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Staff Roles Overview

SoapBox uses role-based permissions to control access to features and data. Assign the right roles to ensure staff can do their jobs while protecting sensitive information.

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Role Hierarchy

Super Admin
    └── Admin
        └── Pastor/Elder
            └── Staff
                └── Ministry Leader
                    └── Group Leader
                        └── Volunteer
                            └── Member

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Role Definitions

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Super Admin

Who: Primary account owner, executive pastor Access: Unrestricted access to everything Capabilities:
  • All admin functions
  • Billing and subscription
  • Delete church account
  • Assign admin roles

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Admin

Who: Church administrators, office managers Access: Full administrative access except billing Capabilities:
  • Manage all members
  • Access all reports
  • Configure all settings
  • Manage staff roles

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Pastor/Elder

Who: Pastoral staff, elders Access: Pastoral and ministry tools Capabilities:
  • View all member information
  • Access pastoral care tools
  • View giving reports
  • Manage ministries

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Staff

Who: Church employees Access: Operational tools Capabilities:
  • Manage events
  • Access communications
  • View member directory
  • Ministry-specific access

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Ministry Leader

Who: Department heads, ministry directors Access: Their ministry area Capabilities:
  • Manage their ministry’s volunteers
  • Create ministry events
  • Access ministry reports
  • Communicate with team

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Group Leader

Who: Small group facilitators Access: Their group Capabilities:
  • Manage group members
  • Post to group
  • View group attendance
  • Access group prayer wall

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Volunteer

Who: Serving team members Access: Volunteer tools Capabilities:
  • View their schedule
  • Confirm/decline serving
  • Access training materials
  • Log hours

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Member

Who: Regular congregation members Access: Member features Capabilities:
  • Personal spiritual tools
  • Community participation
  • Event RSVPs
  • Giving

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Assigning Roles

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Individual Assignment

1

Find Member

Go to Admin > Members and find the person.
2

Open Profile

Click to view their profile.
3

Manage Roles

Click Manage Roles or Edit Permissions.
4

Select Roles

Add appropriate role(s).
5

Save

Changes take effect immediately.

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Bulk Assignment

Assign roles to multiple people:
  1. Go to Admin > Members
  2. Select multiple people
  3. Click Bulk Actions > Assign Role
  4. Choose role
  5. Apply

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Permission Details

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Members & Directory

ActionMemberVolGLMLStaffPastorAdmin
View directory✓✓✓✓✓✓✓
View profilesLimitedLimitedGroupMinistry✓✓✓
Edit profilesSelfSelfSelfMinistry✓✓✓
Add members----✓✓✓
Remove members-----✓✓

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Events

ActionMemberVolGLMLStaffPastorAdmin
View events✓✓✓✓✓✓✓
RSVP✓✓✓✓✓✓✓
Create events--GroupMinistry✓✓✓
Delete events--OwnMinistry✓✓✓

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Giving

ActionMemberVolGLMLStaffPastorAdmin
Give✓✓✓✓✓✓✓
View own history✓✓✓✓✓✓✓
View reports-----✓✓
Manage settings------✓

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Settings

ActionMemberVolGLMLStaffPastorAdmin
View settings----Limited✓✓
Edit settings-----Limited✓
Manage roles------✓
Billing------Super only

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Multi-Role Assignment

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Why Multiple Roles?

Some people need multiple roles:
  • Pastor who leads a small group (Pastor + Group Leader)
  • Admin who serves in children’s ministry (Admin + Volunteer)
  • Staff member who leads a ministry (Staff + Ministry Leader)

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How It Works

  • Assign multiple roles to one person
  • They receive combined permissions
  • Highest permission level applies

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Example

John is:
  • Staff (general access)
  • Group Leader for Men’s Bible Study (group access)
  • Volunteer in parking team (volunteer access)
John can access:
  • All staff features
  • Men’s Bible Study group management
  • Parking team volunteer tools

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Ministry-Specific Roles

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Assigning to Ministries

Some roles are ministry-specific:
  1. Assign base role (e.g., Ministry Leader)
  2. Specify which ministry
  3. Access limited to that ministry

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Examples

PersonRoleMinistry
SarahMinistry LeaderChildren’s
MikeMinistry LeaderWorship
LisaMinistry LeaderOutreach
Each only sees their ministry’s data.

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Managing Staff

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Staff List

View all staff:
  1. Go to Admin > Staff
  2. See all with elevated roles
  3. Filter by role type

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Removing Access

When staff members leave:
  1. Find their profile
  2. Click Manage Roles
  3. Remove staff/admin roles
  4. Save changes
Always remove administrative access promptly when someone leaves their position.

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Security Best Practices

Only grant the permissions needed for someone’s role. Less is more secure.
Periodically review who has what access. Remove unnecessary permissions.
Update roles immediately when positions change.
Require two-factor authentication for all admin-level accounts.
Keep clear documentation of who has what access and why.

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Role Requests

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Requesting Access

Staff can request additional access:
  1. Submit request through SoapBox
  2. Admin receives notification
  3. Admin reviews and approves/denies
  4. Requester is notified

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Approval Workflow

Admins see pending requests:
  1. Go to Admin > Access Requests
  2. Review request details
  3. Approve or deny
  4. Optionally add notes

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Audit Trail

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Tracking Changes

All role changes are logged:
  • Who made the change
  • What changed
  • When it occurred
  • Previous vs. new roles

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Accessing Audit Log

  1. Go to Admin > Settings > Audit Log
  2. Filter by user, action, or date
  3. Review activity

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Next Steps

Donations & Giving

Set up online giving.

Multi-Campus

Manage multiple locations.