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 on a shared or a new email address, Volo Cash walks them through creating their own identity (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.
Budget Viewers
To give budget view access to someone who doesn’t approve or pre-approve expenses in Volo Cash, grant their email address view-only access to specific budget items and groups.
- Open the budget item or group from the Budgets page
- Add their email to the Budget viewers field, separating several with commas
- Use Email newly added viewers to let them know about their access if you would like the system to send an invitation email.
- Save
They can then see that category’s budget status and transactions. Refer to Budget Viewer Access for more details.
You can review all budget viewer grants for your organization at the bottom of the Roles page. When you build next year’s budget from this year’s, grants carry over to the new version of the same category.
Note: Budget Viewer differs from the Reviewer permission, which gives someone read access to every expense in the organization.
Adding a New Role
- Go to Roles
- Click New Role
- Enter the person’s email address
- Check the permissions they need
- Save
The person can now access your organization. They log in at that exact address, either with Google or with a code sent to their email.
Role Transitions
At the start of each fiscal year, anyone holding a role is asked a short set of questions. The first is whether the account belongs to them.
- Yes, and I’m continuing. The role carries into the new fiscal year and nothing else changes.
- Yes, but I’m stepping down. Add a personal email address, and your name and signature stay on the requests you already signed.
- No, I’m new to this role. You’re signed in on an address the previous person was using. Volo Cash retires their account and gives you a fresh profile on the same login, so you can set your own name and signature.
Stepping down
Before you finish, you’re asked whether your successor will use your email address:
- Yes, that email belongs to the role. They sign in with it and pick up the role.
- No, they’ll use a different address. The role moves to that address and they’re emailed about it.
- You don’t know. The role keeps your address, so whoever gets it can sign in. An admin can point it elsewhere later.
You can start this any time from “Retire or renew” on your user settings page.