One person

Give them a seat, change one, or end one

1. Open Seats and access.
2. Press Add a seat.
3. Choose the Unit, the Role and the Reach, and type a Designation if the position has a name of its own.
4. Check what the seat will be asked to submit, and who reviews it.
5. Press Add seat.
6. To change a seat, press Edit on its card: choosing another unit or role turns the button into Move seat.
7. To end a seat, press End seat on its card, then End seat again.
8. Confirm it's you when asked: your password, then the code from your authenticator app if you have one.

Then: Each seat is held separately, never combined: it grants nothing at the units of their other seats. A moved or ended seat stops their access there at once and is kept under ended seats with what was done there; Add a seat brings it back.

Rather not? On a seat's card, Add a second role… adds a role they also act as there, Extra permissions gives one permission on top of the role, and Revoke a permission… takes one away at that unit only.

Who: Whoever may manage people at that unit, with the roles they may give there: Edit and End seat show only on a seat whose role you could give, so HR, for instance, gives and ends Staff and Volunteer seats. An Owner's seat is changed or ended only by an Owner, and an Owner also sees Appoint as administrator. Never your own seats: ask another administrator.

Daniel leads the youth team at Eastside and starts helping at Riverside too. Grace opens Daniel's page, presses Add a seat and gives Riverside, Volunteer, this unit only. Daniel now holds two seats, and each gives only what it gives at its own unit.

Change what they submit

1. Open Seats and access.
2. Read under the seat: its timesheet, its reports, and who approves and reads them.
3. Press Change.
4. Under Timesheet, keep the unit's answer, or choose Required or Not required, and set Hours a week if theirs differ.
5. Under Reports, check the forms they are asked for, or choose Not asked for any report, now or later.
6. Choose a position under Reports to, where their role is shared between positions.
7. Press Save.
8. Confirm it's you when asked: your password, then the code from your authenticator app if you have one.

Then: Saved for that seat only, from now on. Everybody else in their role is asked as before. Who reviews them is worked out from roles and positions, so the sheet shows it and you do not choose it.

Who: Whoever may manage people at the seat's unit.

Sokha volunteers at the food bank but files no weekly field report. Grace presses Change on Sokha's seat, unchecks Weekly field report and saves; the other volunteers at the food bank are still asked for it.

Correct their details or their sign-in address

1. Press Edit details beside their name.
2. Correct what is wrong: their names, their work phone, or the personal details you hold.
3. For a new sign-in address, type it under Sign-in email.
4. Press Save.
5. Confirm it's you when asked: your password, then the code from your authenticator app if you have one.

Then: They are told which details changed, never what to. A new sign-in address waits: a link goes to the new address and a note to the current one. The new address can confirm it from a day later, for 48 hours more, and the current one can call it off until then; until it is confirmed they sign in with the current one, and once it is, every device signed in as them is signed out.

Rather not? Edit details shows what is waiting and when, with Call it off: press Call it off to stop it, and they keep signing in with their current address.

Who: Edit details changes the sign-in address only for somebody who could give every seat they hold, at every unit, and after you confirm it's you. An Owner's address is changed only by that Owner, from Your account, except an Owner who has not opened their account yet, whose address another Owner may correct, which sends their invitation again.

Mary Ann's work address changes when their center moves to a new email domain. Grace types the new address under Sign-in email and saves. Mary Ann gets a note at the old address and a link at the new one, and confirms it the next afternoon.

Reset their two-step sign-in

1. Make sure it is really them asking: call them, or see them.
2. Open Seats and access.
3. Under Account, read the line: it says whether two-step sign-in is on for them.
4. Press Reset two-step sign-in and read what it does.
5. Press Reset two-step sign-in again.
6. Confirm it's you when asked.

Then: It clears their authenticator, recovery codes and passkeys, signs them out on every device, ends any reset link they were sent, and emails them who reset it. Their next sign-in asks for their password, then for a new authenticator if the organization requires one, or a passkey where it requires one.

Rather not? Press Keep it to leave it as it is.

Who: Only somebody who could give every seat they hold may reset it, an Owner's only another Owner, never your own, and after you confirm it's you.

Dara drops their phone in a river and cannot sign in. They call Grace, who knows their voice. Grace opens Dara's page, presses Reset two-step sign-in twice and types Grace's own password when asked. Dara signs in with their password and pairs the new phone.

When somebody leaves

1. Open Seats and access.
2. Under Account, press Suspend this person.
3. Write the reason under Why, if you like: it is kept with the record, not shown to them.
4. Press Suspend, and confirm it's you when asked: it ends every seat they hold.
5. Where they kept documents in My Drive, type a name under Hand them to, pick the person, press Hand over their documents, then Hand them over.

Then: Every seat they held ends, their sign-in stops, and any invitation or reset link in the post stops working. Nothing is deleted, and they stop counting towards the plan.

Rather not? Press Restore their account and confirm it's you to give the account back. Their seats stay ended: add them again where they apply.

Who: Suspending takes the right to manage people at every unit they sit at, and to give the role of every seat they hold: HR, for instance, offboards somebody whose seats are all Staff or Volunteer seats. An Owner is suspended only by an Owner. Handing over documents, Download their data and Erase this person are for an Owner or an Administrator.

Daniel moves away in June. Grace opens Daniel's page, presses Suspend this person, writes “Moved away” and presses Suspend. Daniel's two seats end, and Grace hands Daniel's rota spreadsheets to Sokha, who takes over the youth team.