Wired Church

Inviting Staff and Setting Roles

Learn how to add team members to your Wired Church account, assign admin or staff roles, and configure module-level permissions.

Last updated 2026-03-15

Inviting Staff and Setting Roles

Wired Church uses a role-based permission system that lets you control exactly what each staff member or volunteer can see and do. This guide covers how to invite people to your organization, assign their role, and fine-tune their access to individual modules.

Understanding Roles

Before sending invitations, it helps to understand the two organizational roles and how they interact with module-level permissions.

Org Admin

  • Full access to every module and every setting
  • Can invite and remove users
  • Can manage billing and subscription
  • Can configure organization-wide settings (campuses, funds, service types)
  • Can promote other users to Org Admin
Important

Only Org Admins can invite new users, manage roles, and access billing settings. Keep this role limited to your senior pastor, executive pastor, or primary office administrator.

Staff

  • Access is controlled entirely by module-level permissions
  • Cannot access Admin > Settings unless explicitly granted the "admin" module permission
  • Cannot invite or remove other users
  • Cannot change billing or subscription settings
  • Ideal for: office staff, bookkeepers, ministry leaders, volunteer coordinators

The permission system is additive — staff members start with zero access and you grant permissions module by module. There is no "all access" shortcut for the Staff role; if you want someone to have everything, make them an Org Admin.

How to Invite a Staff Member

  1. Navigate to Admin > Settings > Users from the sidebar.
  2. Click the + Invite User button in the upper right.
Users list page showing existing staff members with their roles and status badges, plus the Invite User button

  1. In the invitation dialog, fill in:

    • Email Address — The person's email. They'll receive an invitation link.
    • Display Name — How their name appears in the system (e.g., "Sarah Johnson").
    • Role — Select Org Admin or Staff from the dropdown.

  2. If you selected Staff, the module permissions panel appears below the role selector. (See the next section for details.)

  3. Click Send Invitation.

Invite user modal showing email, display name, role dropdown set to Staff, and the module permissions grid below

The invited person receives an email with a link to create their password and log in. The invitation expires after 7 days. You can resend it from the Users list if it expires before they accept.

Tip

If the person already has a Wired Church account from another organization, the invitation links them to your org as well. They can switch between organizations using the org switcher in the top header.

Module-Level Permissions

When you assign someone the Staff role, you control their access at the module level with three permission flags per module:

Permission What It Allows
Can Read View data within the module. Browse lists, see details, run reports.
Can Write Create and edit records. Add members, enter contributions, schedule events.
Can Delete Remove records. Delete members, void contributions, cancel events.

Permissions are independent — you can grant read + write without delete, or even read-only access to a module.

The Modules

Here is the full list of modules you can configure permissions for:

Module What It Controls
Members Member database — profiles, family groups, contact info, status changes
Visitors Visitor records, follow-up workflows, first-time guest tracking
Attendance Service attendance records, check-in, attendance reports and trends
Contributions Contribution batches, individual gifts, fund allocations, count sheets
Finance Fund accounting, journal entries, bank reconciliation, financial reports
Ministry Ministry groups, volunteer scheduling, service assignments, confirmation workflow
Groups Small groups, Bible studies, ministry teams — admin-side management
Events Event creation, registration management, calendar
Announcements Church-wide announcements with scheduling and targeting
Broadcasts Email and SMS broadcasts to members and groups
Community Community feed moderation (portal social posts, comments, reactions)
Reports Cross-module reporting and analytics dashboards
Absentee Absent member tracking, Vimeo livestream access codes
Signage Digital signage — playlists, slides, display management, scheduling
Website Public website content management, page builder, site settings
Admin Organization settings, campus configuration, system preferences

Setting Permissions During Invitation

The permissions grid appears as a table of checkboxes when you select the Staff role:

Module permissions grid showing checkboxes for can_read, can_write, and can_delete across all modules, with contributions and finance checked for read and write
  1. Each row is a module.
  2. Each row has three checkboxes: Read, Write, Delete.
  3. Check the boxes that match the person's responsibilities.
  4. Write permission automatically implies Read permission (you can't edit what you can't see).
  5. Delete permission automatically implies Write and Read.
Note

If you leave all permissions unchecked, the staff member will be able to log in but won't see any modules in their sidebar. They'll only see the main dashboard with limited information. Always grant at least Read access to the modules relevant to their role.

Common Permission Templates

While Wired Church doesn't have predefined "templates," here are recommended permission configurations for common church roles:

Bookkeeper / Financial Secretary

Module Read Write Delete
Contributions Yes Yes No
Finance Yes Yes No
Reports Yes No No
Members Yes No No

The bookkeeper needs to enter and manage contributions, work with the fund accounting system, and run financial reports. Read-only access to Members lets them look up givers when entering contributions. No delete permission prevents accidental removal of financial records.

Tip

Withholding delete access on Contributions and Finance is a strong internal control. If a contribution needs to be voided, an Org Admin can do it, creating a natural approval layer for destructive financial actions.

Ministry Coordinator / Volunteer Scheduler

Module Read Write Delete
Ministry Yes Yes Yes
Members Yes No No
Events Yes Yes No
Announcements Yes Yes No

This person manages volunteer schedules, creates ministry-related events, and posts announcements about service opportunities. Read access to Members lets them see who's available.

Office Administrator

Module Read Write Delete
Members Yes Yes Yes
Visitors Yes Yes Yes
Attendance Yes Yes No
Events Yes Yes Yes
Announcements Yes Yes Yes
Broadcasts Yes Yes No
Reports Yes No No

Broad access to people-facing modules. No finance access keeps financial data limited to those who need it.

Children's Ministry Leader

Module Read Write Delete
Members Yes No No
Attendance Yes Yes No
Ministry Yes Yes No
Groups Yes Yes No

Focused access for recording children's attendance, managing kids ministry volunteer schedules, and overseeing children's small groups.

Editing an Existing User's Permissions

  1. Go to Admin > Settings > Users.
  2. Find the user in the list. Use the search bar if you have many staff members.
  3. Click the Edit button (pencil icon) on their row.
  4. The edit panel opens with their current role and permissions.
  5. Adjust the role or toggle individual module permissions.
  6. Click Save Changes.
User edit panel showing the role dropdown and module permissions grid with some permissions toggled on

Changes take effect immediately. The user does not need to log out and back in — the next page they load will reflect their updated permissions. Modules they no longer have access to will disappear from their sidebar.

Revoking Access

There are two ways to remove someone's access:

Option 1: Deactivate the User

  1. Go to Admin > Settings > Users.
  2. Click the Edit button on the user's row.
  3. Toggle the Active switch to off.
  4. Click Save.

Deactivated users cannot log in. Their account and all associated activity history are preserved for audit purposes. You can reactivate them at any time.

Tip

Deactivation is preferred over deletion. It preserves the audit trail of who entered contributions, recorded attendance, and made changes to member records. If you delete a user, those audit references become orphaned.

Option 2: Remove from Organization

  1. Go to Admin > Settings > Users.
  2. Click the three-dot menu on the user's row.
  3. Select Remove from Organization.
  4. Confirm the removal.

This removes the user from your organization entirely. If they belong to other Wired Church organizations, those are unaffected. The user's activity history within your org is preserved, but they can no longer access your data.

Important

Removing a user is irreversible from the admin panel. If you need to re-add them, you'll have to send a new invitation and reconfigure their permissions. If you're unsure, deactivate instead.

Frequently Asked Questions

Can a staff member belong to multiple organizations? Yes. If someone serves at multiple Wired Church organizations (e.g., a denominational overseer), they'll see an org switcher in the top header to move between them. Permissions are configured independently per organization.

Can I give someone only mobile portal access without admin access? Yes. If you invite someone and grant zero module permissions, they'll have no admin access. However, if they are also linked as a member (via the member_id field on their user account), they can still access the Member Portal to view the community feed, groups, prayer wall, and other member-facing features.

What happens if I change someone from Org Admin to Staff? Their access immediately narrows to only the modules you've granted permissions for. Make sure to configure their module permissions before (or immediately after) changing their role, or they'll lose access to everything.

Can staff members see each other's permissions? No. Only Org Admins can view and edit the Users section. Staff members cannot see who else has access or what permissions they hold.

Is there an activity log of permission changes? Yes. All role changes and permission modifications are recorded in the system audit log, accessible to Org Admins under Admin > Settings > Audit Log. The log records who made the change, what was changed, and when.

How many users can I invite? This depends on your subscription plan. Check your current plan limits under Admin > Settings > Billing. The founder organization (the first church on the platform) has unlimited users.

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