Committee Member Management

▶ Watch: Who can manage your club (1:17)

Overview

Committee Member Management lets organisation administrators, and staff with Members and volunteers at Manage, define committee roles (e.g. President, Secretary, Treasurer) and assign existing organisation members to those roles. Each committee member record tracks term dates, optional contact details, a bio, and an active/inactive status.

It is your club's internal record of who holds which office. The same page is where you choose who can manage the club on Horsify and what each person can do (see Who can manage the club). A committee position is a title: it doesn't give anyone access on its own.

Publishing your committee on your club site is a separate step: see Showing your committee on your club site below.

Committee members are displayed in a list ordered by their role's display order, and removal preserves historical records: the member is marked inactive rather than permanently deleted.

Who Should Use This Feature

Perfect For

• Club administrators managing their executive committee and office bearers
• Pony club & riding club secretaries maintaining current committee records
• Breed society & association admins tracking board or executive committee positions
• Event organising committees publicising their team on a club site

Prerequisites

• To add, edit or remove committee positions and roles you need to be an admin, or staff with Members and volunteers at Manage. Staff with that area at View can see the committee but not change it
• Only admins can see and change who can manage the club (the Who can manage section)
• Committee isn't part of the Instructor plan, since a solo instructor has clients rather than members
• Organisation members must already exist before they can be assigned to committee roles

Key Features

🏛️ Committee Roles

Define the positions that make up your committee:

• A new organisation starts with no committee roles, so you create your own to match how your club is run
• Create roles such as President, Vice President, Secretary, Treasurer, or any custom title, each with a name, optional description, and display order
• Roles are ordered by display order (lower numbers appear first)

👤 Committee Member Profiles

Each committee member assignment stores:

A photo can be stored against a committee member, but there is no field for it on the assign or edit form yet. An existing photo is preserved when you edit a member, and new ones can't be added from this page.

🔍 Search & Filter for Member Assignment

When assigning a member to a committee role, you can search across:

• Name: member's name
• Email: member's email address
• Membership number: the member's assigned membership number

🗑️ Removing Committee Members

Removing a committee member:

1. Marks the member as inactive
2. Sets their term end date to today (if not already set or if it's in the future)
3. Preserves the record for historical reference

A confirmation dialog is shown before removal.

📋 Committee Member List Display

The committee member list shows each member as a card with:

• Name and role name badge
• Inactive badge if the member is no longer active
• Membership number (if assigned)
• Term dates displayed as, for example, "3 Mar 2026 - 2 Mar 2027" or "3 Mar 2026 - Ongoing"
• Bio text (if provided)
• Committee email (clickable to email) and committee phone (clickable to call)
• Edit and Remove action buttons per member

Members are ordered by their role's display order, then by term start date.

Showing Your Committee on Your Club Site

The club site's Team Members block is the place to publish a committee on a public page, but it does not read your Committee Management records. Its two data sources are:

• Manually added members: you type each person's name, role, bio and photo into the block, or
• Your instructors: tick people from your instructor list, and the block shows their current details from that list

So a committee published on your club site is a second, separate list. If you change an office bearer in Committee Management, remember to update the Team Members block on your site as well, because nothing syncs the two.

Who can manage the club

Go to: People → Committee → Who can manage (admins only).

This list shows everyone who can manage your club on Horsify now: every admin, and every staff member with the areas they hold, whether or not they have a committee position.

Give someone access

1. Under Who can manage, click Find a member and search by name, email or membership number.
2. Pick the member and click Give access. (For someone already on the committee, click Access beside their name instead.)
3. Under What can they do?, choose Member, Staff or Admin.
4. For Staff, pick a preset in Start from, or choose the areas yourself. Each area is None, View or Manage. For example, an event secretary needs Events and entries at Manage.
5. Check the In effect now line, then click Save access.

The person is emailed to say what they can now do. Your other admins are emailed whenever someone is made an admin.

To change or remove someone's access later, click Change access beside their name. Choose Member to take their access away.

Club presets

A club that also runs lessons is offered the riding-school presets (Reception, Head coach, Bookkeeper, Yard manager) instead. You can always choose the areas yourself.

Only admins can change access, connect Stripe or change bank details, change the plan, connect outside services, or close the club. An organisation always keeps at least one admin.

For every area and preset side by side, see Staff Access: Who Can Do What.

How to Use

Accessing Committee Management

1. Log in as an organisation admin, or as staff with Members and volunteers access
2. In the organiser menu, go to People → Committee
3. If you look after more than one organisation, switch between them from the Switch list in the menu; the page follows it
4. If you belong to only one organisation, it is selected automatically

Creating a Custom Committee Role

1. Click "Create Custom Role" on the Committee Management page
2. Enter the role name (required, e.g. "Chief Steward")
3. Optionally add a description and set the display order (lower = appears first)
4. Click "Create role". A role needs a name, up to 100 characters; if the name is missing or too long, the form tells you why

Assigning a Member to a Committee Role

1. Click "Assign member to committee" (or "Assign first committee member" when the list is empty)
2. Use the search dropdown to find the organisation member by name, email, or membership number
3. Select a committee role from the role dropdown
4. Set the term start date (required, defaults to today)
5. Optionally set a term end date, bio, committee email, and committee phone
6. Click "Assign member"

Editing a Committee Member

1. Click "Edit" next to the committee member
2. Update term dates, active status, bio, committee email, or committee phone
3. Click "Save changes"

Removing a Committee Member

1. Click "Remove" next to the committee member
2. Confirm the removal in the confirmation modal
3. The member is marked inactive with their term end date set to today

Related Features

• Member Management: organisation members must exist before being assigned to committee roles
• Custom Club Website Setup and Usage Guide: adding a Team Members block to a public page
• Staff Access: Who Can Do What: every area and preset, and the permission matrix
• Pony Club & Organisation Membership Features: how committee roles sit alongside a member's title

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