Create custom roles when the six predefined roles don't fit, so each user sees and manages only what's relevant to them.
What are roles?
Roles define what a user can access. Each role carries a set of permissions (managing people, events, forms, funds, giving, accounting, and more). You assign a role to each invited user.
⚠️ Note: Creating custom roles is available on the Standard plan and above. On the Free plan you can still use the six predefined roles. You must be an Administrator to create or edit roles.
Step-by-step: create a custom role
1. Go to My Church > Users and Roles
On the left sidebar, click My Church, then choose Users and Roles.
2. Click the Roles tab
At the top you'll see two tabs: Users and Roles. Click Roles.
3. Click + Create Role
A modal opens where you can define the new role.
4. Fill in the details
Display Name (e.g., Volunteer Coordinator, Finance Officer).
Description — explain what the role is for.
Color — pick a color to identify the role at a glance.
Permissions — tick the boxes for the areas this role can access.
Available permissions include: People Management, Groups Management, Families Management, Events Management, Messages, Updates, Forms, Funds, Giving, Accounting, Appointments, Pledge Accounts, Batches, Follow-Ups, Portal, Integrations, Settings, Subscription, and User Roles.
5. Click Create Role
Your custom role is ready to assign.
Assign a role to a user
When inviting a new user: go to the Users tab, click + Invite User, enter their email, and select the custom role.
When updating an existing user: click the three dots
⋯next to the user, choose Edit, change the role, and save.
Edit or delete a role
From the Roles tab, use the ⋯ menu to:
Edit — update the name, description, color, or permissions.
Delete — remove a role (only if it isn't assigned to any active user).
💡 Tip: Predefined roles can't be edited or deleted — only custom roles can.
Best practices
Keep roles simple and descriptive.
Use colors to group similar access types.
For volunteers or group leaders, grant only what they need.
Avoid full access unless necessary (reserve that for the Administrator role).