Custom roles
Use the officer and volunteer names your club already knows.
Roles and permissions
Committee Roles and Permissions
Set roles around real club work and keep private records limited. This edition is written for US sailing clubs.
US Sailing is the national governing body and the World Sailing authority in the United States. Boards also manage SafeSport duties and privacy rules that vary by state.
Reviewed 21 August 2026
Duty roster
Keep access narrow and easy to review
A volunteer should see the records needed for the role, not the whole database.
Private fields
Limit health, emergency, payment and safeguarding records.
Change record
Keep a clear trail when status or access changes.
Related pages: SailHQ for club secretaries, SailHQ for commodores and SailHQ security and data access.
Checked country guidance
Separate national rules from state duties.
US Sailing prescriptions cover racing. SafeSport, tax and privacy decisions need their own owners and evidence.
Record the US Sailing relationship.
US Sailing is the national governing body for the sport and the US member authority of World Sailing. Clubs and other organisations can join its membership network.
What the club record should hold.
Keep the organisation membership contact, renewal status and board owner with the club record.
Open the official sourceCheck the laws that apply.
The US has no single privacy law for every sailing club. Federal rules and state privacy laws can apply, especially when clubs handle children's data.
What the club record should hold.
Name the board owner, relevant state, retention rule and breach contact for each sensitive record.
Open the official sourceFollow SafeSport reporting rules.
Adults with regular contact or authority over minor athletes must take SafeSport training. Suspected child abuse must also be reported to law enforcement.
What the club record should hold.
Track the covered role, training date and reporting contact without storing confidential case detail in general notes.
Open the official source
Product scope
Know what SailHQ does today
SailHQ keeps the board record. It does not decide which federal or state law covers the club.
In SailHQ now
Members, households, duty roster, race series, boats, roles, weather and the club portal.
Kept in specialist systems
Race scoring, fee collection, formal accounts and advice from official or professional sources.
Common questions
US club questions
Yes. Record the training status, completion date and role that requires it. Reporting decisions remain with the club and the official bodies.
No. The board records its decision and access rules in SailHQ after checking the laws and advice that cover the club.
No. SailHQ manages club records. Race scoring, fee collection and formal accounts stay in specialist systems.
Yes. The board can set local roles and record the training the club accepts.
The main app and database are hosted in the UK. Clubs abroad should include this in their privacy review.
SailHQ records payment status but does not collect fees. Clubs can keep using ACH debit or their current provider.
Bring your US board setup to the demo
Your walkthrough can mirror the duty roster, certification checks and athlete-safety roles used by your board.