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User Guide  /  Roles, Leaders & Members

Roles, Leaders & Members

This section explains the two kinds of "role" in the portal and how to make someone a member, teacher, or leader of a ministry — and how to give a leader the access they need.

Two kinds of role (don't mix them up)

  • Group role — a person's standing on a ministry team: Member, Teacher, or Leader. Managed in Members & leaders.
  • Account role — what a login can do in the portal: admin, leader, scheduler, member. Managed in Users & access.

Family roles

Separately, each person has a family role within their household — Husband, Wife or Child. They grant no access; they describe the household, and the portal fills most of them in for you where the household says so plainly. See Families & Households.

There is deliberately no "head of household": one address can hold more than one family, and nobody needs nominating as its head.

Adding a member to a ministry

  1. Open Administration → Members & leaders and choose the ministry.
  2. Add the person to the team. Their default group role is Member.
  3. Save. They now appear on the ministry's roster and can be scheduled.

Promoting to Teacher or Leader

  1. On the same Members & leaders view, find the person on the team.
  2. Change their group role to Teacher or Leader.
  3. Save.

Leaders are surfaced on the ministry page and are filtered by campus, so a leader assigned to one campus is shown only under that campus.

Giving a leader portal access

Being a Leader on a team (group role) is a label. To let that leader actually build schedules and manage their team in the portal, give their account the matching role:

  1. Open Users & access (under Users & Access).
  2. Find or create the person's login (email + password).
  3. Add a role of leader, scoped to their campus and/or ministry.
  4. Save. The leader can now manage schedules and people within that scope.

Choosing a scope

  • No scope on an admin role = portal-wide admin (everything).
  • Campus scope limits the role to one location.
  • Ministry scope limits the role to one team.
  • Combine both to limit a leader to, say, Worship at Scarborough.

Editing the role options themselves

The list of group roles and family roles (and member types) is editable on the Member types page. You can rename, reorder, or add options there. An option that's still assigned to people can't be deleted until they're reassigned.