> ## Documentation Index
> Fetch the complete documentation index at: https://docs.rescueconsole.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Team members and roles
> Who has access to your organization, how to invite, change and remove people, and what each role can see, change and configure.
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](/settings/volunteers).
## 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.
| Column | What it shows |
| ---------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Name** | The person, linked to their [person record](/people/record). A team member is a person like any other, so their phone number and address are there. |
| **Email** | The address they sign in with. |
| **Joined** | When they were given access. |
| **Last sign-in** | Shown to organization admins only. The last time they signed in, **Never** if they have an account and have not signed in, or **No sign-in** if they have no password at all yet. **Locked** means they are locked out after repeated failed attempts; **Must reset** means they have to set a new password next time. |
| **Role** | What they can do. An organization admin can change it here. |
| **Account** | **Activity**, and for an organization admin, **Force reset** and **Remove**. |
On your own row, the **Account** column links to **change your own password** instead: you cannot force a reset on yourself or remove yourself.
### Inviting someone
Organization admins see **Pending invites** under the list.
Press **Invite someone**.
Enter their **Email** and choose their **Role**. The role starts as **Read only**, the least a new member can be given. The list is grouped: **Team** for the built-in roles, **Your roles** for any you have made, and **Portals**.
Press **Send invite**. They are emailed a link to accept, naming the role they are being given. The link expires in 24 hours.
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.
### 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.
### 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.
### 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.
### 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](/people/list) with everything attached to it.
You cannot remove yourself, and you cannot remove the last organization admin.
### 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.
## 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".
### See, Change and Configure
A role's permissions are a grid: one row for each workspace, and three levels in each.
| Level | What it means |
| ------------- | ------------------------------------------------------------ |
| **See** | View records in this module. |
| **Change** | Add and edit records. |
| **Configure** | Change how the module works (custom fields, statuses, fees). |
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.
### What Configure opens in each workspace
| Workspace | With Configure, a person can also |
| ------------------ | ----------------------------------------------------------------------------------------------------------------------------------------- |
| **Animals** | Edit animal statuses, breeds, the **Behaviour** list, application stages, the medical lists, adoption fees and discounts, and cage cards. |
| **People** | Merge [duplicate people](/people/duplicates). |
| **Organizations** | Invite, answer and end [partner rescues](/settings/organization#partner-rescues). |
| **Communications** | Change the sending settings and read the [communications log](/communications/log). |
In every workspace that has them, **Configure** is also what lets a person add [custom fields](/settings/custom-fields), arrange [record layouts](/settings/record-layouts) and design [workflows](/settings/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](/settings/overview#who-can-open-settings).
### The built-in roles
| Role | What it is for | What it can do |
| -------------------------- | ------------------------------------------------------------------------------------------------------------------------- | --------------------------------------------------------------------------------------------------------------------- |
| **Organization admin** | Everything, including settings, members and roles. | See, change and configure every workspace, plus the organization-wide settings listed below. |
| **Director** | Leads the organization: staffing, budgets, protocols and partnerships, across every workspace. | See, change and configure every workspace. |
| **Shelter manager** | Oversees the facility day to day: animals and their protocols, the rota and staffing, and the work across the workspaces. | Configure Animals and Shifts. See and change People, Organizations, Fundraising, Events, Registry and Communications. |
| **Veterinarian** | Intake exams, vaccinations, treatment and spay or neuter surgery, and the medical setup of Animals. | Configure Animals. See and change Organizations and Communications. See People, Shifts, Events and Registry. |
| **Veterinary technician** | Supports the veterinarian with exams, vaccinations and treatment. | See and change Animals and Communications. See People, Organizations, Shifts, Events and Registry. |
| **Animal behaviorist** | Assesses behavior and temperament, and writes training and socialization plans. | See and change Animals and Communications. See People, Shifts and Events. |
| **Adoption counselor** | Reviews adoption applications, talks with families, and arranges meet-and-greets and matches. | See and change People, Animals and Communications. See Organizations, Fundraising, Shifts and Events. |
| **Volunteer coordinator** | Recruits, trains and schedules volunteers, and runs shifts and events. | Configure Shifts and Events. See and change People and Communications. See Organizations and Animals. |
| **Foster coordinator** | Recruits foster homes and places the animals that need one. | See and change People, Animals and Communications. See Organizations, Shifts and Events. |
| **Animal control officer** | Answers calls about loose, injured or neglected animals, and brings strays in. | See and change People, Animals, Registry and Communications. See Organizations, Shifts and Events. |
| **Intake officer** | Processes owner surrenders and strays brought in by the public. | See and change People, Animals and Communications. See Organizations, Shifts, Events and Registry. |
| **Animal care technician** | Daily care: feeding, water, cleaning, walks, socializing, and watching health and mood. | See and change Animals. See Shifts and Events. |
| **Read only** | Can see everything, change nothing. | See every workspace. |
"Configure" includes see and change. A workspace a role does not name is one it cannot open.
### Portal roles
Four built-in roles are for people outside your team who sign in about their own business.
| Role | What it is for | What it can do |
| -------------------- | --------------------------------------------------- | ---------------------------------- |
| **Adopter portal** | For adopters: the animals and their own giving. | See Animals and Fundraising. |
| **Foster portal** | For fosters: the animals in their care. | See and change Animals. |
| **Volunteer portal** | For volunteers: events, shifts and their own hours. | See and change Shifts. See Events. |
| **Donor portal** | For donors: campaigns and their own giving. | See and change Fundraising. |
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](/shifts/my-shifts).
### 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.
Press **New role**.
Fill in **What is this role called?**. The **Identifier** beside it is made from the name and cannot be typed; it is permanent once anybody holds the role. **What is it for?** is optional and is shown to whoever assigns it.
Tick the grid under **What can it do?**.
Press **Create**. The role is offered under **Your roles** when you invite someone or change a member's role.
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.
### 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.
### 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](/settings/organization#general-profile), including the logo and tax details.
* Add and change [locations](/settings/organization#locations).
* Invite and remove team members, change their roles, and force a password reset.
* Add, change and delete roles.
* Choose the [species](/settings/pet-configuration#species) you work with and the [ID format](/settings/cage-cards-and-ids#id-format).
* Save the [donation amounts](/settings/finance#donation-amounts) and manage [payments](/settings/finance#payments).
* Read the [settings history](/settings/settings-history).