Staff roles & permissions¶
Give people only the access they need. Open the organization dashboard, then Settings → Staff to add or review the team.
| Role | What they can do |
|---|---|
| President | Full officer access: settings, staff, billing, Stripe payout setup, workflow selection, voids, reports, and daily work. With Integrated Accounting, this also includes categories, budgets, starting balance, reimbursements, and receipts. |
| Treasurer | The same financial and management access as President, including staff and settings. |
| Assistant | Daily work such as adding/importing students, sending parent invitations, generating 10-minute officer codes and private family QR flyers, resolving historical parent claims, and managing calendar/announcements. By default assistants can also create and assess fees and record student payments — see Who can assess fees and record payments. With Integrated Accounting, assistants can also enter transactions and snap receipts. Assistants cannot control the organization's billing/settings or perform the officer-only approval and correction actions. |
| Band Director | Once their band is linked to the organization: read-only visibility into the band's booster dashboard, student accounts, and reports, plus the ability to manage the season calendar. Integrated Accounting also provides read-only ledger access. An officer can additionally allow the director to assess fees and record student payments — see Who can assess fees and record payments. Directors cannot open organization settings, parent invitations, or claims unless an officer also adds them to Staff. |
| Linked parent | Only their own student's statement and balance, plus the organization's family calendar, announcements, RSVPs, and volunteer spots. They can also submit and follow their own reimbursement requests when the organization uses Integrated Accounting. |
Assistants can connect parents to students
Assistants can send or revoke personal invitations, generate 10-minute officer codes and private family QR flyers, and resolve any historical pending claims. Every one of those connects an adult to a student's private statement and balance. Give the Assistant role only to people trusted to verify family relationships.
Who can assess fees and record payments¶
A president or treasurer can choose who may create and assess fees, record student payments, and add charges, from Settings → Permissions:
- President & Treasurer only — assistants and the band director get view-only access to fees and student payments.
- All officers (the default) — any staff seat can do this daily work. This is how MusterSheet behaves out of the box.
- Officers + band director — also lets the linked band's director assess fees and record payments. Because fees are inseparable from the roster, this shows student names and balances to the director.
Regardless of this setting, the correction and integrity actions — voids, adjustments, and balance transfers — always stay with the president and treasurer.
Add an officer or assistant¶
- Open Settings → Staff.
- Under Add Staff, enter Email.
- Choose Assistant, Treasurer, or President.
- Click Add Staff Member.
If the address already belongs to a MusterSheet account, the role is added at once. Otherwise it appears under Pending Invites and activates when the person registers with that address. Email delivery is best-effort; the pending role still works even if an email cannot be sent.
Who can link or unlink the band¶
An officer-created organization starts without a band attached. The link and unlink actions are deliberately split between the two sides:
- Share or regenerate the band link code: a president or treasurer, from the Settings → Band Link card. Regenerating invalidates the old code.
- Link the band: only a director of that band, by entering the code (or following the emailed link) from their own Settings → Band Profile. There is no approval queue — the director performing the link is the confirmation.
- Unlink the band: either a president or treasurer (Settings → Band Link) or the linked band's director (Settings → Band Profile). Unlinking immediately ends the director's read-only access and, if the organization is on the Program tier, the band directors' competition-hosting benefit.
See Start the booster organization for the full handoff walkthrough.
Remove or change access¶
Remove a staff member from the Staff list. To change a role, remove the old seat and add the person again with the new role.
The only president cannot leave or be removed. Add another president first so the organization never loses its management path.
Every money action records who performed it in the audit log. Staff access should use individual accounts—never share a treasurer password.