Sports club structure chart: free example and PDF/Word template

A sports club structure chart shows at a glance who is responsible for what, from the general meeting and the board down to the committees and the teams. This guide explains how the chart is built, gives you a free example and template to download, and shows how to set up the same structure in Koach Club.

What goes on a sports club structure chart?

A structure chart, or organisational chart, shows who in the club is responsible for what and who they report to. It fits on one sheet of paper and reads from top to bottom. In a volleyball club you almost always see the same four layers:

1. The general meeting. At the top, because the members elect the board and approve the annual accounts. Next to it sits the audit committee, a few members who check the treasurer's books.
2. The board. Usually a chair, a secretary and a treasurer, plus board members for areas such as coaching and youth. Next to the board sits the welfare officer: the person players and parents can go to about bullying, harassment or other unwanted behaviour.
3. The committees. The board sets them up, and each committee has one point of contact. Think of a technical committee, competitions, sponsorship and communications, events and volunteers, and a youth committee.
4. The teams. At the bottom, each with a coach and, for youth teams, often a team parent. Every team sits under one committee, usually the technical committee for adult teams and the youth committee for the juniors.

The lines matter as much as the boxes. A solid line means "reports to": the committee answers to the board, the coach to the committee. A dashed line means someone works independently, alongside the line. That applies to the audit committee, whose job is to check the treasurer, and to the welfare officer, whom a member can approach without going through the board. What each board role actually does is covered in the board roles in a sports club.

Sports club structure chart: download the example and template

You do not have to start from a blank page. The template below is free, with no account and no email address required. You can use, copy and adapt it however you like, even if your club does not use Koach.

• Printable sports club structure chart (PDF, A4 landscape): three pages with a filled-in example, a blank chart to complete and a who's who list.
• Sports club structure chart in Word (.docx): to edit yourself, with the board, five committees, six teams and a who's who table.

What is on the three pages of the PDF:

• Page 1, the example. A filled-in chart: the general meeting with the audit committee, the board with five roles, the welfare officer, five committees and six teams, from Women 1 down to Youth under 12. Three tips at the bottom.
• Page 2, the blank template. The same layout with empty boxes. At the top you fill in the club name, the season and the date. Each committee has room for a contact and its members, each team for the team name and the coach.
• Page 3, who's who. A table with one line per role and columns for name, email, phone and the date someone's term ends.

How to fill in your club's structure chart

1. Start with what is fixed. Get out your constitution or bylaws and the minutes of the last general meeting, and fill in the board and the audit committee first.
2. Cut what you do not have. No sponsorship committee? Leave the box empty or put your own committee in it. A structure chart shows how things are, not how they ought to be.
3. One point of contact per box. For each committee, fill in one contact person and list the members next to them. A row of names without a contact does not tell a coach who to call.
4. Put every team under one committee. Add the coach to each team and, for youth teams, the team parent. Then every coach knows who to ask about balls, court time or a new player.
5. Keep contact details off the chart. Phone numbers and email addresses belong on the who's who page, so the chart can go on your website without any personal details. Do ask people whether their name can go on it.
6. Put a date on it. Fill in "Updated on" and update the chart after every general meeting and whenever a coach steps down.

Draw it yourself, use a template or a club system?

There are roughly three ways to record how your club is organised. They are not mutually exclusive.

• Draw it yourself in an office or diagram program. You control every box and every line, but adding a box often means straightening out all the lines again.
• Fill in a template, like the one above. You quickly have something to put up, but it remains a snapshot: when a coach leaves, someone has to update the file.
• Set it up in a club system. Then the structure is not a picture but the way the system works: the role someone has decides what they see and what they can do.

We make Koach, so read the right-hand column as our own description. Checked in the app in October 2026.

Our honest advice: use both. The structure chart is for the members, the website and the new coach. The club system is for the actual work, so the treasurer can get to the contributions and the technical committee to the practice reports, without everyone seeing everything.

How to set up the same structure in Koach Club

Koach is an app for volleyball coaches. The Club plan adds a club environment, the Club dashboard, which you open via Profile and then Club dashboard. Every layer of the structure chart has its own place there. An overview of everything in it is in the club dashboard for your club.

Board and welfare officer: a club role

In Koach the board gets a role with its own permissions. Koach Club has five club roles: Club manager, Board member, Treasurer, Confidential adviser and Technical manager. Your welfare officer gets the Confidential adviser role. You assign the roles in the Admins tab, using the email address of the person's Koach account. The treasurer sees Contributions, but not the coaches' notes. The confidential adviser sees names and teams, but no contact details or finances. A club role is covered by the club subscription, so a board member does not need a team or a subscription of their own. How to add someone is explained in adding club managers.

Committees and groups: the Organisation tab

You add the committees from your chart in the Organisation tab, under Committees. Each committee member gets a role there: Chair, Secretary, Treasurer, Member or No role. Below that are the Groups, for circles that are not a committee, such as a volunteer pool or the players who help out at home matches. You can send a group a targeted club email. For that, the club manager connects the club's domain once, and anyone without a Koach account does not receive the email. How to create committees and groups is explained step by step in setting up committees.

Technical committee: reading along with the teams

The technical committee wants to know how the teams are doing without calling every coach. So give the technical director or the chair of that committee the Technical manager club role. That role can read the Team log: for each team, the practices held, with attendance, how much of the plan got done, the coach's report and their notes on players. At the top are the signals for each team, such as a practice without a report. The role cannot change anything and sees no contact details. More on that role in the technical manager as a club role; what else a technical committee decides is covered in the technical committee.

Teams and coaches: they come from the app itself

You do not have to retype the bottom layer of the chart in Koach. The club's teams live on the club account, and fellow coaches join with the Club code. In the Overview of the Club dashboard you see for each team the number of players, the linked accounts, the scheduled events and attendance. With Club and at least two teams, Profile also shows the Club report: every team you coach, one below the other. When a team is added, it shows up right away: the overview comes from the teams themselves, not from a file.

What Koach Club does not do

• No structure chart as an image. Koach does not draw a chart and has no printable version of your structure. That is what the template is for.
• Not visible to all members. Only the Club manager and Board member roles see the Organisation tab. Players, parents and coaches cannot see who sits on which committee. If you want everyone to know, put the structure chart on your website and up in the gym.
• Committee members come from the players. In the app you pick committee and group members from the member list, and that list holds the players of the club's teams. A parent or coach who does not play is not on it, so you cannot add them. A club role does work: all it takes is a Koach account.
• No general meeting and no membership records. Koach does not keep minutes, votes or board terms and does not replace your membership database. Under Contributions you keep track of who owes what, but Koach does not collect the money.
• Volleyball only. If your club runs several sports, Koach covers the volleyball section and not the others.

Who is Koach Club for, and what does it cost?

Koach Club suits a volleyball club with several teams that wants the structure on its chart to show up in day-to-day work as well: the board with its own permissions, the technical committee reading along with the teams, the treasurer on top of the contributions. It is not the right fit if all you need is a chart for your website (the template is enough for that) or a membership system that collects dues.

Club costs €9.99 per month for the whole club, or €8.33 per month billed yearly, with unlimited teams and coaches on the club account. The five club roles are included, and players and parents use Koach for free. In the App Store and on Google Play you see the price in your own currency. Club has no free trial: you leave your details on the clubs page and we set up the club together with you. All prices are on the pricing page. What else is on the board's list at the start of a season is in the volleyball season checklist.

Frequently asked questions

Further reading

Recording committees at a sports club: the club behind the teams Adding club admins: the five roles and what each one is for The club dashboard for your volleyball club: everything in one place Sports club committee roles and responsibilities: who does what

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