Staff roles and programs

Every member of your team has one of four roles. Programs group your opportunities, so a coordinator can run part of your work without seeing the rest. This article is the full picture; to invite someone, see Invite your team.

Where to find it

• Settings → Staff (owners): the members, their roles, invitations and Change role.
• Settings → Programs (owners and staff): your programs.

What each role can do

	Owner	Staff	Coordinator	Viewer
Opportunities, shifts and rosters	All	All	Their programs	See all, change nothing
Create opportunities, choose their program	Yes	Yes	No	No
Volunteers	All, with every detail	All, with every detail	Those active in their programs, contact details and hours	See all, change nothing
Applications and requirements	Yes	Yes	No	See only
Messages to volunteers	Everyone, or any audience	Any audience but everyone	A shift, series or opportunity in their programs	No
Reports and CSV exports	All	All	Their programs	All
Staff notifications	Yes	Yes	About their programs	None
Settings	Every tab	Programs and Notifications; Email, Automations and Integrations read-only	Notifications	Notifications
Staff, billing, branding, data	Yes	No	No	No

The invite form and Change role show the same one-line summaries under What each role can do.

Viewers

Viewers see every page with a note: "You have view-only access, so you can see everything but cannot make changes." Buttons are disabled or hidden. They can still download CSV exports, but not documents volunteers uploaded. A viewer's Settings → Notifications says only "Viewers do not receive staff notifications."

Coordinators

A coordinator runs the opportunities in their programs as staff would: the shifts, rosters, attendance, check-in posters, kiosks, hours to review and messages to those people. Everything else is out of view:

• Lists, calendars, the dashboard and Reports show only their programs. The Programs chips offer just theirs.
• A volunteer appears when they have a confirmed signup or a series membership in one of the coordinator's programs. The record shows contact details, those signups and hours, and the standing of their requirements, but not notes, application answers, tags or messages.
• There is no Applications page. Applications, background checks and certifications never reach a coordinator.
• Anything outside their programs reads: "This is outside the programs you coordinate, so you cannot change it."

Programs

1. Open Settings → Programs and choose Add program.
2. Enter a Name, a Description (optional) and a Color: Indigo, Orange, Peach, Periwinkle, Teal or Amber, shown as a dot beside the name.
3. Choose Create program.
4. Put opportunities in it from each opportunity's form, under Program.

Each program shows how many opportunities and coordinators it has. Edit changes its name, description or color. Archive, then Archive program, retires it: "Its opportunities and coordinators keep it, but it can no longer be chosen." Archived programs are listed under Archived programs.

Programs also filter your Opportunities, Shifts, Volunteers and Reports pages with the Programs chips, whatever your role.

Good to know