What Is a Role?
Roles represent positions, not people. Name them after the position — “Treasurer,” “President,” “Enrichment Chair” — not after the person filling it. The person with access to the email address assigned to a role will be asked to set up a name and signature specific to themselves.
If you don’t have dedicated email addresses for your roles, e.g., treasurer@example.org, then when a new person starts, change the email address assigned to their role.
When the new person starts, whether by shared or new email address, a fresh identity will be created via retirement of the old one (see Role Transitions below).
Permissions
Each role has one or more permissions:
| Permission | What They Can Do |
|---|---|
| Admin | Full access — manage settings, roles, and sign rules |
| Signer | Sign forms to pre-approve, approve, or acknowledge review |
| Check Signer | Authorized by the bank to sign checks; can fulfill payment authorization |
| Bookkeeper | Manage budgets, edit requests, update form status, and manage payees |
| Reviewer | View all expenses and their status |
| Recorder | When minute approval dates are enabled, adds the date an expense was recorded in the minutes |
A single person can have multiple permissions. For example, your treasurer might be an admin, signer, and bookkeeper.
Adding a New Role
- Go to Roles
- Click New Role
- Enter the person’s email address (must match their Google account)
- Check the permissions they need
- Save
The person can now sign in with Google and access your organization.
Role Transitions
At the start of each fiscal year, returning roles are asked to “retire” or confirm they are continuing in their role. If they don’t have a chance to retire, the person replacing them can go through the process for them. Retirement can also be done before the fiscal year ends by clicking “Retire” on your user settings page.