Adding and managing staff

The Staff & Teams list is who may use Vianney at your parish — and it is your whole access boundary. Only people on it can sign in.

Add a staff member

• 1. Go to Settings → Staff & Teams (priest or admin).
• 2. Click to add, and enter their Email, Name, and Role.
• 3. Choose the sign-in type: Google (they sign in with that Google account) or a password account (set one, or send a set-password link).
• 4. Save. They can sign in immediately.

Manage existing staff

• Open a person to change their Name, Role, or clergy position.
• Deactivate someone (uncheck the active toggle) to remove access while keeping their history — this is the recommended way to remove someone.
• Delete permanently removes a staff row — use it sparingly; Vianney warns you and suggests deactivating instead, since deletion cannot be undone.

What deleting someone actually clears

Deletion reaches further than the one row, so it is worth knowing before you use it rather than deactivating. In the same moment Vianney removes their open tasks, any Masses they were down to celebrate, their connected Google account, any outstanding set-password link, and every phone session and push token they hold.

One thing is deliberately *not* deleted: their chat identity is retired, not removed. Messages they wrote keep their name on them, quietly greyed. Rewriting the past so a conversation reads as though nobody said it would be worse than the tidiness it buys — and if the same person is ever added back, you are asked whether to reconnect that history rather than Vianney guessing.

Everyone has a My Account tab

Alongside the Settings tabs that need permission, every signed-in staff member has a My Account tab — last in the System row. It needs no permission from anyone, because it only ever touches their own account: it is where each person connects their own Google Mail, Calendar or Tasks. Nothing there is shared, and nothing an administrator sets for them.

Safeguards

• You cannot demote, deactivate, or delete yourself, and the last priest cannot be deactivated or deleted — so no one locks the parish out.
• A priest marked Pastor or Parochial Vicar cannot have his role changed while that position still sits on his row. Vianney names the position and refuses — "this person is the Pastor — clear the clergy position first, or in the same change" — rather than quietly clearing it for you. Refusing is the point: the office is shown the inconsistency and decides which half it meant. The two halves always have to agree — only a priest may hold Pastor or Parochial Vicar, and the position can never be left behind when the role changes — because a row that still reads as "the Pastor" while no longer being a priest would quietly confuse who is allowed to do the pastor-only things.
• Deactivating, deleting, or changing someone's role all revoke their access immediately — any of their active sessions (web and, if they use it, the phone app) end on the spot, not on their next request. A push token clears too, so a deactivated or deleted person's phone stops receiving anything at once.
• Re-adding someone later never revives an old session — they always sign in fresh.
• Need someone's open sessions ended without changing their account at all — a laptop left signed in where it should not be? Raise it with support: Vianney can sign that person out from our side. It takes effect within about two minutes, on the web and in the phone app alike; the account stays active and they can sign straight back in.

Safe Environment access

Access to the Safe Environment module is separate from the standard role system. The pastor always has full coordinator access. Any other priest (including a Parochial Vicar, and on a shared cluster staff) or staff member who needs to view or manage SE records must be given an explicit grant using the Safe Environment access dropdown in the Staff table — role or ordination alone is not enough. The available levels are:

• Coordinator — can view, add, and manage all SE records, run clearance checks, and override blocks.
• Verifier — can verify completed requirements and mark records cleared.
• Auditor — read-only access to all SE records and reports.
• Viewer — can see SE clearance status for people relevant to their work.
• None (default) — no access to the Safe Environment module.

Cluster staff

If your parish belongs to a cluster, a staffer the pastor adds can sign in with Google on the cluster home using that same email — there is no extra account or setup beyond adding them here.

Tips

• The email is the identity and cannot be changed; remove and re-add if it truly must change.
• Decide what each role can do under Roles and what each can see.
• Everyone is also signed out automatically after a spell of inactivity — see Automatic sign-out and staying signed in.