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 change org settings, manage billing, and connect (OAuth) integrations.

Coordinator

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

Veterinarian

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

View the volunteer shift schedule and log hours. Fosterling doesn't restrict animal-record editing by role, so volunteers can also create intakes and edit an animal's profile (name, breed, notes, photos) same as any other team member. They can't add medical records, manage adoptions or foster placements, or access sensitive sections (donations, cruelty cases, reports).

Inviting a team member

1. 1
   Go to Settings > Team & volunteers.
2. 2
   Click Invite by email.
3. 3
   Enter their email address and choose a Permission level.
4. 4
   Click Create 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 Veterinarian).

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.

Single sign-on (SAML 2.0)

On the Network plan, admins can turn on SSO for the team from Settings > Team & volunteers. There are two paths, both admin-only:

• Managed setup -- submit your identity provider (Okta, Azure AD, or Google Workspace) and email domain, and Fosterling's team configures SAML with you. Sign-in doesn't change for your team until that's confirmed.
• Self-serve domain verification -- verify you own your email domain with a DNS TXT record, then connect your identity provider organization yourself to turn on "Sign in with SSO" without waiting on managed setup.

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.