User Management

Superadmins manage the global user base and access control from the Admin section. This covers user accounts, group assignments, custom profile fields, and the permission model that ties them together.

Users

Navigate to Admin → Users to see every registered account.

Creating a user

If a volunteer cannot register themselves, you can create an account on their behalf. Click Create User on the Users page and fill in their first name, last name, display name, email address, and a temporary password. The user receives a password-reset email immediately and is prompted to set their own password on first login. The account is automatically placed in the Volunteer group.

Viewing a user profile

Click any user row to open their profile. You can see:

• Display name and email address
• Registration date and last active timestamp
• Group memberships
• Filled values for any custom profile fields
• Enrollment history across events

Editing a user

From the user profile page you can update their display name, first/last name, email address, pronouns, and language preference on their behalf. Use this when a user has made a data entry error they cannot fix themselves. Changing the email address resets its verification status — the user will need to re-verify the new address. The admin user form also includes an Age Verified toggle to manually mark that a volunteer's age has been verified, which is useful for restricting access to age-gated shifts.

Deactivating a user

Deactivating an account prevents the user from logging in without deleting their data or removing them from event history. Use this instead of deletion when someone should no longer have access but their shift history and worklog need to remain intact.

Reactivation is available from the same profile page.

Enrolling a user in an event

The Event enrollment section on a user's profile lets you enroll them in any event directly, bypassing the event's registration open/closed setting. This is useful for users who need to be added after registration has closed or who were created by an admin on their behalf. Only events the user is not already enrolled in are shown.

Removing a user from an event

Each row in the enrollment history on a user's profile has a Remove from event button. Clicking it unenrolls the user from that event — their shift sign-ups and worklog entries for that event are also removed. Use this to correct mistaken enrollments or to remove someone who can no longer participate. The action cannot be undone; if they need to rejoin, use the enrollment section above.

Deleting a user

The Danger Zone at the bottom of a user profile contains a permanent delete action. Deleting an account removes all associated data — sessions, group memberships, event enrollments, and shift sign-ups. This cannot be undone. The action is blocked if the user is the only member of the Superadmin group.

Resetting or setting a password

The Security section on a user profile offers two password actions:

• Change password — Set a new password directly without sending any email. Useful when a user is locked out and cannot receive email, or when you are creating an account for someone who will use it immediately.
• Send password reset email — Sends the user an email with a time-limited reset link. Prefer this in normal support flows so the user sets their own password.

Assigning groups

The Groups panel on a user's profile shows their current group memberships. Add or remove groups here. Changes take effect on the user's next request — there is no need to ask them to log out.

See Roles and Permissions for the full breakdown of what each group can do.

Groups

Navigate to Admin → Groups to manage the permission groups.

System groups

The four built-in groups (Superadmin, Event Admin, Coordinator, Volunteer) cannot be deleted or have their permission sets modified. You can add and remove users from them.

Custom groups

Custom groups let you define a precise subset of permissions for roles that don't fit the built-in tiers — for example a read-only auditor, or a communications-only manager.

Creating a group:

1. Click New Group
2. Enter a name
3. Check the permissions the group should hold
4. Save — the group is immediately available for user assignment

Editing a group:

Open the group from the list and click Edit. You can rename it and adjust its permission set. Changes propagate to all current members immediately.

Deleting a group:

Deleting a custom group removes it from all users who hold it. Their other groups remain unaffected. System groups cannot be deleted.

Custom profile fields

Custom fields extend every user's profile with event- or organisation-specific data — t-shirt size, dietary requirements, emergency contact, or any other information volunteers should provide on registration.

Navigate to Admin → Users → Fields (or the equivalent fields management route in your instance).

Field types

Type	Use for
Text	Free-form single-line input (names, phone numbers, notes)
Checkbox	Boolean opt-in (e.g. "I agree to the code of conduct")
Select	Predefined choices (e.g. t-shirt sizes S / M / L / XL / XXL)

Creating a field

1. Click New Field
2. Choose a type
3. Enter a label — this is what volunteers see on their profile page
4. For Select fields, add the available options (one per line)
5. Mark as Required if volunteers must fill it in before joining an event
6. Save

Reordering fields

Drag fields in the list to change the order they appear on the volunteer profile page.

Deleting a field

Deleting a field removes all stored values for that field across all users. This is irreversible — export any data you need before deleting.