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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 Groups & Ministries.

  • Account role — what a login can do in the portal: admin, leader,

scheduler, member. Managed in System Users.

Family roles

Separately, each person can have a family role within their household — Head of Household, Spouse, Child, and so on. Family roles are set on the person editor and shown on the profile and family pages. They don't grant any access; they describe the household relationship.

Adding a member to a ministry

  1. Open Groups & Ministries 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 Groups & Ministries 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 System Users (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 Options 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.