Invite administrators and assign access

Invite committee members and volunteers into Club OS with the right access for their role.

Updated 8 Apr 2026

Overview

Club OS works best when each person has their own account and the right level of access. This lets volunteers do their work without giving everyone full control over sensitive club information.

Access should match responsibility. A treasurer may need financial information. A registrar may need registration and member information. A canteen coordinator may only need operational tools.

Before you start

• Confirm the person’s correct email address.
• Decide what areas they need to access.
• Use the least amount of access that still lets them do their job.
• Avoid shared logins for committee groups or volunteers.

Steps

1. Open the Users, Access or Admin area in Club OS.
2. Select Invite user or Add user.
3. Enter the person’s name and email address.
4. Choose their role or access level.
5. Review any module-specific permissions.
6. Send the invitation.
7. Ask the person to accept the invitation and set their password.

Choosing access safely

Start with the role that most closely matches the person’s responsibility. If Club OS allows detailed permissions, only turn on the areas they need. This keeps the system safer and makes the menu easier for each volunteer to understand.

When someone changes roles, review their access rather than leaving old permissions in place. When someone leaves the committee, disable or remove their account promptly.

Troubleshooting

• If the invitation is not received, ask the person to check junk or spam.
• If the person used the wrong email address, remove the invitation and send a new one.
• If they can sign in but cannot see a page, review their role and module access.

Tip: Keep access reviews as part of your normal committee handover process.