ClubCensus
Your First Week as Club Secretary on ClubCensus
Taking on the secretary role is a big responsibility — and the first login should feel calm, not overwhelming. This guide walks you through signing in, the Day 1 setup checklist, inviting your board and members, and setting up roles so governance can run smoothly from day one.
Signing in for the first time
You will receive an invitation email from your club administrator, or credentials from your chair. Open the link, create your account (or sign in with the email you were invited on), and you will land on your club dashboard. If you are creating the club yourself, use Create your club from the empty dashboard or Organisations, then follow the setup checklist.
If you belong to more than one organisation, use the club switcher in the header to select the correct club. Your dashboard shows the setup checklist (for admins), members, meetings, tasks, and Bill — the ClubCensus Assistant — in one place.
- ·Use the same email address the invitation was sent to
- ·Complete your profile name so directors recognise you in the board directory
- ·Confirm the club name in the header before you invite anyone or change settings
- ·Work the dashboard setup checklist when it appears — it is the official Day 1 path
Day 1 essentials (setup checklist)
Club admins see a setup checklist on the Dashboard (~15 minutes). Day 1 essentials are required; Week 1 steps are optional follow-ups. Tick items off as you go — each step deep-links to the right page, and Bill chips offer ready-made prompts.
- ·Set up club identity — name, brand colour, optional logo under Club appearance
- ·Meet ClubCensus Assistant — open Assistant and try a first prompt with Bill
- ·Build your board directory — role cards and Invite someone (see below)
- ·Schedule your first meeting — create a board meeting in Board → Planner; Bill can draft the agenda next
Start in the Board Directory
Open Board → Board directory from the sidebar. This is your governance roster: President, Treasurer, Secretary, Directors, and optional roles like Vice President. The setup checklist opens this page with a short first-steps guide for secretaries.
Role cards show who holds each position. Tap a role card to assign an existing member or invite someone new. Use Invite someone for full control over access level, optional board position, and approval settings.
Inviting board members and club members
Use Invite someone (Board directory or Members) to open the full invitation form. Enter their name and email, choose their permission level (Member, Manager, Board member, or Admin), and optionally note the board position they will hold.
They receive a secure email link. When they accept, they join your club workspace. Board member and Admin invites always require another admin to approve — this protects your club from accidental privilege escalation.
- ·Member — standard app access and directory
- ·Manager — day-to-day operations and member tools
- ·Board member — governance surfaces; admin approval required
- ·Admin — full club settings; admin approval required
Assigning board seats after invites
An invitation sets club access; board seats (President, Secretary, etc.) are confirmed in the Board directory. After someone accepts, an admin assigns their board role and term dates on each member card.
Admins can customise which role cards appear — hide Vice President if your club does not use that seat. End terms when directors step down; past members stay in the historical record.
Permissions secretaries should know
The secretary board seat typically includes members.manage — you can invite members and manage the roster. Changing board structure, club settings, and billing remains with club admins.
Use the Permissions matrix tab on the Board directory page to see what each role can do. When in doubt, ask your chair or admin before granting Admin access.
Week 1 follow-up and first meeting
After Day 1 essentials, most secretaries continue with these steps in their first week:
- ·Invite remaining directors or admins (Invite board & admins on the checklist)
- ·Publish key policies or governing documents under Club documents
- ·Configure membership plans when you are ready for renewals
- ·Build the first agenda in Prepare, generate a board pack, and circulate papers
- ·On meeting night, run the session in Meet Space (agenda, attendance, notes)
- ·Set Alert preferences so reminders reach you
FAQ
- I sent an invite but they did not receive the email
- Ask them to check spam. Open Organisations, select your club, and use the pending invitations area to confirm the address, resend, or revoke. You can also send new invites from Members or Board → Board directory.
- Can I invite someone as President directly?
- Choose Board member (or Manager) as their access level and note President as the intended board position. An admin assigns the President seat in the Board directory after they accept (and after admin approval for Board member access).
- Where do I get help inside the app?
- Open Assistant (Bill) for governance questions, use Help & guides in the sidebar (start with Club secretary), or follow the setup checklist on your dashboard when you first join.
