Team members and roles

Two pages in the Team & volunteers group of Settings decide who can sign in to your organization and what they can do there. Team members is the list of people with access. Team roles is what each role allows. The other two pages in the group, for volunteers, are covered in Volunteer settings.

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Team members

Settings → Team & volunteers → Team members lists everyone who has access to this organization. Anyone who can open Settings can see the list. Inviting people, changing their roles and removing them is for an Organization admin only. On your own row, the Account column links to change your own password instead: you cannot force a reset on yourself or remove yourself.

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Inviting someone

Organization admins see Pending invites under the list. The invitation waits under Pending invites with the role and the date it expires, until it is accepted or revoked. Revoke cancels it. You cannot invite an address that already has sign-in access to this organization.

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Resending an invitation

There is no resend button. Press Revoke on the invitation, then invite the same address again: they get a new link, good for another 24 hours. While an invitation to an address is still waiting and has not expired, a second one to the same address is refused until the first is revoked.

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Changing a role

An organization admin changes someone’s role with the Role list on their row. The change applies straight away, not at their next sign-in. You cannot change your own role; ask another organization admin. And the organization always keeps at least one Organization admin: the last one cannot be given another role or removed until somebody else is promoted.

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Forcing a password reset

Force reset is for an account you think is not safe, or a person who has lost control of their password. You are asked to confirm, because it acts at once:

• They are signed out on every device, and anything they have open stops working.
• They must set a new password before they can sign in again.
• They are emailed a link to set one.

It is offered only for members who have a password. Someone who has never accepted an invitation has no password to reset.

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Removing someone

Remove ends a person’s access to the organization. You are asked to confirm, and it takes effect immediately, including on any device where they are signed in. Their person record stays in People with everything attached to it. You cannot remove yourself, and you cannot remove the last organization admin.

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Sign-in activity

Activity on a row opens that person’s sign-in history, most recent first: each sign-in, failed sign-in, lockout, password change, reset link and accepted invitation, with the date, time and the internet address it came from. Use it to check whether a sign-in was really them. An organization admin can open anyone’s activity. Everyone else can open only their own.

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Team roles

Settings → Team & volunteers → Team roles shows what each role can do. Anyone who can open Settings can read it. Only an Organization admin can add, change or delete a role. The page has two lists. Your roles are the ones your organization has made. Built in are the roles every organization has; they are marked Built in and cannot be changed. Each card shows the role’s name, what it is for, how many people hold it, and what it allows in one line, such as “Animals: see, change · People: see”.

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See, Change and Configure

A role’s permissions are a grid: one row for each workspace, and three levels in each. The workspaces in the grid are People, Organizations, Animals, Fundraising, Shifts, Events, Registry and Communications. Each level includes the ones before it. Ticking Configure ticks Change and See too, and unticking See clears the whole row, because you cannot change what you cannot see.

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What Configure opens in each workspace

In every workspace that has them, Configure is also what lets a person add custom fields, arrange record layouts and design workflows for that workspace’s records. The Settings row in the main sidebar appears for anyone with Configure on People, Animals, Fundraising or Shifts. See who can open Settings.

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The built-in roles

“Configure” includes see and change. A workspace a role does not name is one it cannot open.

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Portal roles

Four built-in roles are for people outside your team who sign in about their own business. Somebody who holds Volunteer portal and no team role gets a short sidebar of their own: My shifts, Find a shift and Events. See My shifts.

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Adding your own role

Make a role of your own when the built-in ones do not fit: a kennel lead who should change animals but not see donations, for example. A role can only combine the permissions in the grid. There is no way to grant something the grid does not have, and a role of your own cannot give the organization-wide powers that belong to the Organization admin role.

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Changing or deleting your own role

Edit on one of your own roles opens its grid. Change the ticks and press Save. Saving signs out everybody who holds that role, so the change takes effect for them right away; they sign in again. The page warns you before you save and tells you afterwards how many people were signed out. Delete removes a role nobody holds. While anybody holds it, the button is disabled: move those people to another role on Team members first.

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What only an Organization admin can do

Some things are not in the grid at all and belong to the Organization admin role alone. A Director, who can configure every workspace, cannot do these:

• See and change the General profile, including the logo and tax details.
• Add and change locations.
• Invite and remove team members, change their roles, and force a password reset.
• Add, change and delete roles.
• Choose the species you work with and the ID format.
• Save the donation amounts and manage payments.
• Read the settings history.