Account owners can invite people to help manage volunteer operations by adding them as admins in Timecounts. When you invite an admin, you assign a role that determines what they can access and manage. Timecounts includes two fixed roles, Owner and Manager, and you can also create custom roles with the exact permissions you need.
There are only a couple of key differences between the Owner and the Manager role. The Owner controls billing and subscription settings, including top-ups and payment details, and is the only role that can invite or remove other admins. The Owner also manages the admin role structure, including creating new roles and editing custom roles. Managers have full access to manage volunteers, schedules, events, and communication, but they cannot access billing or manage admin roles.
Inviting new admins.
Go to Settings in the left navigation and select Admins. In the top right, click Invite admin. Use the first field to search for an existing person in your directory, or type in a name and email. Choose a role and send the invitation.
The person you invite will receive an email from your organization letting them know they’ve been added as an admin. If they already have a Timecounts account, they can log in using the email where they received the invite. If they’re new to Timecounts, the email will guide them through creating an account. Their access will match the role you selected.
Creating custom admin roles.
If the default Owner and Manager roles don’t match the responsibilities of your team, you can create your own custom roles. Custom roles allow you to decide which parts of Timecounts a person can view or manage.
Click Manage Roles in the top right and select Add Role. From here, you can choose the level of access you want to give for each area of Timecounts.
For example, you may have someone who helps manage volunteers during a shift but shouldn’t change the schedules you’ve already built. In that case, you would set their access to Limited Access for Events and Schedules. Or you may have someone who only needs to review monthly reports, so you would give them Full Access to Reports and No Access to everything else.
Permission levels.
When customizing a role, each area can be set to one of the following:
Permission level | What it means |
Full access | Can view, create, edit, and manage this area. |
Limited access | Can help with day-to-day coordination while preventing them from deleting or exporting data. |
View only | Can see information but cannot make changes. |
No access | Cannot view or access this area at all. |
Areas you can control include:
Directory
Inbox and Messaging
Schedules
Events
Applications and Qualifying
Track and Credit Time
Reports
Hub Editor
Form Builder
Kiosk
Settings
We’ve grouped certain features together, such as Inbox and Messaging, Applications and Qualifying, and Track and Credit Time, to make it easy to understand what each role can access. Because Timecounts is integrated and volunteers can be viewed from many parts of the app, permission choices apply consistently across the organization. If you don’t want an admin to take a certain action, setting their access here ensures that restriction is respected throughout the platform.
Changing an admin’s role.
You can update someone’s role at any time. Go to Settings and select Admins. In the admin list, use the role dropdown next to their name to choose a new role. The change will take effect immediately based on the permissions defined for that role.
How admin email notifications work.
Admin email notifications are tied to the permissions assigned to each role. Admins can only receive notifications for areas where they have Full Access or Limited Access, since those are the parts of Timecounts they are able to take action in. Areas with View Only or No Access will not send notifications. Admins only receive notifications for the parts of the organization they are actively responsible for.
Removing an admin.
Only the Owner can remove admins. To remove an admin, go to Settings and select Admins. In the admin list, click the three dots next to the person you want to remove and choose Remove Admin. This will immediately remove their access to your organization. The person will still remain in your main Directory, so if you wish to fully delete their profile, you’ll need to go to the Directory to do that.
Transferring ownership
Only the current Owner can transfer ownership. To do this, go to Settings and select Admins. In the admin list, you’ll see a Transfer Ownership button next to the current Owner’s name. Click this button and select the admin you’d like to transfer ownership to. The new Owner will then have full control of billing and admin access settings.
Resending an admin invite.
If someone hasn’t accepted their admin invite yet, you can resend it. Go to Settings and select Admins. Click the three dots next to their name and choose Resend invite from the dropdown.
In most cases, resending isn’t necessary. As long as they sign up or log in to Timecounts using the same email address the invite was sent to, their admin access will already be active and they’ll see your organization when they log in.
If you want to check whether an admin has logged in, open their profile card in the Directory. At the top of the card you’ll see their Last active date and time. If this is blank, it means they haven’t logged in yet.