Team & roles

Role overview

Admin

Full access. Manage settings, billing, team members, all animal records, all reports, and every feature in the app. Only admins can delete records, change org settings, and manage integrations.

Coordinator

Day-to-day operations. Create and edit animals, manage adoptions and placements, view all reports, access programs (neonates, colonies, cruelty cases). Cannot change org settings or billing.

Vet

Medical-focused access. View animal records and add medical entries (vet visits, vaccinations, medications, diagnoses). Cannot edit adoption status, manage placements, or access billing.

Volunteer

Limited access. View the volunteer shift schedule, log hours, and see basic animal listings. Cannot edit records or access sensitive sections (donations, cruelty cases, reports).

Inviting a team member

1. 1
   Go to Settings > Team & volunteers.
2. 2
   Click Invite member.
3. 3
   Enter their email address and select a role.
4. 4
   Click Send invite. They'll receive an email with a link to create their account (or sign in if they already have one).

Invited members show up in a separate Pending invitations list below your team roster until they accept. From there you can Copy link to re-send it yourself (email, text, whatever's fastest) or click the trash icon to revoke it.

Changing a member's role

Roles work as tags, not a single dropdown -- a member can hold more than one at once (say, Coordinator and Vet).

1. 1
   Go to Settings > Team & volunteers.
2. 2
   Find the member. Click the + role dropdown next to their name and pick a role to add it -- it applies immediately, no Save button needed.
3. 3
   To remove a role, click the × on that role's tag. That also applies immediately.

Removing a team member

There's no separate "remove from org" action today -- to take away someone's access entirely, remove all of their role tags from Settings > Team & volunteers as described above. Records they created (animal intakes, notes, etc.) stay in place with their name attributed.

What each role can do

Can I have multiple admins?

Yes — there's no limit on the number of admins. For larger teams, it's common to have 2-3 admins and coordinators handling day-to-day operations.

Can a volunteer see which animals need foster homes?

Volunteers can see the basic animal list and status. They can't see private medical notes, adoption application details, or donor information.

What if a vet needs to see adoption history for context?

Vets can see the animal's full timeline including placement and outcome history from the animal record. They just can't edit adoption status or manage placements.

Can I see who on my team made a specific change?

Yes -- most records have an activity log showing who made each change and when. Click 'Activity' in the timeline area of any animal or case record.