Roles, access and org chart
Name a department's leaders, give them planning access, and watch the org chart update on its own.
When you organise a department, three things now follow automatically: each person's function, their system access (if you want it), and their place in the org chart. Nothing has to be entered twice.
Roles within a department
When you add a member, you pick their role in the team:
- Leader - runs the team and, once named, automatically sits above its members in the org chart.
- Deputy - supports the leader.
- Secretary - handles the team's follow-up.
- Member - serves on the team.
Each membership automatically creates a function tied to the department ("Accueil leader", "Accueil member"…), in your church's language. There is nothing to set up in advance.
Giving planning access
When you add a member, a checkbox "Give planning access (view, accept, decline)" is ticked by default. It grants the person exactly the access they need, based on their role:
- Leader, Deputy, Secretary receive Department head access: they manage their team's plannings and reports.
- Member receives Participant access: they only see their own schedule and accept or decline their assignments. Nothing else - no access to the directory or the rest of the church.
If the box is ticked and the person has an email address, an invitation is sent: it shows as "pending" under Settings → Users. The person sets their password and reaches their space.
Note: a member who already has a role (treasurer, secretary…) keeps their access - planning is already open to them, so nothing is added.
The member responds to their planning
Once signed in, the member opens Services → My schedule. There they see their upcoming assignments and, for each one, can:
- Confirm their availability.
- Decline.
- Propose a replacement or another date.
The coordinator sees the responses in real time and settles swaps in one click.
The org chart updates on its own
Naming a leader is enough: in the Org chart (Members menu), every department member appears under their leader, in the department's colour. No links to draw by hand.
On the Functions page, functions are grouped by department so the list stays readable even with many teams.
Printing the org chart
The Print button produces a clean document: one branch (department / leader) per page, scaled to stay readable whatever the size of your church, with a header (logo, church name) and a numbered footer.
When a leader changes
- Naming a new leader demotes the former one to member: they keep their planning access (Participant) but no longer manage the team.
- Removing a leader from the department removes their Department head access if they no longer lead any team.
Tip: access is reversible. You can always re-grant or remove access from Settings → Users.