How to Manage Club Roles and Permissions for Your Club

This Guide Covers

• How to log in
• How to add club roles
• How to remove club roles
• How to filter by role

Logging In

Log into your 'My BG account' using your email address/username and password.

[Description of the login screen interface, showing fields for email/username and password, and a login button.]

Navigating to Members

Once logged in, click the menu button ☰ in the top left corner and select 'Members'.

[Description of the navigation menu, highlighting the 'menu' button (often represented as three horizontal lines) and the 'Members' option.]

Managing Member Roles

You will see a list of all members linked to your club. Use the search bar or filters to find the relevant member you wish to add a club role for. Click on the member's name to open their record.

[Description of the member list view, including a search bar and filter options, and indicating that clicking a member's name opens their detailed record.]

Accessing the Club Role Tab

Within the member's record, click the 'Club Role' tab.

[Description of the member detail view, showing different tabs, with the 'Club Role' tab being the one to select.]

Understanding Existing Roles

This displays the roles currently assigned to the member. Every individual automatically has the 'Member' role. Individuals with secretary access in GymNet are automatically assigned 'Administrator' access, granting them full administration rights for the club.

[Description of the role assignment interface, showing a list of roles, the 'Member' role as default, and the 'Administrator' role for those with specific GymNet access.]

Assigning New Roles

Click 'Update' to assign a new role. Before assigning additional roles, consult the 'Club roles & permissions' resource on the membership modernisation webpage to understand role prerequisites and permissions. Ensure individuals assigned roles with additional permissions understand their data protection responsibilities and have received appropriate training.

[Description of the 'Update' button and a note about consulting external resources for role details and data protection guidelines.]

Role Assignment Process

Click on the desired role. A notification will appear if the individual lacks the necessary prerequisites. After assigning roles, click 'Save'. Members assigned roles with additional permissions will gain access to related functionality via their profiles.

[Description of selecting a role, a potential prerequisite notification, and the 'Save' button. It also mentions that assigned roles grant access to new features.]

Removing Roles

It is important to keep club roles updated. To remove a role, follow the same process as assigning roles but untick the relevant role. Click 'Save' to confirm the removal.

[Description of the role removal process, which involves unticking a role and saving the changes.]

Filtering by Role

To easily find members assigned a specific role, use the 'Roles' filter on the left-hand side of the member list. Select the desired role to filter the view. This is useful for quickly generating lists, such as a list of all assigned coaches.

[Description of the filtering mechanism on the member list, allowing users to view members by their assigned roles.]