Frickley Athletic lost their X account to a hacker and had to rebuild 12,500 followers. Cambuslang Rugby lost Instagram. Scunthorpe Rugby spent months untangling five volunteer-run accounts. The digital asset register. Here's what it contains.
Frickley Athletic lost their X account to a hacker. They had to rebuild 12,500 followers from zero. Cambuslang Rugby lost their Instagram account. Scunthorpe Rugby spent months untangling five volunteer-run accounts.
These are not isolated incidents. Every grassroots club has the same problem: the club's digital accounts are registered to someone's personal email. The chairman's Gmail. The secretary's Hotmail. The volunteer's personal account.
When the volunteer leaves, the accounts leave with them. When the volunteer's email is hacked, the accounts are hacked. When the volunteer forgets the password, nobody can recover it.
ClubHelix sells a checklist as a guide. A guide is read once and filed. The register is a living document that has to be updated. And it is the only artefact in the sweep that is a liability if you don't have it.
Six sections. One document. Updated quarterly. Stored somewhere the committee can find it.
Who has access to what. Not just who posts. Who can post, who can edit, who can delete, who can change settings.
Every account has at least two administrators. Not one. Two. If one leaves, the other still has access. If one is hacked, the other can recover.
This is the rule that Frickley Athletic didn't have. One admin. One email. One password. One hack. 12,500 followers gone.
What to do when an account is lost, hacked, or compromised.
Once a year. At the AGM. Review the register. Update the passwords. Check the permissions. Remove anyone who has left. Add anyone who has joined.
This is the step that keeps the register alive. Not a one-time document. A living document. Updated annually. Reviewed by the committee.
The scenarios that keep the chairman awake at night.
In 18 cycles of competitor sweeping, we've found 15+ entrants. Graphics. Captions. Auto-publishing. Sponsor tracking. Fantasy leagues. Whole-club OS platforms. Fan databases. Club-wide rollout tools. Written content generators. Chat platforms. Management apps. Fan-run documentary channels. Sponsor outcome reports. Parent messages. Handover documents. Fan economies. Named sponsor series. League competitions. Volunteer nominations.
ClubHelix sells the checklist as a guide. A guide is read once and filed. The register is a living document. The register is the only artefact in the sweep that is a liability if you don't have it.
Frickley Athletic's post is the proof of cost: 12.5k followers, gone. Cambuslang Rugby's lost Instagram is the proof. Scunthorpe Rugby's months of untangling is the proof.
The digital asset register is the gap. It's the simplest product. It's the most essential product. Because it's the product that prevents loss.