# Chapter 9 — Administration

## 9.1 Users (invite staff)

**Menu:** Administration → **Users**

Users are staff accounts that can sign in to the system.

### Add a user

1. Open **Users** → **Add User**.
2. Enter name, email, password.
3. Assign a **Role** (e.g. Treasurer, Secretary).
4. For multi-branch: assign **Branch** (if branch-scoped user).
5. Save.

The user receives credentials and signs in at the public login page.

### Edit or deactivate

1. Open user profile → **Edit**.
2. Update details or change role.
3. Set status to **Inactive** to block sign-in without deleting.

### User limits

Your plan may cap the number of users. Check **Platform Billing → Plan Package**.

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## 9.2 Roles

**Menu:** Administration → **Roles**

Roles are named permission sets assigned to staff.

### Create a role

1. **Roles → Add**.
2. Enter role name (e.g. "Treasurer", "Usher").
3. Save.

### Edit or delete

1. Click the role → **Edit** or **Delete**.
2. Deleting a role unassigns it from users.

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## 9.3 Permissions matrix

**Menu:** Administration → **Roles** → select role → **Permissions**

![Permissions matrix](../assets/screenshots/09-users-roles.png)
*Figure 9.1 — Permissions matrix for the Treasurer role*

### Configure permissions

1. Open **Roles** → click a role → **Permissions**.
2. For each module row, check the actions to grant:
   - **Read** — see the module in sidebar
   - **Write** — edit records
   - **Create** — add new records
   - **Delete** — remove records
   - **Export** — download data
3. **Allow All** checkbox grants every action for that row.
4. Click **Save**.

### Example: Treasurer role

| Module | Read | Write | Create | Delete | Export |
|--------|------|-------|--------|--------|--------|
| Offerings | ✓ | ✓ | ✓ | ✓ | ✓ |
| Tithes | ✓ | ✓ | ✓ | ✓ | ✓ |
| Expenses | ✓ | ✓ | ✓ | ✓ | ✓ |
| Profit & Loss | ✓ | | | | ✓ |
| Members | ✓ | | | | |

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## 9.4 Assets and asset categories

**Menu:** Administration → **Assets**

Track church property and equipment.

### Create an asset category

1. **Asset Categories → Add**.
2. Enter name (e.g. "Sound Equipment", "Furniture").
3. Save.

### Add an asset

1. **Assets → Add**.
2. Enter name, category, purchase date, value, location, condition.
3. Save.

### Edit or dispose

1. Open asset → **Edit** → update details.
2. **Delete** to remove from inventory.

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## 9.5 Activity logs

**Menu:** Settings → **Activity Logs**

Audit trail of actions in your tenant:

| Logged events | Examples |
|---------------|----------|
| User actions | Login, create member, record offering |
| Admin changes | Role update, settings change |
| Impersonation | Platform support sessions (if applicable) |

1. Open **Activity Logs**.
2. Browse entries (paginated).
3. Use filters for date or user.

Activity logs do **not** show financial amounts — only that an action occurred.

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## 9.6 Backup and restore

**Menu:** Settings → **Backup**

### Export a backup

1. Open **Backup**.
2. Click **Create Backup** or **Export**.
3. Wait for generation → **Download** the archive.
4. Store securely off-site (USB, cloud storage).

### Restore a backup

> **Warning:** Restore may overwrite existing data. Test on a non-production copy first.

1. Open **Backup**.
2. Click **Restore**.
3. Upload the backup archive.
4. Confirm → system restores data per merge rules.

### Cloud backup settings

Configure automatic cloud uploads (if available):

1. **Backup → Cloud Settings**.
2. Enter cloud provider credentials.
3. Enable scheduled backups.

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[← Chapter 8](08-hrm.md) | [Next: Chapter 10 — Applications →](10-applications.md)
