create forms and questionnaires
  • Enter received payments
  • Browse and administer payments due to the club
  • Create and administer discounts
  • Upload documents to the document downloads area
  • Administer the club shop
  • Act as a vendor in the club shop

In addition to this, some elements can be individually entitled. So, you can control exactly who can view and administer particular documents, or member lists or forms or events.

"Our tennis coaches should only be able to view tennis members"

With our new membership subsetting option, you can divide up your membership however you like and then grant permissions on particular subsets.

  • Any number of subsets can be defined.
  • Subsets are defined using member lists, so you can use pretty much any criteria to define them.
  • Subset-specific roles can be defined; for example, "Tennis Coach" and "Squash Coach".
  • Users can have permissions for single subsets, multiple subsets or across the entire membership.
  • Entitlements can be set up so that members in a particular subset can only see other members in the same subset.