Club Administrator - Adding Officials & Additional Roles

As a Club administrator responsible for managing your club, this comprehensive guide will walk you through the detailed, step-by-step process of how to successfully add a new official to your club. Additionally, it will explain how to assign extra roles to existing officials within the club system.

Adding a New Official

1. To begin adding a new official to your club using the SHMS platform, you need to navigate to the 'Club Officials' tab. This tab is located within the Club Admin section of the system. Accessing this area allows you to manage all official contacts associated with your club.
   
2. Once you are in the 'Club Officials' section, you will see an option labelled 'New Official'. Click on this option to initiate the process of adding a new official to your club's records.
   
3. You will then be prompted to enter the necessary details for the new official. It is crucial to input the official’s Full Legal Name exactly as it appears on their official documents. Additionally, provide an email address that matches the official’s DBS records, if applicable, to ensure proper verification.
   
4. After entering the details, select the 'Check contact details' option. This step verifies that the email address provided is valid and that the invitation to join the club system can be successfully sent to the official.
   
5. When the system confirms that the email address is valid, you will see a message indicating 'Details accepted'. This confirmation means you can proceed to the next step with confidence.
   
6. The next step involves selecting the role or roles that will be associated with the new official. The system allows you to assign more than one role if necessary, so carefully choose all relevant roles that the official will perform within the club.
   
7. Once you have selected all the appropriate roles for the new official, complete the process by clicking the 'Create Official' button. This action will send an invitation to the official to join the club under the assigned roles.
   

8. After completion, the newly added official will now appear in the list on the 'Club Officials' tab within the Club Admin section, allowing you to view and manage their details as needed.
    

   PLEASE NOTE: The role invitation sent to the official will remain active for 45 days. It is important that the official accepts the invitation within this timeframe; otherwise, the invitation will expire and you will need to resend it.

Adding Additional Roles

If you need to assign an additional role to an existing official within your club on the SHMS platform, this can be easily done through the 'Club Officials' tab found in the Club Admin section. This process allows you to update the responsibilities and roles of your current officials as your club’s needs evolve.

1. To begin adding an additional role, first select the 'Add Role' option within the Club Officials section. This option initiates the process of updating an official’s roles.
   
2. Upon selecting 'Add Role', a contact menu will appear. This menu allows you to search for and select the official to whom you want to assign the new role. Ensure you select the correct official to avoid any confusion.
   
3. Once the correct official has been chosen, a list of available roles will be displayed. You can then assign the relevant roles by selecting all that apply to the official’s new or additional responsibilities.
   
4. After selecting all appropriate roles, finalise the process by clicking the 'Submit' button. This action completes the role assignment and updates the official’s profile accordingly.
   

5. The newly added role(s) will now be visible under the official’s entry on the 'Club Officials' tab in the Club Admin section, allowing you to easily track and manage their assigned roles.
    

   PLEASE NOTE: Similar to adding a new official, the invitation to accept the new role will expire after 45 days if not accepted. It is essential that the official accepts the role invitation within this period to ensure their role is active.