Teams and Roles

Teams and roles help you organize your people and control who has access to what. Teams are groups of people who serve together, while roles determine what someone can do in the admin dashboard through fully configurable permissions.

Understanding Teams

Teams are organizational groups within your church. You can create teams for any ministry or serving area, and each team has a type to help categorize it. Available team types are:

Ministry
Missions
Worship
Youth
Children
Admin
Other

Teams are purely organizational and do not grant any admin permissions by themselves. They help you track who is serving where and make it easy to communicate with specific groups. Each team also has a color that appears as a visual indicator throughout the admin dashboard.

Creating a Team

Navigate to Teams

From the People section in your admin dashboard, click on the Teams tab.

Click Create Team

Click the Create Team button. The creation form includes fields for the team name, an optional description, a team type (required), and a color picker.

Save the team

Click Create Team to save. The team is created without any members at this point.

Add members on the team detail page

Click on the newly created team card to open its detail page. From there, click Add Member to search for people in your directory and add them to the team. You can select multiple members at once.

Tip

Each member on a team has a team role of Leader, Co-leader, or Member. You can change a member's team role directly from the team detail page using the dropdown in the Role column.

Tip

Use teams to quickly target messages. When sending communications, you can select a team as your audience to reach everyone in that group at once.

Understanding Roles

Roles control what a member can see and do in the admin dashboard. Unlike teams, roles grant permissions. Every role you create is fully custom — you define the name, description, and exact set of permissions it grants. There are no fixed built-in roles like "Owner" or "Staff."

When you create a new role, you can start from a template to quickly pre-fill a common permission set, then adjust as needed. Available templates include:

Administrator - Full access to all features and settings
Regular Member - Basic access for regular church members
Ministry Leader - Can manage teams and events for their ministry
Office Staff - Administrative staff with people and event management
Child Care Worker - Access for those working with children
Child Care Administrator - Full childcare system management
Communications Team - Can send messages and manage the landing page
Missions Coordinator - Can manage missions and related teams
Prayer Moderator - Can approve or reject prayer requests
Pastoral Care - Can manage workflows, follow-ups, and care pipelines
Custom Role - Start with a blank slate and choose permissions manually

Note

The Roles page requires the full subscription tier. If you do not see the Admin tab or Roles option, your plan may not include custom roles.

How Permissions Work

Permissions are organized into over 25 feature areas. When building a role you can grant any combination of individual permissions across all of these areas, including:

People - View, create, edit, delete, and message members; assign members to teams and roles
Teams - View, create, edit, delete, and manage teams
Roles - View, create, edit, and delete roles
Families - View, create, edit, delete, and message families
Events - View, create, edit, and delete events
Attendance - View and manage attendance records
Giving - View giving history and manage records
Groups - View and manage small groups and their members
Child Check-In - Check children in and out, manage check-in settings
Forms - View, create, edit, and manage forms and submissions
Missions - View, create, edit, and delete missions
Outreach - View and manage outreach events and participants
Sermons and Series - View, create, edit, and publish sermons
Website - View, edit, publish, and manage website content and forms
Follow-Up - View, create, and manage follow-up tasks and templates
Workflows - View, manage, and operate workflow templates
Smart Lists - View, create, edit, and export smart lists
Prayer Board - View, moderate, and manage prayer requests
Rooms and Facility - View, book, and manage room reservations
Notes - View, create, and manage member notes
Custom Fields - View and manage custom field definitions
Organization - View and edit organization details and settings
Billing - View and manage subscription and payment information

When a member has multiple roles, their permissions are combined. They get access to everything that any of their roles allow.

Creating and Editing Roles

Go to the Roles page

From the People section, click on the Admin category tab, then select Roles. You will see a list of all existing roles on the left panel.

Click Create Role

Click the Create Role button to open a blank role form in the right panel. If you want to start from a template, select one of the template chips at the top of the form. The name, description, and permissions will be pre-filled and can be adjusted.

Configure name and permissions

Give the role a name and optional description. Then check the permission groups you want this role to have. You can also expand to advanced permissions for fine-grained control over individual permission actions.

Save the role

Click Save. The role is now available to assign to members.

Warning

Be careful when granting billing and organization permissions. Anyone with those permissions can change your plan, payment method, or organization settings. Only assign these to fully trusted staff.

Assigning Roles to Members

Roles are assigned through the member edit form, not from the Roles page. The Roles page shows you which members currently hold each role as a read-only reference, but role assignment happens on the member record.

Open the member edit dialog

Navigate to People, find the member you want to assign a role to, and open their edit dialog.

Go to the Teams and Roles tab

Inside the edit dialog, click the Teams and Roles tab.

Check the roles to assign

In the Roles section, check the checkbox next to each role you want this member to have. Unchecking a role removes it. You can assign multiple roles to the same member.

Save

Save the member record. The member immediately gains the permissionsassociated with any roles you checked.

Tip

The Roles page is useful for auditing — click on any role to see the collapsible list of all members currently assigned to it.