Roles and permissions

Manage roles on the Team page opens the same role picker for every team member, each role with its own one-line description right there, no separate documentation to go and read. A Member gets "basic adult team access: reads most areas, and young people only in their own sections", a Treasurer gets full finance control and read access elsewhere, and so on.

Roles aren't exclusive, a person can hold more than one at once, and Advanced overrides underneath handle the rare exception, like a trustee who also needs finance write, without changing what the role itself means for everyone else.

Every part of Scout Suite follows the same table of what each role grants, so an override changes what someone can do everywhere. Advanced overrides covers every area, including trustee documents, locations, building maintenance, the team and roles, and the subscription.

Team → Permissions shows what you can and can't do in the group, in plain words: across the whole group, and in each of your sections. If you manage the team, choose anyone to see the same for them. Show the full table gives the detail for each area and what gives it, and the group's admins can set an override there, or choose From their roles to take one away. The What each role gets tab shows every area against every role.

The Chair, Group Lead Volunteer and Treasurer are the group's three main trustees, alongside any general Trustees. The Chair and Group Lead Volunteer can do everything an admin can; the Treasurer manages the money. All of them count as trustees for declarations of interest and the trustee report. A Group Leadership Team Member helps run every section and sees the finances, without managing the team, settings or subscription.

Forgotten what a role means? The ? next to the Members heading on the Team page sums up each one.

Someone who leads or helps in a section can open Young People and see the full record for that section, that's deliberate. Coordinating a section needs everyone in it able to see who's coming, what badges are in progress, what's on the programme. Group-wide roles, like the Group Lead Volunteer, see everyone.

Someone with the group role Member and no section sees no young people until they're given a role in a section.

A Trustee reads the group's finances, safety, reports and documents, but not young people's personal details: Young People, attendance, badge progress and the waiting list stay closed, and those pages leave their menu. The trustee report gives them the whole picture in figures.

When a trustee does need names, for example the trustee who leads on safeguarding, open Manage roles for that person and tick Can see young people's personal details. It's set person by person, not for every trustee, and a trustee who is also a leader sees their own section through that role anyway.

Roles give, and an override usually gives more. No access (override) does the opposite: it takes one area away from one person, whatever their roles give. In Team → Permissions, choose the person, open Show the full table and change permissions, and set the area's Whole group cell to No access (override). Set it in a section's column instead to take the area away in that section only.

The area leaves their menu, its pages say they don't have permission if they follow an old link, and the API refuses it as well. Team and roles set to No access also takes away the list of the adult team, so they can't pick other adults or @mention them. Building maintenance set to No access hides the tasks, fire log and certificates, and leaves the group's meeting places alone. Choose From their roles to give it back.

A few things are protected. Sections and Reported problems can't be set to No access: every section page, a Team Leader's own included, is built on seeing the sections, and anyone can always report a problem. An admin can do everything, so No access doesn't apply to them. And nobody can set Team and roles to No access for themselves, or for the last person who can manage the team, or nobody could give it back.