Roles & permissions

ServantFlow has four roles. This page explains, in plain English, exactly what each one can and cannot do — so you can delegate with confidence.

Every person in your ServantFlow account has one of four roles. Most people are Volunteers. A small number are given more access to help run the schedule. You can change anyone's role at any time from the Volunteers tab (Admins only).

1 Admin

The owner. Full control of everything in your church account.

Admins can do everything a Scheduler can, plus the account-level settings nobody else should touch:

• Assign roles — promote someone to Scheduler or Team Lead, or remove access.
• Everything a Scheduler can do (services, volunteers, ministries, credentials, auto-scheduler).
• Edit email templates, upload the church logo, and set the church language.
• Manage billing and the subscription.
• Export a full backup of all data, or import one.
• See the Admin tab (hidden from everyone else).

2 Scheduler

Runs the whole schedule, but can't change account settings.

The right role for a volunteer coordinator who manages scheduling across the whole church but isn't the account owner.

• Create, edit, and delete services/events — for all ministries.
• Add, edit, and remove volunteers.
• Create and manage ministries and credentials.
• Assign and unassign anyone, and run the auto-scheduler across all ministries.

• Assign or remove roles (Admins only).
• Change email templates, logo, language, or billing; export/import; or see the Admin tab.

3 Team Lead

A scheduler for their own ministry only — your way to delegate without giving away the keys.

A Team Lead is tied to one or more specific ministries (worship, nursery, sound, etc.). Within their ministries they have scheduling power; everywhere else they're just a volunteer. This is how you take work off the main scheduler without one person having to do it all.

• Create and edit services, and manage how many people each role needs.
• Onboard and edit volunteers in their ministries.
• Assign and unassign people.
• Run the auto-scheduler for their ministries (fairness still balances load across the whole church).

• Delete services or volunteers (a safety guard — only Schedulers and Admins can delete).
• Touch other ministries' people or schedules.
• Manage ministries or credentials, assign roles, or reach account settings.

4 Volunteer

The default for everyone. Manages only their own serving.

Volunteers don't schedule anyone — they manage themselves, which keeps the back-and-forth off your plate.

• Set their own availability — blackout dates, unavailable weekdays, which weeks they can serve.
• Join or leave ministries from their portal.
• Confirm or decline their own assignments, and claim open ("Open to Serve") slots.
• Vote in meeting date polls.

• Edit anyone else, create services, or see any of the staff tabs.

At a glance

"own min." = limited to the ministries that Team Lead is responsible for.