Roles and permissions¶
AppToMe tells apart three levels inside an organization. Understanding them avoids half the "it doesn't work for me".
The three levels¶
Volunteer — takes part: makes themselves available, clocks, fills in checklists and activities, reads the board. Does not see the registry, statistics or settings.
Staff — a volunteer with permissions on one or more areas. Which areas is decided by whoever assigns them: one can be staff only for vehicles, or only for courses.
Admin — has everything, permissions included, plus the organization's settings. The only one who can appoint other staff and change their permissions.
Who sees what¶
The menu is built by the server, not by the app: at every login AppToMe asks for the list of entries and receives only those that person can see, based on the active modules and the permissions.
| Entry | Menu group | Who sees it |
|---|---|---|
| Board, Calendar | Operations | everyone |
| Checklists, Clockings, Activities | Operations | everyone, if the module is active |
| Shift swaps | Operations | everyone, if at least one calendar allows shift swaps |
| Courses | Resources | only staff and admins, if the module is active |
| Registry | Resources | staff with the permission to view people |
| Vehicles | Resources | staff with the permission to view vehicles |
| Vehicle bookings | Resources | everyone, if at least one bookable vehicle exists |
| Deadlines | Resources | staff with the permission to view vehicle deadlines and maintenance (Vehicle management module) or to view Accounting (Accounting module) |
| Warehouse | Resources | everyone, if the module is active: volunteers see Overview, Items and Stock |
| Accounting | Resources | staff with the permission to view Accounting, if the module is active |
| Statistics | Communications and reports | staff with the permission to view statistics |
| News | Communications and reports | everyone |
| Organization Settings | foot of the menu | admins only |
So two people on the same staff can see different menus: that is by design.
Two practical consequences:
- permissions apply as soon as they are saved, but the menu refreshes when the person re-enters the organization: if they say they cannot see an entry just granted, have them close and reopen the app;
- a missing entry is not the only check: even reaching the screen by a direct link, the data stays out of reach — it is the server that refuses it. The menu hides, the permissions protect.
Assigning permissions¶
Only an admin can do it.
- Go to Registry → People.
- Open the person and choose Change permissions.
- Tick the permissions to grant and save.
The Change permissions card is a list of switches, one per permission, plus a block of fields that limit their reach. Below you find all the entries with the exact wording that appears in the app.
Board¶
| Field | What it enables |
|---|---|
| Can manage Posts | writing, editing and deleting board posts, including other people's, and choosing who they are addressed to |
| Can manage comments | moderating comments: editing and deleting them |
Calendar and shifts¶
| Field | What it enables |
|---|---|
| Can create a Shift | creating new shifts, single or recurring |
| Can edit/delete Shifts created by other users | acting on shifts they did not create |
| Can manage availabilities | adding, confirming, rejecting and cancelling other people's availabilities; inviting people to a shift |
| Can edit past turns | acting on shifts already over (corrections after the fact) |
| Can unlock people busy | signing up for a shift someone who is already busy elsewhere |
| Can duplicate availabilities | copying a shift's availabilities across several dates (see Availability and attendance) |
Scope restrictions¶
Below the calendar permissions there are four fields that limit their reach.
| Field | What it is for |
|---|---|
| Calendars | limits the scope to the selected calendars. Empty = all |
| Shift types | limits the scope to the selected shift types. Empty = all |
| Days | limits the scope to the days chosen among Monday … Sunday, or to the categories weekday, pre-holiday, holiday, always |
| From time / Until time | limits the scope to the shifts falling in that time slot |
This way someone can be appointed responsible for the night shift of a single calendar only: tick the calendar permissions, choose that calendar, and set From time 20:00 and Until time 08:00.
How they are applied. The four conditions hold all together, and an empty field means "no limit". Worth knowing:
- the time slot requires the shift to fit entirely inside it: with 20:00–08:00, a shift 18:00–24:00 stays out, it is not half covered. A slot that crosses midnight is handled correctly;
- the days are counted on the day the shift starts, and a shift beginning exactly at midnight is attributed to the previous day: that is almost always what is needed for night shifts;
- From time and Until time both at
00:00mean "no time limit", not "empty slot".
Restrictions apply to availabilities, not to creating shifts
Scope and time slots limit Can manage availabilities — who can be signed up, approved, moved, and which shift swaps come through for approval. They do not limit Can create a Shift nor Can edit/delete Shifts created by other users: whoever has those permissions has them on all calendars.
A useful side effect to know: by setting some Calendars, that person also sees the calendars restricted to groups they are not part of — that is how a manager can run a team they are not a member of.
Courses¶
| Field | What it enables |
|---|---|
| Can manage courses | creating and editing courses and lessons |
| Can manage Subscriptions | accepting, rejecting and removing subscribers |
| Can manage Course Presences | marking attendance and absence at lessons |
| Can manage Exams | recording results and marks |
| Can manage Patents | creating certifications and assigning them to people |
| Can manage Rooms | creating and editing rooms |
People¶
| Field | What it enables |
|---|---|
| Can visualize People | opens the Registry entry: consulting records and contacts, without editing them |
| Can manage people | creating, editing, inviting and disassociating people |
| Can manage Groups | creating groups and changing their members |
| Can manage Tasks | creating and editing tasks, including virtual ones |
Vehicles, warehouse, checklists, clockings, activities, statistics¶
| Field | What it enables |
|---|---|
| Can visualize Vehicles | opens the Vehicles entry, read only |
| Can manage Vehicles | creating and editing vehicles and vehicle types; approving, editing and cancelling bookings |
| Can visualize Fleet | with the Vehicle management module: status and deadlines in the Vehicles tab, the vehicle's tabs and the Deadlines entry, read only |
| Can manage Fleet | entering plans, deadlines, maintenance and documents; deciding on fault reports; opening Vehicle settings. It includes the permission to view them |
| Can visualize Warehouse | with the Warehouse module: every tab, including Areas, Movements, Reorder and Inventory, read only. They record no movements, not even consumption |
| Can manage Warehouse | items, categories, areas, loads, consumption, transfers, disposals, reversals, inventories and Warehouse settings. It includes the permission to view it |
| Can visualize Checklists | reading the checklists filled in |
| Can manage Checklists | creating types, sections and checks; correcting filled-in ones |
| Can visualize Presences | reading other people's clockings and the reports |
| Can manage Presences | entering, correcting and deleting clockings |
| Can visualize Activities | reading the activities filled in |
| Can manage activities | creating activity types and editing filled-in ones |
| Can visualize Statistics | opens the Statistics entry |
The two Warehouse permissions start on for every staff member.
Accounting¶
| Field | What it enables |
|---|---|
| Can visualize Accounting | with the Accounting module: opens the Accounting entry read only and allows downloading receipts, summaries and exports; shows the accounting deadlines in Deadlines |
| Can manage Accounting | recording entries and fees, admitting members, issuing and voiding receipts, closing and reopening the fiscal year, opening Accounting settings; receives the reminders of its deadlines. It includes the permission to view it |
They start off and apply only with the Staff switch on.
The most delicate permission
Can manage people allows editing the registry and disassociating volunteers. Grant it to those who really deal with it.
Viewing is not managing
Where both exist, the manage permission does not automatically imply the view one: if a menu entry does not appear, check that the matching "Can view…" is ticked too. Vehicle management, Warehouse and Accounting are the exception: there, managing includes viewing.
Appointing an admin¶
This too is done from the registry, on the person's record. An admin has full access, settings included: keep them few, but at least two, otherwise a single lost password is enough to block the organization.