Who in your club can do what
Ten jobs, and what each one can reach. Give somebody the smallest one that covers what they actually do — you can always add more later.
Club admin
Runs the club. Everything below, plus the things nobody else should do: adding colleagues and giving and removing roles, inviting players and guardians and running the club’s join link, adding and changing grounds and pitches, connecting the club’s bank details, buying and changing what the club pays for, and refunding money.
Secretary
The club’s organiser. Takes and answers facility bookings, records that somebody paid, and chases who’s available for Saturday in the Team Hub. Can invite somebody to be another secretary, from People → Staff & access → Invite someone.
Deliberately cannot: invite players or guardians, invite anyone into a role other than secretary, give or remove roles, change the grounds and pitches, connect the bank account, issue refunds, record a match, or commit the club to a subscription. They can see what things cost — seeing a price isn’t agreeing to it.
Team management
Given at the club, for somebody who runs the club’s teams. They can do what a manager does, for every team at the club, in the Team Hub. They can ask the club for a pitch but not book one, and have nothing to do with roles, invitations or the club’s money. In this hub, they can keep the club’s notes on the clubs you play.
Treasurer
Looks after the club’s money, in Finances, and nothing else. Often a volunteer who doesn’t run the club. They see everything that came in (payment requests, facility bookings and what Stripe paid into the bank) and, if your club has the Finances add-on, keep the books: money in and out, sponsors, budgets and the reports for your committee.
Deliberately cannot: open the Club Hub or Facilities, connect the club’s bank account to Stripe, add or stop an add-on, or set up cost centres. Those stay with an admin.
Developer
For the person who builds your club’s website or connects its membership system, who often doesn’t run the club at all. They use Developers, where they set up the club’s integrations, issue their API keys, add webhooks, and switch AI assistants on or off for the club. That is all they can do: they can’t open the Club Hub, and they see no squads, no people and nothing about the club’s money.
You’ll only be offered this role if your club has the developer platform. Issuing a live key needs two-factor sign-in or a passkey.
Welfare Officer
Your club’s safeguarding lead. Can read every team’s messages, is told when somebody reports a post, and can hide a post or export a conversation for a referral. Can’t post, and can’t change anything else about the club. Every time they open a team’s messages, it’s recorded. See looking after team messages.
Manager
Runs one team, in the Team Hub rather than this one. Picks the squad, records the match, puts training in the calendar, adds a fixture where the competition lets clubs do that, keeps the club’s notes on the clubs they play (who to ring, their ground and kit), and asks the club for a pitch. A manager asks for a pitch; they don’t assign one.
Coach
Helps a manager run one team, in the Team Hub. Records the match, chases who’s available, puts training in the calendar and posts in the team’s messages. A coach doesn’t pick the team: the manager does, and a coach can suggest a different lineup for the manager to take or leave. They can’t add players to the squad, ask for a pitch, see the club’s notes on other clubs, or ask the squad for money.
Player and guardian
Uses the Player Hub. Sees when and where they’re playing, and answers whether they can make it. A guardian does the same on behalf of somebody they’re recorded as acting for.
Neither can see anything about the club’s money, other people’s details, or any team they’re not in.
Two things that surprise people
- Roles don’t stack up into each other. A secretary isn’t a junior admin — they hold their own specific list. If somebody needs one extra thing, they need the role that has it.
- A club admin can do everything a club can do. There’s no way to withhold one thing from an admin; if that’s what you want, they should have a different role.