Who can see what: roles and permissions

The Owner manages your church's records, setup and access. Volunteers can run check-in and look people up, and the Owner can give each one extra access.

A trusted person is any adult your church lets collect a child, usually a parent or caregiver. They use the check-in area on their phone and see only their own family.

The two roles

Every volunteer can run check-in, look up children and trusted people, and get the check-in QR codes. The five access areas are off until the Owner turns them on for a volunteer.

	Owner	Volunteer
Run check-in, look up people, get the QR codes	✅	✅
Add, edit, import and archive people	✅	Manage people
Invite or remove volunteers	✅	Manage volunteers
Create, edit and archive rooms (including a room's check-out security)	✅	Manage rooms
Create, edit and archive sessions	✅	Manage sessions
Run and export reports	✅	View reports
Erase a person	✅	❌
Locations, the audit log, church settings and billing	✅	❌
Set a volunteer's access	✅	❌
Hand the church to someone else or delete it	✅	❌

To choose a volunteer's access, see Change a volunteer's access. Access belongs to one church, so a volunteer at two churches has separate access at each.

What a volunteer sees on a child

A volunteer can open a child's record and read all of it, including Allergies and medical, because they need that information in the room. Editing it needs the Owner or a volunteer with Manage people access.

Your church's Owner

Each church has one Owner. To give someone else responsibility for managing Hey Burrow, transfer ownership to them. Everyone else on the team joins as a volunteer.

Trusted people

Trusted people can check the children in their family in and out. A child's primary trusted person can also edit that child's details, from the check-in area.

Adding someone as a trusted person lets them collect every child in that family, including children added later. See Trusted people: who can collect a child.

Troubleshooting

• A volunteer needs to edit records. Give them Manage people access, or make the changes yourself.
• You want to limit a volunteer to one room. Volunteer access covers every family in your church. A helper who doesn't need that access can assist in the room while an invited volunteer runs check-in.
• You're the Owner and are leaving the church. Complete an ownership transfer before you leave so the next Owner can manage the account. See Handing your church to someone else.