Team Management

ClubMail supports team collaboration with role-based access. Invite team members and assign appropriate permissions for your club.

Understanding Roles

Club Owner

Full Access:

  • ✅ Create and edit campaigns
  • ✅ Manage subscribers and email lists
  • ✅ Modify club settings
  • ✅ Manage team members
  • ✅ Delete the club
  • ✅ View all analytics

Who Should Be Owner:

  • Club president or primary administrator
  • Person responsible for club operations
  • Usually the person who created the club

Club Editor

Content Management:

  • ✅ Create and edit campaigns
  • ✅ Manage subscribers and email lists
  • ✅ View analytics
  • ❌ Cannot modify club settings
  • ❌ Cannot manage team members

Who Should Be Editor:

  • Marketing or communications team members
  • Newsletter editors
  • Event coordinators who send announcements
  • Anyone who needs to create content

Club Viewer

Read-Only Access:

  • ✅ View campaigns
  • ✅ View analytics
  • ✅ View subscribers (read-only)
  • ❌ Cannot create or edit content
  • ❌ Cannot manage settings

Who Should Be Viewer:

  • Club advisors or faculty
  • Board members who need visibility
  • Stakeholders who want to monitor activity
  • Anyone who needs insight but not editing access

Adding Team Members

Step 1: Access Team Management

  1. Navigate to your club’s dashboard
  2. Click on “Settings” in the sidebar
  3. Go to “Team Members” section

Note: Only Club Owners can manage team members.

Step 2: Invite a Member

  1. Click “Add Team Member” button
  2. Enter the member’s email address
  3. Select their role (Editor or Viewer)
  4. Click “Add” or “Send Invitation”

Important: The person must have a ClubMail account. If they don’t have an account, they’ll need to sign up first.

Step 3: Member Accepts

  1. Invited member receives notification (if email notifications are enabled)
  2. Member signs in to ClubMail
  3. Club appears in their “My Clubs” list
  4. They can now access the club based on their role

Managing Team Members

Viewing Team Members

See all team members:

  • Name - Member’s display name
  • Email - Member’s email address
  • Role - Current permission level
  • Joined - When they were added
  • Last Active - Last time they accessed the club

Changing Roles

Update a member’s permissions:

  1. Find the team member
  2. Click “Change Role” or edit icon
  3. Select new role (Owner, Editor, or Viewer)
  4. Save changes

Note: You cannot change your own role if you’re the only Owner.

Removing Team Members

Remove a member from the club:

  1. Find the team member
  2. Click “Remove” or delete icon
  3. Confirm removal
  4. Member loses access immediately

Warning: Removing a member:

  • Immediately revokes their access
  • They can no longer view or edit club content
  • Their past contributions remain (campaigns they created, etc.)

Best Practices

Role Assignment

Assign Minimal Permissions:

  • Give Editor role to those who need to create content
  • Use Viewer role for those who only need visibility
  • Reserve Owner role for administrators

Regular Review:

  • Periodically review team member access
  • Remove members who no longer need access
  • Update roles as responsibilities change

Security

Protect Owner Access:

  • Limit Owner role to trusted administrators
  • Don’t share Owner credentials
  • Use Editor role for most team members

Access Control:

  • Only add members who need access
  • Remove members when they leave the club
  • Review access regularly

Collaboration

Clear Responsibilities:

  • Communicate who can do what
  • Set expectations for each role
  • Document processes for your team

Workflow:

  • Editors create and manage campaigns
  • Owners review and approve
  • Viewers monitor activity
  • Everyone stays informed

Common Scenarios

Adding a Newsletter Editor

  1. Add team member with Editor role
  2. They can create and edit campaigns
  3. They can manage subscribers
  4. They cannot change club settings

Adding a Club Advisor

  1. Add team member with Viewer role
  2. They can view all campaigns and analytics
  3. They can monitor club activity
  4. They cannot make changes

Transferring Ownership

  1. Add new person as Owner
  2. They now have full access
  3. You can remove your own Owner access (if desired)
  4. Or keep multiple Owners for redundancy

Removing Former Members

  1. Find member in team list
  2. Click remove
  3. Confirm removal
  4. They lose access immediately

Troubleshooting

Can’t Add Team Member

  • Verify you have Owner permissions
  • Check that email address is correct
  • Ensure person has ClubMail account
  • Try again or contact support

Member Can’t Access Club

  • Verify they were added correctly
  • Check their role assignment
  • Ensure they’re signed in
  • Have them check “My Clubs” list

Wrong Permissions

  • Check member’s assigned role
  • Verify role has required permissions
  • Change role if needed
  • Contact support if issue persists
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