Team Management

Audience: This article is for church administrators.

Team Management lets you invite staff, teachers, and volunteers to your TimelyChurch admin panel, assign them roles, and control their access. This is where you build the team that helps you run your church digitally.

There are three ways to invite people (Email / Directory / Link). Email invitations expire after 7 days, and invite links expire after 30 days by default (you can set anywhere from 1 to 365 days).

Accessing Team Management

1. In the left sidebar, open the Administration section and click Team Members.
2. You will land on the Team Management page with stat cards, a list of current members, and a tab for pending invitations.

Dashboard Stats

At the top of the page, you will see four stat cards:

• Total Members -- The number of people currently on your team
• Admins -- How many team members have administrator-level access (anyone whose role can manage settings)
• Teachers -- Everyone on the team who is not counted as an admin (it is calculated as Total Members minus Admins, not a count of a specific "Teacher" role)
• Pending Invites -- The number of invitations that have been sent but not yet accepted

Managing Current Team Members

Viewing Team Members

The Team Members tab displays all current members in a table with:

• Their name and email address
• Their assigned role (shown as a colored badge)
• Their title within the church (e.g., "Lead Teacher," "Coordinator")
• When they joined and whether their account is Active or Inactive

Changing a Team Member's Role

1. Find the team member in the list.
2. Click their role badge in the Role column (or open the ⋮ actions menu at the end of their row and choose Change Role).
3. Pick a new role from the dropdown that appears.

The team member's permissions update immediately based on their new role -- there is no separate Save step.

About Team Member Titles

A title is separate from a role -- it describes someone's position in the church (e.g., "Children's Ministry Director") without changing their system permissions. Titles are shown in the Title column of the Team Members table.

Deactivating a Team Member

If someone takes a leave of absence or steps down temporarily, you can deactivate their account without removing them:

1. Find the team member in the list.
2. Open the ⋮ actions menu at the end of their row.
3. Click Deactivate.

The member will no longer be able to log in, but their account and history are preserved. To reactivate, open the same menu and click Activate.

Removing a Team Member

If someone is permanently leaving your team:

1. Find the team member in the list.
2. Open the ⋮ actions menu at the end of their row.
3. Click Remove from Team and confirm in the dialog.

The person will be detached from your church's team. Their user account still exists in the system, but they will no longer have access to your church's admin panel.

Important: You cannot remove your own account from the team -- the Remove from Team option does not appear on your own row. TimelyChurch also blocks removing the last admin-capable member, so promote someone else to an admin role before stepping down to avoid locking everyone out of admin features.

Inviting New Team Members

Click the Invite Member button (it appears on the Team Members tab; on the Invitations tab the same button reads Send Invitation). This opens the Invite Team Member window, which has three tabs -- Email, Directory, and Link -- one for each way to invite people.

Choosing a role is required. Every invitation now starts with the role dropdown set to "Choose a role…" -- there is no default. You must pick a role before the invitation will send; if you skip it, TimelyChurch shows "Please choose a role for this invitation." Each option lists the role's name, a short description, and its access scope (Org-wide, Their team, or Themselves) so you can pick the right level of access.

Method 1: Email Invitation

Use this to invite someone by entering their email address directly.

1. Click Invite Member, then select the Email tab.
2. Type one or more email addresses. Press Enter, comma, or Tab after each one (you can also paste a list of addresses at once); each becomes a removable chip.
3. Choose a role to assign them.
4. Optionally click Add a personal note to include a message in the email.
5. Click Send Invitation (the button reads "Send N Invitations" when you have added more than one address).

Each person will receive an email with a link to create their account or log in. Invitations expire after 7 days.

Method 2: Invite from Directory

If the person you want to invite already exists in your People directory (and has an email address), you can invite them directly:

1. Click Invite Member, then select the Directory tab.
2. Search for the person by name and select them from the results (only people who have an email address appear).
3. Choose a role.
4. Optionally add a personal note.
5. Click Send Invitation.

This method is convenient because it links their team account to their existing person record.

Method 3: Invite Link

Generate a reusable link that you can share via text message, social media, or in person:

1. Click Invite Member, then select the Link tab.
2. Choose the role that new members will receive.
3. Optionally set a maximum number of uses and an expiration period (default: 30 days, max: 365 days).
4. Click Generate Link.
5. Copy the link from the confirmation window -- or have people scan the QR code shown there -- and share it.

Anyone who opens the link can create an account and join your team with the assigned role.

Tip: Invite links are great for onboarding a group of volunteers at once. Generate a link with the "Team Member" role and share it (or its QR code) at your next volunteer meeting.

Managing Invitations

Viewing Pending Invitations

Click the Invitations tab to see all pending invitations. Each row shows:

• The recipient's email address (for email invitations) or "Shareable Link" with how many times it has been used
• The assigned role
• Who sent the invitation and when
• When it expires (or "Expired" / "Never")

The actions for each invitation appear as small icon buttons at the end of its row.

Copying an Invitation Link

Click the copy icon on any invitation row to copy its join URL to your clipboard so you can share it directly.

Resending an Invitation

If someone did not receive or lost their invitation email:

1. Go to the Invitations tab.
2. Find the email invitation (the resend icon only appears on email invitations, not shareable links).
3. Click the resend icon.

A new email will be sent with the subject line "Reminder: You're invited to join [Church Name] on TimelyChurch."

Revoking an Invitation

If you sent an invitation to the wrong person or want to cancel it:

1. Go to the Invitations tab.
2. Find the invitation.
3. Click the X (Revoke) icon and confirm in the dialog.

The invitation link will be invalidated, and the person will no longer be able to use it.

Navigating to Roles

From the Team Management page, you can click the Manage Roles button in the top-right corner to go directly to the Roles & Permissions page, where you can customize what each role can access. (You can also reach it from the Roles & Permissions item under the Administration section in the sidebar.)

Frequently Asked Questions

Q: How many team members can I have? A: The number of team members depends on your subscription plan. Your current usage is displayed on the Billing & Plans tab in Church Settings. If you reach your limit, you will need to upgrade to add more.

Q: Can someone be on multiple church teams? A: Yes. TimelyChurch supports multi-workspace accounts. A single user can be a member of multiple churches, each with their own role.

Q: What happens when I remove a team member? A: Their access to your church's admin panel is revoked immediately. Their user account continues to exist, so if they belong to other churches on TimelyChurch, those memberships are unaffected.