We understand that it’s important for club organizations to be able to share their financial information with different stakeholders – whether they need visibility for board members and CPAs, or for other admins to be able to help manage the club’s finances.
The Roles & Permissions feature allows the club organizer to add additional users to the club account on Snap! Spend (previously Groundwork). These Club Users include what we call Admins and Observers. The club organizer or Superuser, will be able to manage what those additional users can view and edit.
With this feature, you can:
- Add additional users to your organization in the role of Admin or Observer – easily add, remove and view user access
- Allow custom permissions for the Admin role, ensuring that Admins only have access to what you want them to have
- Add Observers to grant read-only access to accountants and stakeholders to boost transparency
How it works
First, go to your Settings page and click on the Role Permissions tab to view and edit the permissions for the Admin role. They can have permission to edit on both a club banking level and a team banking level – so before adding any Admins, first determine what kind of access you want them to have and make any changes to the edit permissions as needed!
Please note that permissions cannot be edited on a specific Admin or Observer user basis. So, all Admins will have the same access as other Admins, and all Observers will have the same access as other Observers.
Since the terminology of roles between club organizations can vary, Superusers can change the name of the Admin to match the role in your organization to avoid any confusion about what that specific role is entitled to do. This way, you can make sure people have the appropriate privileges!
How to add additional roles
Navigate to the People page from the bar on the left to view the Club Users. Click on Add Users and enter their names, email addresses, and respective roles.
This will send email invitations to each additional user with a signup link, in which they will be prompted to create their Snap! Spend account and fill out an Authorized Signer Form. Because the additional user is becoming an authorized signer on an FDIC insured deposit account in your organization's name, we need to verify their identity via their SSN and a photo of their government ID. This information only needs to be provided once, so once the user is verified, they will be all set!
What Admins can do
This role will be ideal for certain officers of the organization who need to have access to move money within the club and its teams. As the role was designed to provide the club organizer with additional admins to help manage the club, they can have full access with their own login. The Superuser can then select which club and team features Admins have permission to edit - this can be based on who you’ll be adding as Admins and their purpose in using the app.
What Observers can do
Observers can view the club’s account across all features but will not be able to make any changes to them. Their role may be to ensure that the money of the organization is being used for the appropriate expenses or obtain financial reports of the club’s finances. This visibility enables them to better discuss with or report to other organization members or use the information for audits. This role is recommended for board members, CPAs, auditors, or other organization members who do not need access to managing money for the club.
If you have any questions about this feature or run into any issues, do not hesitate to contact emailing us at firstname.lastname@example.org.