Users - Help & Community

About Users

Every person that needs to access Clubtreasurer must be set up as a User. User accounts determine which organisation(s) someone has access to as well as the type of access and responsibilities they have. Users can either be a Financial User, a Membership User, or both, depending on their setup.

The number of Users that your organisation can have is determined by your Premium and Enterprise subscription. Please see your Agreement (Setup>Subscription). The User page (Setup>Users) also shows this information.

Managing Users

You manage your Users in the Users page (Setup>Users). Only Primary Contact and Managers have access to this page.

You can perform the following actions:

View Users (Managers)
Edit Users (Managers)
Add Users (Primary Contact)
Suspend/Activate Users (Primary Contact)
Remove Users (Primary Contact)

The following tutorial shows you how to manage your User Accounts:

Click the “Full Screen” icon to expand. Space bar or Enter to move slides.

Financial User Types

Financial User Type is used to control a User’s privileges and access to the accounting and finance functions. Changes to these settings will update when the User next signs in.

Primary Contact (Financial Manager)

Your organisation’s Primary Contact has overall responsibility for managing your account within Clubtreasurer
Primary Contact can perform all Clubtreasurer functions, including Unsubscribing your organisation and adding/removing Users
All Clubtreasurer communications are sent to the Primary Contact
Primary Contact must be a Manager
You can only have one Primary Contact at a time
- Typical roles: Treasurer; Bookkeeper; Owner

Financial Manager

Organisation administrators who set up and manage your accounts, setup and users in Clubtreasurer
Managers can perform most of the functions as the Primary Contact but cannot edit the Primary Contact or change your own Status and User Type(s).
Most Clubtreasurer communications are sent to Managers
- Typical roles: Secretary, Club Administrator

Financial User

Users can enter and edit transactions but cannot make changes to your system setup.
- Typical roles: Membership and Expenses Administrator, Cashbook Administrator

Financial Read-only

Can only view transactions and reports but cannot enter or edit any transactions or change setup.
- Typical roles: Auditor, Committee members

Billing-Only (Clubtreasurer Administration Only)

In certain situations, you may want to make subscription payments from email addresses that are not associated with a Clubtreasurer User Accounts. These email addresses can be recorded against your organisation to allow Clubtreasurer to match Paypal payments to your organisation.
- These users do not have access to Clubtreasurer
- They do not count towards your organisation’s user count.

Membership User Types

Use the Membership User Type to control the User’s privileges and access to the Membership Mgt functions. Changes to these settings will update when the User next signs in.

Membership Manager

Use for Membership managers and administrators who set up and manage members and memberships
Managers have full access to the Membership system and can create, update and remove Member and Membership records.
- Typical roles: Membership Manager, Secretary, Club Adminstrator

Membership User

Users can set up and manage membership assignments and Payment Plans. They can also enter Member payment transactions.
Users cannot make changes to your system setup and cannot create/edit Member or Membership records.
- Typical roles: Membership and Expenses Administrator

Membership – Read-only

Can view Members and Membership details, transactions and reports only
They cannot enter or edit and transactions or make any changes to setup.
- Typical roles: Chair, Committee members

Membership – No Access

These users do not have access to the Membership system.
They will usually be finance-only users who do not require access to the Membership system and cannot see any member or membership details, except Receipt/Payment transactions assigned to Members.
- Typical roles: Auditor, Committee members

User Roles and Permissions

The tables below details the level of access and permissions for each Financial User Type:

Financial User Types

Access / Permission	Financial Manager	Financial User	Financial Read-only	Financial No Access
General
Can Login to Clubtreasurer	Yes	Yes	Yes	Yes
Counts towards User Count (Active only)	Yes	Yes	Yes	No
Transactions (Receipts / Payments / Transfers)
View Transactions	Yes	Yes	Yes	No
Enter/Edit/Delete Transactions	Yes	Yes	No	No
Accounts
View Account Balances	Yes	Yes	Yes	No
View Account and Opening Balance Details	Yes	Yes	Yes	No
Edit Account and Opening Balance Details	Yes	No	No	No
Create New Accounts	Yes	No	No	No
View Bank Reconciliation	Yes	Yes	Yes	No
Perform Bank Reconciliation	Yes	Yes	No	No
Funds
View Fund Balances	Yes	Yes	Yes	No
Edit Fund Details	Yes	No	No	No
Create New Funds	Yes	No	No	No
Events
View Event/Sub-Event Balances	Yes	Yes	Yes	No
Edit Event / Sub-Event Details	Yes	Yes	No	No
Create New Events / Sub-Events	Yes	Yes	No	No
Reports
View Reports	Yes	Yes	Yes	No
Budgets
Create New Budget	Yes	No	No	No
Create New Working Version	Yes	Yes	No	No
Edit Working Version	Yes	Yes	No	No
Delete Working Version	Yes	Yes	No	No
Baseline Budget	Yes	No	No	No
Set as Active Budget	Yes	No	No	No
View/Report Budgets	Yes	Yes	Yes	No
Fixed Assets
Create New Asset	Yes	No	No	No
Edit Asset	Yes	No	No	No
Delete Asset	Yes	No	No	No
Create Asset Transactions	Yes	Yes	No	No
View/Report Assets	Yes	Yes	Yes	No
Support Tickets & Messages
View Tickets	Yes	Yes	Yes	No
Create Tickets	Yes	Yes	Yes	No
Setup
My Details (Name and Email / Password Reset)	Yes	Yes	Yes	No
Organisation: Details* (see below)	Yes	No	No	No
Organisation: Subscription & Billing	Yes	No	No	No
Users* (See below)	Yes	No	No	No
Manage Accounts	Yes	No	No	No
Cost Codes	Yes	No	No	No
Personalisations	Yes	Yes	No	No
Users: User & Read-only
Add New User(s)	Yes	No	No	No
Edit User(s) Details	Yes	No	No	No
Activate User(s)	Yes	No	No	No
Suspend User(s)	Yes	No	No	No
Remove User(s)	Yes	No	No	No
Users: Manager, Primary Contact & Organisation
Edit Manager(s) Details	Yes (Not self)	No	No	No
Edit Primary Contact Details	Primary Contact only	No	No	No
Change Primary Contract	Primary Contact only	No	No	No
Reset Organisation Request	PrimaryContact only	No	No	No
Unsubscribe Organisation Request	Primary Contact only	No	No	No

Membership User Types

Access / Permission	Membership Manager	Membership User	Membership Read-only	Membership No Access
Members
View Members	Yes	Yes	Yes	No
Add/Edit/Delete Members	Yes	No	No	No
Import Members	Yes	No	No	No
Memberships
View Memberships	Yes	Yes	Yes	No
Add/Edit/Delete Memberships	Yes	No	No	No
Membership Assignments & Payment Plans
Add/Edit/Delete Membership Assignments	Yes	Yes	No	No
Add/Edit/Delete Billing Lines & Renewals	Yes	Yes	No	No
Enter/Edit/Delete Membership Receipts* * See Financial User Type	Yes	Yes	No	No
Billing Renewals
Add/Edit/Delete Period Renewals	Yes	Yes	No	No
Membership Invoices & Statements
View Membership Invoices & Statements Report	Yes	Yes	Yes	No
Download/Print/Email Invoices	Yes	Yes	No	No
Download/Print Statements	Yes	Yes	No	No
Member Reports
– View Member Reports	Yes	Yes	Yes	No

Purchasing Additional Users

Your Premium or Enterprise subscription provides you with one or more User Accounts for your organisation.

If you require additional User Accounts you can purchase these individually at £2 per user per month (£24 per annum). These will be pro-rated with your current bill-cycle end-date.

Please raise a Support Ticket if you want to purchase additional users and include the required start-date.