Team Members and Roles
Add staff to your dashboard and understand exactly what each role can see and do
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
- Open your admin dashboard at churchwiseai.com/admin/[your-token]
- Go to the Settings tab
- Click the Team sub-tab on the left
- Scroll to the Add Team Member form
- Enter their name, email (optional), and choose a role from the dropdown
- Click Save
When you add a team member, a unique magic link is automatically generated. No email is sent to them automatically -- instead, you share the link yourself. Here is how:
- After saving, the new team member appears in the list above the form
- Click the Copy Link button next to their name
- Share that link with your team member however you prefer -- email, text message, or in person
That link is their personal dashboard access. No password is needed. They simply click the link and see only the tabs and data their role allows. Each person gets their own unique link, so you never need to share yours.
You can have up to 10 team members on your account. If you need to add more, remove an inactive member first.
Available Roles
There are nine roles. Each one determines which tabs, data, and settings the team member can access.
Admin
Full access. Settings, billing, team management, all call data, all request types, training, social media tools, 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.
Office Admin
Day-to-day operations access. Can see call logs, all request types (prayer, visitor, callback), congregation care, training tab, social media tools, 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.
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.
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.
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.
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.
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.
Spiritual Leader
Training and prayer access. Can see the Overview tab and the Training tab, where they can review AI chatbot responses, approve or reject answers, and promote the best ones to your FAQ library. Can also see prayer requests.
Good for: associate pastor, teaching pastor, discipleship director — someone who helps shape how the chatbot represents your church's theology and teaching.
Care Leader
Training and care access. Can see the Overview tab and the Training tab. Can also see prayer requests, visitor contacts, and callback requests.
Good for: care ministry director, pastoral care coordinator — someone who oversees both the quality of AI responses and the care follow-up workflow.
Role Access Summary
| Tab / Data | Admin | Office Admin | Prayer Team | Care Team | Treasurer | Vol. Coord. | Worship Leader | Spiritual Leader | Care Leader |
|---|---|---|---|---|---|---|---|---|---|
| Overview | Yes | Yes | Yes | Yes | Yes | Yes | Yes | Yes | Yes |
| Calls | Yes | Yes | -- | -- | -- | -- | -- | -- | -- |
| Prayer Requests | Yes | Yes | Yes | Yes | -- | -- | -- | Yes | Yes |
| Visitor Contacts | Yes | Yes | -- | Yes | -- | Yes | -- | -- | Yes |
| Callback Requests | Yes | Yes | -- | Yes | -- | Yes | -- | -- | Yes |
| Callback Reasons | Yes | Yes | -- | Redacted | -- | Redacted | -- | -- | Redacted |
| Confidential Prayers | Yes | Yes | Redacted | Redacted | -- | -- | -- | Redacted | Redacted |
| Care Messaging | Yes | Yes | -- | Yes | -- | -- | -- | -- | -- |
| Training Tab | Yes | Yes | -- | -- | -- | -- | -- | Yes | Yes |
| Social Media | Yes | Yes | -- | -- | -- | -- | -- | -- | -- |
| Settings | Yes | Yes (limited) | -- | -- | -- | -- | -- | -- | -- |
| Billing / Upgrade | Yes | -- | -- | -- | -- | -- | -- | -- | -- |
| Team Management | Yes | -- | -- | -- | -- | -- | -- | -- | -- |
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. The link looks like this:
https://churchwiseai.com/admin/their-unique-token
Sharing access links
When you add a team member, ChurchWiseAI generates a unique token for them automatically. To share their link:
- Go to Settings > Team
- Find the team member in the list
- Click Copy Link next to their name
- Send the copied link to them via email, text, or however your team communicates
What team members should do
- Bookmark their link for quick access
- Not share their link with others — if multiple people need access, add them separately with their own role
- Contact the Admin if their link is lost or stops working (the Admin can remove them and re-add them to generate a fresh link)
Changing a Role
To change a team member's role, you will need to remove them and add them again with the new role:
- Go to Settings > Team
- Click the red Remove button next to their name
- Add them again with the new role using the Add Team Member form
- Click Copy Link and share the new link with them
Their old link stops working immediately and the new link takes effect right away.
Removing a Team Member
- Go to Settings > Team
- Click the red Remove button next to their name
- Confirm the removal
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. Start with the least-privileged role and upgrade if needed.
- 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
- Share links securely — send the dashboard link directly to the person, not in a group chat where others could see it
- 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.