Volunteers and roles

Three roles run an organization in the console: owner, admin and volunteer. Owners and admins manage who has which role under Settings, then Admins. A volunteer does not see that page.

Members and guardians are not roles. They are roster entries and the accounts linked to them, and they do not appear under Admins. To add or invite them, see Your roster.

Role	What it covers	Uses an admin seat
Owner	Everything an admin can do, plus changing and removing other owners, making someone an owner, and deleting the organization.	Yes
Admin	Runs campaigns, orders, cash hand-offs, members, contacts, pages, media, reporting and settings, including billing.	Yes
Volunteer	Views campaigns and works the Fulfillment list. Changes nothing else.	No

An organization can have more than one owner.

A volunteer’s side navigation shows Dashboard, Campaigns, Fulfillment, View storefront and Settings. The dashboard opens with a What you can do here card.

• Fulfillment. A volunteer sees the Fulfillment list, and can select Mark out for delivery or Mark delivered on an order, where the order allows it, and undo the last of those steps. The list shows the buyer’s name and where the order goes, and Collect with the amount owed on an unpaid pay-later order, but no prices, order totals, fees, payment details, email or phone. A volunteer cannot record the payment. The order number is plain text for a volunteer, not a link to the order. See What each role sees and Fulfillment.
• Campaigns. A volunteer reads the list and opens a campaign’s Details, Products and Pickup and delivery tabs, under a View only notice. There is no way to create or edit a campaign, and the Status, Payment, Branding and External Wishlists tabs do not appear.
• Settings. A volunteer gets two tabs, Notifications for their own email choices and Billing for the current plan, with no controls to change it.

Everything else is for owners and admins. A volunteer who opens one of those pages from a bookmark sees Owners and admins only and a link back to the dashboard. This covers Orders, Cash hand-offs, Members, Contacts, Pages, Media and Reports, which holds Wishlist activity, and every other settings page, including Audit log, Payments and Admins.

An owner has everything an admin has. Two things are for owners alone.

• Managing owners. Only an owner can make someone an owner, or change or remove an existing owner. An admin sees an owner’s role as a badge with no controls.
• Deleting the organization. Danger Zone appears under Settings for an owner only, with Delete Organization. An admin who opens it from a bookmark sees Owners only. The delete is refused while the organization, or one under it, has a paid plan or add-on.

Owners and admins each use one admin seat. Volunteers never use one, so any plan can have as many volunteers as it needs.

Plan	Admin seats
Free	1
Plus	5
Pro	Unlimited

A pending owner or admin invite holds a seat until it is accepted, canceled or expires. A volunteer invite does not.

The Invite someone section shows the count, for example 2 of 5 admin seats used, with how many more are held by pending invites. When every seat is taken, the Role select starts on Volunteer, and choosing Admin shows a notice that every seat is in use, with an upgrade button if a higher plan has more seats. Send invite stays disabled until you pick Volunteer, cancel a pending admin invite or free a seat.

If an organization ends up with more people in seats than its plan includes, for example after a plan change, everyone keeps their access. No one new can become an admin until the count is back under the limit. For changing plans, see Billing & subscriptions.

1. Open Settings, then Admins.
2. Under Invite someone, type the person’s email address.
3. Choose a Role, Admin or Volunteer. The line below the form describes the role you picked.
4. Select Send invite. The notice Invite sent follows, and the person gets an email with a link to join.

The console does not offer Owner as an invite role. To make someone an owner, invite them and change their role afterward.

An invite is refused when the address already has a pending invite to your organization, or when UnitTally does not send email to that address.

Each invite appears under Pending invites with its role. An invite link works for 7 days.

• Resend. Select Resend to email a new link. The old link stops working, but the 7 days do not restart. Resending twice within a minute is refused. An expired invite cannot be resent, and it no longer appears in the list. Send a new invite instead.
• Cancel. Select the trash button on the invite, labeled Cancel the invite to the address, to revoke it. The notice Invite canceled says the link no longer works, and any seat it held is free again.

The person you invite opens the link in the email.

1. If they are signed out, they sign in or create an account, and the link picks up again afterward.
2. The page Accept your invite shows the account they are signed in as. Select Accept invite, or Use another account to sign out and use a different one.
3. The notice Invite accepted follows, and they land on the organization’s dashboard. An account with no name yet is asked for one first.

The account that accepts gets the role, whichever email address it signed in with. Someone who already has a role in the organization keeps it when they accept another invite.

An accepted admin or owner invite needs a free seat at that moment. If the seats filled up while the invite was pending, the page says so and asks them to have an admin free a seat, then open the link again. An invite that was canceled, has expired, or was used by another account shows This invite can’t be accepted, and the person asks you for a new one.

A person who has an account and is signed in can also find a pending invite on their Welcome page under Pending invitations, where Accept works the same way. That list shows only invites sent to the email address on the account.

Under Admins and volunteers, each row has a select showing the person’s role.

1. Choose the new role in the select on their row. A role above your own is not in the list.
2. For most changes the role applies at once, with the notice Role changed. Making someone an owner, or changing your own role, asks you to confirm first. Select Change role to go ahead.

Rules to know:

• An admin manages up to admin. An admin can change volunteers and other admins, and can make a volunteer an admin. An admin cannot make anyone an owner or change an owner. Only an owner can.
• A volunteer who becomes an admin or owner takes a seat. When no seat is free, that choice is disabled in the select. Going from admin to owner, or from owner or admin to volunteer, needs no seat check, and moving to volunteer frees one.
• The only owner is fixed in place. Their row shows an Owner badge in place of the select and the trash button, with a note that they are the only owner. To step down, transfer ownership first.
• Changing your own role. The dialog Change your own role to names the new role and says who can change it back. If you moved to admin, only an owner can change it back. If you moved to volunteer, an owner or admin can.

Any owner, on any plan, can hand the organization to someone who already has access, in one step. It needs no free seat, so a sole owner on Free can hand over without upgrading.

1. Make sure the new owner is already an admin or volunteer in the organization, or invite them first and wait for them to accept.
2. Open Settings, then Admins, and select Transfer ownership above the list. Only owners see it.
3. In the dialog Transfer ownership of (your organization), choose the New owner. The list holds your admins and volunteers, not other owners.
4. The dialog says what you become, then select Transfer ownership. The notice Ownership transferred follows.

The new owner takes an admin seat and gets an email saying the organization is now theirs, naming you. What you become depends on the seats:

• You stay an admin when your plan still has a seat free after the hand-over, for example on Plus with seats to spare, or when the new owner was already an admin.
• You become a volunteer when the seats would otherwise be over your plan’s limit. On Free, with one seat, handing over to a volunteer always leaves you a volunteer.

If you were the billing contact and become a volunteer, the billing contact moves to the owner who has been an owner longest, which is the new owner when there is only one, and owners and admins get the usual billing contact email.

To share ownership instead of handing it over, make someone an owner with the select on their row, and you stay an owner too. Making an admin an owner needs no free seat, but a volunteer takes one, so on Free that means moving to a plan with more seats first.

1. On the person’s row under Admins and volunteers, select the trash button, labeled Remove and their name.
2. Select Remove in the dialog. The notice Removed follows.

They lose access to the organization in the console. Their UnitTally account is not deleted, and you can invite them again. Owners can remove anyone, except the only owner. Admins can remove volunteers and other admins, not owners.

To leave an organization yourself, use the trash button on your own row, labeled Leave this organization, then confirm Leave. Another owner or admin can invite you back. The only owner cannot leave until someone else is an owner, so transfer ownership first.

• Your roster: members and guardians, who sell and sign in but are not org roles.
• Billing & subscriptions: plans and changing them.
• Fulfillment day: the list a volunteer works from, and what each role sees on it.
• Fulfillment: the options, deadlines and statuses behind the list.