Giving every trustee their own login
Who can sign in, what each role can do, and why sharing one login is the thing to avoid.
In The Charity Office: Settings → People → Invite somebody
Never share a login
Accounts that live with one person are accounts nobody can take over when that person moves away. Give each trustee their own.
Press Invite somebody, give a name, an email and a role, and they get an email with a link to set their own password. If they already have a login here, we simply add this charity to it - a trustee at two charities is entirely normal.
What each role can do
Owner is everything, including what the charity pays us. Keep at least two, and you cannot remove or demote the last one.
Administrator is everything except the billing - the right role for whoever runs the charity day to day.
Treasurer has the money: spending, income, the budget, the reports, and the grants. They cannot change the governance records or the compliance register.
Secretary has the paperwork: minutes, trustees, policies, insurance, GDPR. They can see the money and not change it.
Trustee can see everything and change almost nothing - the one exception is writing up the minutes of a meeting until they are approved, because whoever took the notes that night may type them up. That is deliberate rather than mean - trustees are personally answerable for the charity's finances and must be able to look, while six people all able to edit the ledger is how a set of accounts stops reconciling.
Volunteer sees documents and meetings only.
When somebody leaves
Remove them here. They lose access straight away, their login stays theirs, and everything they recorded stays with the charity - minutes and payments are the charity's records, not theirs.
A role change takes effect the next time they load a page, so ask them to refresh if they are signed in while you do it.
Worth knowing. Somebody on the Trustees list is not necessarily somebody with a login, and the other way round. They are two different lists doing two different jobs.
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