Volaby has four permission levels that determine what someone can see and do in the system. This guide is the reference for what each level can do, so you know who to assign when you're delegating responsibilities.
The four levels, from most to least permissive:
Volaby Admin — full access across the whole organisation
Program Manager — manages one or more specific programs
Activity Leader — manages one or more specific activities
Volunteer — the base level for everyone in your organisation
Each level inherits everything the level below it can do.
Volaby Admin
Volaby Admins have the highest permission level and can do everything in the system across every program and activity. Use this for people responsible for the overall running of Volaby in your organisation.
Admins can:
Configure organisation-wide settings in the Admin Console (onboarding, screening questions, communications, notifications, reporting, address hiding, and so on)
Create, edit, suspend and delete programs
Add and remove Program Managers
Create and manage report types and report fields
Create and manage tasks, task categories and stages
Edit, upload and delete organisation resources
Manage volunteers across all programs and the volunteer database
Manage incidents end-to-end, including changing incident status (new, in review, completed, archive)
Manage all activities, rosters and reports across the organisation
Plus everything Program Managers and Activity Leaders can do
Your Volaby workspace must always have at least one Admin — the system won't let you remove the last one.
Program Manager
Program Managers are responsible for the day-to-day running of one or more programs. They have full management capabilities scoped to programs they're assigned to.
Program Managers can:
Create and manage activities within their programs
Assign Activity Leaders within their activities
Manage activity rosters and session reports for activities in their programs
Manage incoming volunteers nominating for their programs
Add and remove volunteers from their programs
Receive notifications when an incident report is submitted for one of their activities, and review and work through incidents
Plus everything Activity Leaders can do
Program Managers don't have access to organisation-wide settings or other programs they're not assigned to. To promote a volunteer to a Program Manager, see Promoting Volunteers to Program Managers.
Activity Leader
Activity Leaders manage individual activities they've been assigned to. They have rostering and reporting capabilities within those activities.
Activity Leaders can:
Create and update rosters for their activities
Add and remove volunteers from their activity's team
View and edit submitted session reports for their activities
Manage their activity team
Access volunteer details for the volunteers in their activities
Plus everything volunteers can do
Activity Leaders are assigned per activity by a Program Manager or Admin. A volunteer can be an Activity Leader for one or more activities while remaining a regular volunteer in others. To promote a volunteer to an Activity Leader, see Promoting Volunteers to Activity Leaders.
Volunteer
The Volunteer level is the base for everyone in your organisation. It's the default for any volunteer who joins.
Volunteers can:
Browse and join activities in their programs
Indicate their availability for upcoming rosters
View their upcoming shifts and roster details
Submit session reports for sessions they're rostered on (subject to your organisation's reporting settings)
Track their personal impact on their dashboard
Access organisation resources you've made available to them
Manage their own profile and account settings
Complete onboarding tasks and any post-activation tasks assigned to them
Volunteers don't have any management capabilities. Some of what they can see is configurable at the organisation level — for example, Strict Session Reporting restricts which submitted reports they can see, and Prevent Volunteer Reports can hide reporting from them entirely.
Cross-links
For related setup and management:
Promoting Volunteers to Admins — how to promote a volunteer to a Volaby Admin
Promoting Volunteers to Program Managers — how to promote a volunteer to a Program Manager
Promoting Volunteers to Activity Leaders — how to promote a volunteer to an Activity Leader for an activity
Tracking Incoming Volunteers — managing applicants in your pipeline