Every person with a sign-in has exactly one role. The role decides what they see. This page is the reference: pick the narrowest role that lets someone do their job.
The roles at a glance
There is also a Super Admin role. It belongs to KehillaHQ support staff, not to your congregation, and it does not appear when you invite someone.
- Email addresses and phone numbers
- Birth dates
- Hebrew names and Hebrew birth dates
- Gender
- Household addresses and household phone numbers
Those fields appear empty for them, exactly as if they had never been filled in. A volunteer building a Sukkot sign-up list can see that the Rosen household exists and who is in it, without collecting everyone’s phone number along the way.
Every other role sees contact details in full.
Who can see money
Admin and Financial Admin have full financial access. They see dues, donations, and the To file inbox, they can record payments, change commitments, and export financial data. Both can also connect a payment processor such as PayPal.
Board Member can view finances but not change them. This suits a board that needs to see where the year stands without anyone accidentally editing the ledger.
Clergy, Staff, and Volunteer have no financial access at all. For them the Finances section is simply not in the sidebar.
Pastoral notes
Clergy is the only role that can see pastoral notes. Notes stay private to clergy even from an Admin. This is deliberate, so a rabbi can record a sensitive note about a family without it becoming visible to office staff or the board.
Choosing a role
A few situations that come up often:
Your treasurer or bookkeeper. Financial Admin. They get everything they need for money, and can view the directory for context, but cannot edit member records or invite users.
Your office administrator. Staff. Full directory access including contact details, no financial access.
A board member who wants to see how the year is going. Board Member. Read-only finances, limited contact details.
A volunteer helping with an event. Volunteer.
Someone who needs to do everything. Admin. Keep this list short. Two or three people is usually right for a congregation of this size.
If you are unsure between two roles, pick the narrower one. Widening someone’s access later takes a few seconds. Discovering that a volunteer has been able to export the full membership list does not have an undo.
A note on how this is enforced
Hiding a section from the sidebar is not the whole of it. Permissions are checked again on the server every time a page loads or a change is saved, so someone cannot reach a restricted page by typing its address directly. 