Team Members and Roles

You do not have to manage ChurchWiseAI alone. Add your staff and volunteers to the dashboard so they can help monitor calls, respond to prayer requests, and keep your church information up to date — without giving everyone full access to everything.

Adding Team Members

1. Open your admin dashboard
2. Go to the Settings tab
3. Find the Team Members section
4. Click Add Team Member
5. Enter their name, email, and role
6. Click Save

The new team member receives their own unique access link by email. Each person gets a private link — they never need to share yours, and you never need to share a password.

Available Roles

There are seven roles. Each one determines which tabs, data, and settings the team member can access.

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Admin

Full access. Settings, billing, team management, all call data, all request types, and all sensitive pastoral content.

This should be the senior pastor or church administrator — whoever is ultimately responsible for the ministry and needs to see everything.

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Office Admin

Day-to-day operations access. Can see call logs, all request types (prayer, visitor, callback), congregation care, and most settings. Can update church info, hours, and service details.

Cannot manage billing, edit voice agent settings, or add/remove team members.

Good for: church secretary, office coordinator, executive pastor.

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Prayer Team

Prayer-focused access. Can see the Overview and the Prayer Requests tab only. Can update the status of prayer requests as the team prays through them.

Cannot see visitor contacts, callback requests, or call logs — only prayer-related data.

Confidential prayer requests (marked private by the caller) are not shown to this role. They are routed to Admin and Office Admin only.

Good for: prayer team leader, intercessory prayer volunteers.

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Care Team

Pastoral care access. Can see Overview, all request types (prayer, visitor, callback), and the Care messaging tab.

Callback request reasons are not shown to this role — only the caller's name and phone number appear, along with the note "Pastoral inquiry — contact the pastor." This protects callers who may have shared sensitive personal matters.

Good for: care pastor, hospital visitation team, deacons/deaconesses.

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Treasurer

Financial-only access. Currently sees the Overview tab with call and activity metrics.

When financial features are added (giving discussions, pledge inquiries), the Treasurer role will be the only non-Admin role with access to that data. No other role will see financial information.

Good for: church treasurer, finance committee chair.

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Volunteer Coordinator

Volunteer and outreach access. Can see Overview and the Requests tab (visitor contacts and callback requests, but not prayer requests).

Callback reasons are not shown — only the caller's name and contact info. This is intentional, as callback reasons can contain sensitive pastoral matters not appropriate for this role.

Good for: volunteer director, outreach coordinator, welcome team leader.

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Worship Leader

Read-only ministry overview. Can see the Overview tab — call counts, activity metrics, and general dashboard stats.

No access to individual request details, call transcripts, or settings.

Good for: worship pastor, music director — someone who benefits from seeing how the ministry is performing without needing pastoral or operational data.

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Role Access Summary

Tab / Data	Admin	Office Admin	Prayer Team	Care Team	Treasurer	Vol. Coordinator	Worship Leader
Overview	✓	✓	✓	✓	✓	✓	✓
Calls	✓	✓	—	—	—	—	—
Prayer Requests	✓	✓	✓	✓	—	—	—
Visitor Contacts	✓	✓	—	✓	—	✓	—
Callback Requests	✓	✓	—	✓	—	✓	—
Callback Reasons	✓	✓	—	Redacted	—	Redacted	—
Confidential Prayers	✓	✓	Redacted	Redacted	—	—	—
Care Messaging	✓	✓	—	✓	—	—	—
Settings	✓	✓ (limited)	—	—	—	—	—
Billing / Upgrade	✓	—	—	—	—	—	—
Team Management	✓	—	—	—	—	—	—

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How Team Members Access the Dashboard

Each team member gets their own private access link — no username or password required. The link itself determines who they are and what they can see.

Team members should:

• Bookmark their link for quick access
• Not share their link with others — if multiple people need access, add them separately
• Contact the Admin if their link is lost or stops working (the Admin can resend it from Settings)

Changing a Role

1. Go to Settings > Team Members
2. Find the person and click Edit
3. Select a new role and click Save

The change takes effect immediately on their next page load.

Removing a Team Member

1. Go to Settings > Team Members
2. Click Remove next to their name
3. Confirm

Their access link stops working immediately. You can add them again later if needed — they will receive a new link.

Best Practices

• Give each person their own access — never share a single admin link among multiple people
• Match role to responsibility — most staff do not need Admin access
• Review access periodically — remove team members who have left your staff
• Keep at least two Admins — so the dashboard is never locked to one person
• Read the data privacy article — understand what data each role can see before assigning roles to sensitive positions

For a full explanation of what data is collected and who can see it, see Data Privacy and Confidentiality.