Role Matrix
Billing
Subscription ManagementRole-Permission Matrix
Access:Super AdminLead Pastor
This page documents the complete permission matrix for every role in SanctuaryOS across every module. Use this reference when deciding which role to assign to a user. Permissions are derived from the @Roles decorators in the API controllers.
Flock Module (Members & Households)
Color: #2563EB Blue
| Role | Access Level | Details |
|---|---|---|
| Super Admin | Full | All members, households, profiles, engagement, children, onboarding, import/export |
| Lead Pastor | Full | All member data, campus-scoped |
| Pastor | Full | All member data, campus-scoped |
| Elder | Full | All member data, campus-scoped. No financial data. |
| Finance Admin | Read-only | Member/donor lookup for giving entry. Cannot edit member profiles. |
| Finance User | Read-only | Donor lookup during session entry only |
| Reporting Only | None | No direct Flock access (sees member names in reports only) |
| Flock Leader | Scoped | Only assigned members. Configured in Flock Leader Scopes settings. |
| Worship Leader | None | No Flock access |
| Team Leader | None | No Flock access |
| Volunteer | None | No Flock access |
| Small Group Leader | None | No direct Flock access (sees group members in Circles) |
| Care Minister | None | No direct Flock access (sees care recipients in Care) |
| Care Read Only | None | No Flock access |
| Campus Admin | None | Settings management only, no module data |
Steward Module (Giving & Finance)
Color: #059669 Green
| Role | Access Level | Details |
|---|---|---|
| Super Admin | Full | All sessions, transactions, deposits, statements, reports, corrections, import, merge, bulk actions, accounting sync |
| Lead Pastor | Read-only | Can view sessions, transactions, reports. Cannot enter or modify financial data. |
| Pastor | Read-only | Same as Lead Pastor. View-only access to financial data. |
| Elder | None | No financial data access of any kind |
| Finance Admin | Full | All Steward operations: session entry, posting, deposits, corrections, reports, statements, import, merge, bulk actions, accounting sync. Mandatory MFA. |
| Finance User | Limited | Session entry and posting only. Cannot access deposits, statements, corrections, import, merge, or accounting sync. |
| Reporting Only | Read-only | Steward reports and dashboards only. No data entry. |
| Worship Leader | None | No Steward access |
| Team Leader | None | No Steward access |
| Volunteer | None | No Steward access |
| Flock Leader | None | No Steward access |
| Small Group Leader | None | No Steward access |
| Care Minister | None | No Steward access |
| Care Read Only | None | No Steward access |
| Campus Admin | None | No Steward access |
Gather Module (Attendance & Check-In)
Color: #D97706 Amber
| Role | Access Level | Details |
|---|---|---|
| Super Admin | Full | Dashboard, calendar, check-in, attendance records, Order of Service, alerts, reports, children's check-in, lifecycle management |
| Lead Pastor | Full | All Gather operations including service lifecycle (start/complete/cancel) |
| Pastor | Full | All Gather operations including service lifecycle |
| Elder | Edit | Dashboard, calendar, check-in, attendance records, reports. Cannot manage service lifecycle (start/complete/cancel). |
| Check-In Operator | Check-in only | Check-in console operations: check in members, undo check-ins, manage children's check-in. No access to records, reports, or lifecycle. |
| Reporting Only | Read-only | Dashboard and reports only. No check-in or editing. |
| Worship Leader | None | No Gather access (Order of Service read access is via Serve) |
| Finance Admin | None | No Gather access |
| Finance User | None | No Gather access |
| Team Leader | None | No Gather access |
| Volunteer | None | No Gather access |
| Flock Leader | None | No Gather access |
| Small Group Leader | None | No Gather access |
| Care Minister | None | No Gather access |
| Care Read Only | None | No Gather access |
| Campus Admin | None | No Gather access |
Serve Module (Volunteers & Scheduling)
Color: #9333EA Purple
| Role | Access Level | Details |
|---|---|---|
| Super Admin | Full | All teams, scheduling, CCLI reporting, blackout management, arrangements, confirmations, requests |
| Lead Pastor | Full | All Serve operations, scheduling, blackouts, confirmations, requests |
| Pastor | Full | All Serve operations, scheduling, blackouts, CCLI read |
| Worship Leader | Full | Full Serve module: setlists, service plans, arrangements, CCLI, scheduling |
| Team Leader | Scoped | Full schedule and roster access for assigned team(s). Can manage blackouts, CCLI, arrangements, confirmations, and requests for their teams. |
| Volunteer | Own only | View own schedule, confirm/decline availability. Can respond to confirmations. |
| Elder | None | No Serve access |
| Finance Admin | None | No Serve access |
| Finance User | None | No Serve access |
| Reporting Only | None | No Serve access |
| Flock Leader | None | No Serve access |
| Small Group Leader | None | No Serve access |
| Care Minister | None | No Serve access |
| Care Read Only | None | No Serve access |
| Campus Admin | None | No Serve access |
Circles Module (Small Groups)
Color: #E11D48 Rose
| Role | Access Level | Details |
|---|---|---|
| Super Admin | Full | All groups, members, health scores, attendance, join requests, leader assignments, categories, archiving |
| Lead Pastor | Full | All Circles operations |
| Pastor | Full | All Circles operations |
| Flock Leader | Edit | Can edit groups and members (elevated from base role) |
| Small Group Leader | Scoped edit | Can edit their assigned group(s): manage members, record attendance, handle join requests |
| Elder | View | Can view all groups, members, and reports. Cannot edit. |
| Reporting Only | View | Can view groups and reports. Cannot edit. |
| Finance Admin | None | No Circles access |
| Finance User | None | No Circles access |
| Worship Leader | None | No Circles access |
| Team Leader | None | No Circles access |
| Volunteer | None | No Circles access |
| Care Minister | None | No Circles access |
| Care Read Only | None | No Circles access |
| Campus Admin | None | No Circles access |
Care Module (Pastoral Care)
Color: #16A34A Green
| Role | Access Level | Details |
|---|---|---|
| Super Admin | Full | All care cases, interactions, milestones, prayer requests, visitation, ministry areas, settings |
| Lead Pastor | Full | All Care operations |
| Pastor | Full | All Care operations |
| Care Minister | Scoped edit | Can create and edit care cases, record interactions, manage prayer requests within assigned ministry area |
| Flock Leader | Edit | Can create and edit care cases (elevated from base role) |
| Elder | View | Can view care cases and reports. Cannot create or edit. |
| Reporting Only | View | Can view care reports. Cannot create or edit. |
| Care Read Only | View | Read-only access to all Care data. Cannot create or modify records. |
| Finance Admin | None | No Care access |
| Finance User | None | No Care access |
| Worship Leader | None | No Care access |
| Team Leader | None | No Care access |
| Volunteer | None | No Care access |
| Small Group Leader | None | No Care access |
| Campus Admin | None | No Care access |
Services (Cross-Module View)
Color: #4F46E5 Indigo
| Role | Access Level | Details |
|---|---|---|
| Super Admin | Full | Sees all three data types: giving, attendance, volunteers |
| Lead Pastor | Full (read) | Sees giving (read-only), attendance, and volunteers |
| Pastor | Full (read) | Sees giving (read-only), attendance, and volunteers |
| Elder | Partial | Sees attendance and volunteers only. No giving data. |
| Finance Admin | Partial | Sees giving data only. No attendance or volunteer data. |
| Finance User | Partial | Sees giving data only. No attendance or volunteer data. |
| Reporting Only | Partial | Sees giving data only. No attendance or volunteer data. |
| Worship Leader | Partial | Sees volunteer data only. No giving or attendance. |
| Team Leader | Partial | Sees volunteer data only. No giving or attendance. |
| Volunteer | None | No Services page access |
| Flock Leader | None | No Services page access |
| Small Group Leader | None | No Services page access |
| Care Minister | None | No Services page access |
| Care Read Only | None | No Services page access |
| Campus Admin | None | No Services page access |
Settings
| Role | Access Level | Details |
|---|---|---|
| Super Admin | Full | All settings: church profile, campuses, branding, users, custom fields, service patterns, rooms, plan templates, lookup tables, communication |
| Lead Pastor | Full | All settings except system-level configuration |
| Campus Admin | Campus-scoped | Campus management, user assignment at their campus. Cannot modify church-wide settings. |
| Finance Admin | Partial | Church profile (for receipt settings), lookup tables (payment methods), fund accounts |
| All other roles | None | No settings access |
Quick Reference: Role Summary
| Role | Flock | Steward | Gather | Serve | Circles | Care | Settings |
|---|---|---|---|---|---|---|---|
| Super Admin | Full | Full | Full | Full | Full | Full | Full |
| Campus Admin | — | — | — | — | — | — | Scoped |
| Lead Pastor | Full | Read | Full | Full | Full | Full | Full |
| Pastor | Full | Read | Full | Full | Full | Full | — |
| Elder | Full | — | Edit | — | View | View | — |
| Finance Admin | Read | Full | — | — | — | — | Partial |
| Finance User | Read | Limited | — | — | — | — | — |
| Reporting Only | — | Read | Read | — | View | View | — |
| Flock Leader | Scoped | — | — | — | Edit | Edit | — |
| Small Group Leader | — | — | — | — | Scoped | — | — |
| Team Leader | — | — | — | Scoped | — | — | — |
| Worship Leader | — | — | — | Full | — | — | — |
| Volunteer | — | — | — | Own | — | — | — |
| Care Minister | — | — | — | — | — | Scoped | — |
| Care Read Only | — | — | — | — | — | View | — |
| Check-In Operator | — | — | Check-in | — | — | — | — |