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Two system roles plus your own custom roles, with granular permissions per domain - so the membership secretary can manage members without touching duties or settings.
Last updated 19 May 2026 · Built around real UK sailing club committee structures.
Full access to the platform. The admin role carries an admin flag that bypasses every permission check in the system. Anyone in this role can edit any member, run any duty, change any setting, and reach every part of the club's data.
Most clubs keep this role tight - the commodore, secretary and one or two technical leads. Day-to-day work flows through custom roles with narrower scope.
The default member role. A sailor can sign in to the member portal, view their dashboard, sign up for vacant duty slots, request swaps, manage their own boats, see events and update their personal details.
Sailors do not see admin screens, the duty roster calendar, the membership approval queue or any settings panel. Everything they need lives in the member portal.
System roles are immutable. They cannot be deleted and the admin bypass cannot be turned off. Custom roles sit on top of this base layer, never replace it.
Every UK sailing club's committee looks slightly different. One club has a membership secretary handling renewals and a separate treasurer chasing fees. Another rolls both jobs into one. The race officer co-ordinator at one club is the sailing secretary at the next. SailHQ does not pretend there is one right structure.
Build the custom roles your club actually has. Each role gets only the permissions they need to do their job. A new committee member added to the membership secretary role can immediately start renewing memberships without anyone wondering whether they can also see the duty rota or change the club logo.
Manages the member list, processes renewals, approves public sign-ups - no access to duties or settings.
Builds series, manages duty types and the rota, approves swap requests - no access to membership fees.
Reads member subscriptions, payment status and reports - no edit rights on duties or boats.
Edits boat records, storage locations and insurance dates - no access to membership data.
Reads the member list to verify status at the bar - no edit rights anywhere.
View member records, edit details, manage household groupings, change membership types, approve public sign-ups, archive resignations.
View the rota, create duty slots, edit assignments, approve swap requests, manage duty types and qualification gates.
Create open meetings, training days and socials, edit details, manage signups, cancel events, view attendee lists.
Build series templates, generate seasons in one click, edit individual races, manage default duty types per series.
View the boat registry, create and edit boat records, update storage and insurance, manage paid-until dates.
Edit club identity, branding, colours, logo, login background, location coordinates, weather thresholds, module toggles.
Compose newsletters, send to all members or specific groups, view send history, manage templates.
Read membership reports, duty fulfilment, renewal status, financial summaries, export to CSV.
Permissions are enforced at the action layer, not just hidden in the UI. A member without permission to delete a duty cannot delete one even if they reach the endpoint directly. The framework refuses the action and logs it.
Sometimes one specific person needs an exception. Direct permission overrides on a user account grant or restrict individual permissions on top of the role they hold. Useful for temporary cover, edge cases and one-off committee decisions.
The use case is straightforward. At AGM someone asks why Mary has been listed as lapsed since March. The status log shows the change, the date, and which committee member set it. The conversation moves on instead of stalling on a he-said-she-said.
The same trail covers suspensions, restorations, category changes from full to social, and resignations. It is the kind of defensible record a committee needs when a status decision is queried weeks or months later.
For the chair's seat - the visibility, governance and committee oversight side - the view for commodores sets out how SailHQ supports the role.
Not yet: the wider cross-platform audit log is on the roadmap. Member status history is live now and remains the permanent record for those changes.
Every status change is logged against the admin who made it - the audit backbone for the AGM.
The race officer co-ordinator role approves swaps and edits the rota without touching membership or settings.
For larger clubs with formal committee structure, roles map cleanly to sailing, cruising, house and training committees.
The full role and permission engine is included on Starter, Club, Performance and Elite. There are no upsells gating committee structure behind a higher tier - small clubs need clean access controls just as much as large ones.
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