Users & Roles
Passport uses roles to control what each staff member can see and do. Admins manage both the team members who have access and the roles that define their permissions.
Invite a team member
- In Passport, go to Settings → Team Management.
- Click Invite member.
- Search your directory by name, email, or phone to find an existing person record. If a match is found, their contact information fills in automatically.
- If the person is not yet in your directory, enter their First name, Last name, Email address, and Phone number directly.
- Select a Role for this team member.
- Click Invite team member.
The person receives an invitation to set up their login. Until they sign in, they appear in the team list as inactive.
Change a team member's role
- Go to Settings → Team Management.
- Find the team member in the list.
- Use the Role dropdown on their row to select a different role.
The change takes effect immediately — no save button required.
Remove a team member
Click the remove action on the team member's row and confirm when prompted. Removing a team member revokes their access to Passport but does not delete their person record from your database.
Understand roles
Every Passport user except Admins is assigned a role that defines their permissions. Admins have full access to everything and are not listed in the Roles settings — their access cannot be restricted.
Passport includes several built-in roles to get you started:
| Role | What they can do |
|---|---|
| Leader | Manage their assigned groups, classes, or ministries; view members in their scope |
| Greeter | Record attendance (the Attendance screen, Event Day, Kids Check-In and QR check-in) and manage people |
| Altar Worker | Record altar decisions and create or search people |
| Outreach | Log outreach interactions and view their own scope |
Create a custom role
If the built-in roles do not match your team structure, you can create custom roles.
- Go to Settings → Roles & Permissions.
- Click + Add Role.
- Enter a Role name and optional Description.
- Expand the permission sections — Abilities, People, Classes, Groups, and others — and check the permissions this role should have.
- Click Save to create the role.
When you check a permission that depends on another, Passport automatically enables the required dependency and shows a note explaining why it is required.
Edit an existing role
- Go to Settings → Roles & Permissions.
- Click the role name in the left sidebar.
- Click Edit.
- Adjust the permissions and click Save.
If you are editing a built-in role, Passport shows a confirmation that the change affects all users currently assigned to that role.
Copy or reset a role
- Click Copy to duplicate the role under a new name, which you can then modify independently.
- Click Reset on a built-in role to restore its original default permissions.
Give someone access to giving
Giving is closed to everyone but Admins until a role is given one of the Giving permissions, so a bookkeeper or a cash counter can work in Giving without being an Admin. Each permission includes View giving.
| Permission | What it allows |
|---|---|
| View giving | Open every Giving page: the overview, donors, recurring plans, pledge drives, statements, batches and funds, and download the exports |
| Record gifts | Start a cash and cheque batch, add and remove its entries, and commit it |
| Correct entries | Everything in Record gifts, plus rename or delete a draft batch and pause, resume or cancel someone's recurring plan |
| Statements | Generate the year's giving statements and email them |
| Manage funds | Add, edit, retire and restore funds |
| Manage pledge drives | Create and edit pledge drives and record pledges for people |
Connecting Stripe stays with Admins, under Settings → Online giving.
Export team QR codes
Staff can use access QR codes to sign in quickly at check-in stations.
- Go to Settings → Team Management.
- Click Export QR PDF to download a PDF containing each active team member's access code.
Print the PDF and distribute the codes to your team.
Next steps
- Church Profile — Update your church name, address, and contact information. See Church Profile.
- Custom Forms — Create forms your team can use to collect information. See Custom Forms.