How it works
Who can read an inbox
Reading an inbox needs two things: the permission to use the Inbox, and being named on that inbox's list. The list decides, and that includes Administrators.
Who this is for: Anyone with “Use the member inbox” or “Set up inboxes” or “Read a member's messages” (by default: Administrator, Casual Staff, Treasurer).
An inbox holds other people's mail, which can include health details and children's details. So Sports Club OS keeps it to the people the club names, inbox by inbox.
The rule
To read an inbox you need both:
- The permission to use the member inbox, which the Administrator, Casual Staff and the Treasurer have by default. Your club can change this on Roles & permissions.
- To be named on that inbox's list.
The list decides. If you are not named on an inbox, you cannot see that it exists or what is in it, and that includes an Administrator. The Inbox page says You are not on an inbox yet, and a conversation you are not allowed to open says You cannot open this conversation.
An Administrator who needs to read an inbox names themselves on it, in , Inboxes tab.
The three permissions
| Permission | What it lets someone do | Who has it by default |
|---|---|---|
| Use the member inbox | Open the Inbox, read and answer the conversations of the inboxes they are named on, mark done, tag, move and keep. | Administrator, Casual Staff, Treasurer |
| Set up inboxes | Make and remove inboxes, choose who is on each, forward the mailbox, verify the domain, send a test, set how long mail is kept, and change or remove tags. It shows names and lists, never mail. | Administrator |
| Read a member's messages | See every email and reply to a text linked to a member on that member's page, whichever inbox it came through, and export them. Each export and attachment opened is recorded. | Administrator |
None of these lets a person read an inbox they are not named on. Reading a member's messages on their page is a separate way of seeing a member's mail, kept for the people who answer access requests.
Replies to texts
Replies to the club's texts are in an inbox of their own, Text/SMS, which needs no setting up and cannot be removed. Everyone who can send text messages is on its list. You can add others, who can read the replies, but they can only answer them if they can send text messages too.
Who sees what elsewhere
- Someone who can see members but cannot read a member's messages sees no sign of the Messages tab, not even a count.
- Reporting, members and bar staff have no access to any of it by default.
- The Member inbox widget on the Dashboard counts conversations not yet answered in the inboxes the person is named on, and shows no words from any message.
Last checked in release 2026.10.31, on 31 October 2026.