Roles & Permissions
Kairos has four user roles. Your role determines what you can see and what you can do. There is no role switcher — your permissions are set when your account is configured and are reflected immediately when you log in.
Role Overview
| Role | Scope | Summary |
|---|---|---|
| Member | Own data only | Self-service profile, forms, and history |
| Leader | Their department or fellowship only | Roster, attendance, follow-ups for their group |
| Pastor | Their branch only | Full branch management, reports, member approvals |
| Admin | All branches | Complete system access |
Member
Members are the base level of the system. After registering and being approved, a member can:
Can do:
- View and edit their own profile (name, contact details, photo, emergency info)
- View their own membership status and home branch
- See which departments and fellowships they belong to
- View their own attendance history via My Attendance
- Submit forms: First-Time Visitor, New Believers Class, Baptism, Testimony, Baby Naming, Baby Dedication
- Request to join a fellowship or outreach program within their branch
- Register as a worker on an outreach program
Cannot do:
- View other members' profiles or data
- Manage any group, fellowship, or department
- Approve requests or take administrative actions
- Access the Reports page (personal attendance is available via My Attendance only)
Pending members
Pending members (registered but not yet approved) can only view their own profile until an admin or pastor approves their account.
Leader
Leaders are department leads, deputies, fellowship leaders, and co-leaders. Their access is scoped strictly to the groups they lead. A leader with no group assignment has the same access as a member.
Can do:
- View and manage the roster of their specific department or fellowship
- Approve or reject join requests for their group
- Record meeting attendance and create meetings
- Log follow-up notes on members in their group
- View member contact details within their group
- Create and update outreach programs they coordinate
- Send broadcast messages to their own group only
Admin department leaders additionally:
- Review front-desk form submissions (First-Time Visitor, Altar Call, Baptism forms)
New Believers department leaders additionally:
- Full visibility across the discipleship pipeline in their branch
Reports:
- Data scoped to members of their group only — not the whole branch
Cannot do:
- Access data outside their assigned group
- Create branches, approve member registrations, or assign roles
- See other departments' or fellowships' rosters
Pastor
Pastors are responsible for an entire branch. Their access is fully scoped to their assigned branch and does not cross into other branches.
Can do:
- View and manage all members across their branch
- Approve new member registrations
- Deactivate or reactivate members
- Import and export member data via CSV
- Create and manage all fellowships and departments in their branch
- Create outreach programs for their branch
- Record attendance for services and fellowship meetings
- View all form submission types
- Export form submissions and manage dormant attendees
- Access full branch-level reports: member growth, attendance trends, fellowship activity, new believers pipeline
Cannot do:
- Access data from any other branch
- Create or manage branches themselves
- Assign system-level roles (Admin) to members
- View church-wide analytics across all branches
Admin
Admins have full, unrestricted access across the entire system.
Can do:
- Create and manage branches and regions
- Assign and remove leadership roles to any member in any branch
- Manage members across all branches
- View church-wide analytics and run cross-branch reports
- Access the full admin dashboard with aggregate stats across all branches
- Configure system-level settings unavailable to other roles
- Manage approval queues across all branches
Financial data
System-level admins handling technical functions do not automatically have access to sensitive member financial data. Explicit privileges are required. This separation of duties is intentional.
Permission Matrix
| Action | Member | Leader | Pastor | Admin |
|---|---|---|---|---|
| Edit own profile | Yes | Yes | Yes | Yes |
| View own attendance | Yes | Yes | Yes | Yes |
| Submit forms | Yes | Yes | Yes | Yes |
| View group roster | No | Own group | Yes | Yes |
| Approve join requests | No | Own group | Yes | Yes |
| Record attendance | No | Own group | Yes | Yes |
| Manage members | No | No | Own branch | Yes |
| Approve registrations | No | No | Own branch | Yes |
| Import/export CSV | No | No | Own branch | Yes |
| Create departments | No | No | Own branch | Yes |
| Branch-level reports | No | No | Own branch | Yes |
| Personal attendance (My Attendance) | Yes | Yes | Yes | Yes |
| Reports page | No | Own group | Own branch | Yes |
| Manage branches | No | No | No | Yes |
| Manage regions | No | No | No | Yes |
| Church-wide analytics | No | No | No | Yes |
| Assign system roles | No | No | No | Yes |