CareNote Roles
Four ways people take part in care. Three of them log in and count as paid seats. Volunteers never log in and are free.
| Administrator | Team Member | Huddle Member | Volunteer | |
|---|---|---|---|---|
| Logs in | ||||
| Counts as a paid seat | ||||
| Sees every person and care request | ||||
| Sees only what they are given | ||||
| Creates and assigns care requests | ||||
| Logs interactions | By email; from a personal link with Plus | |||
| Runs reports | ||||
| Manages users, groups, and settings | ||||
| Notified by email | ||||
| Notified by text message | With CareNote Plus | |||
| Notified by web push on phone or desktop |
Administrator
Full access. Runs the care ministry.
Sees: Everyone and everything in your CareNote: all people, all care requests, all groups, all reports.
- Adds users and volunteers, builds groups and care teams
- Creates care requests and assigns them to a person or a group
- Logs visits, calls, notes, prayer requests, and tasks
- Runs reports and the Care Action Center
- With the Account Owner designation, also manages billing, settings, and integrations
Good fit: Pastors, care directors, and the office staff who coordinate care.
Team Member
A login with limits you set.
Sees: The care requests assigned to them plus whatever groups and campuses you give them access to. Nothing outside that.
- Works the care requests assigned to them
- Creates care requests and logs their own interactions
- Sees group documents and expenses only for groups they belong to
- Can be walled off to one campus so they never see another
Good fit: Ministry leaders and staff who run one part of care, such as a visitation team or a campus, without seeing the rest.
Huddle Member
A login for one person or one case, and nothing else.
Sees: Only the huddles they have been added to: one care request or one congregant, with a timeline of what the huddle has done. Staff notes stay hidden unless you switch them on for that huddle.
- Logs their own visits, calls, and notes on the shared timeline
- Reads what the other huddle members have logged
- Cannot browse people, edit the request, or see any other care
Good fit: Two or three people gathered around one family or one crisis, when they need a shared record but should not see your other records.
Volunteer
No login. Works from email.
Sees: Only the assignment in front of them. The address and contact details arrive once they accept. No history on the person.
- Receives a task or care request by email and accepts it with one click
- Reports that they started it, finished it, and what happened, from a link in that email
- Can be assigned a congregant on a check-in schedule and file a report after each visit
- Can own a care group and receive its requests
- Claims a request sent to a whole group, first to click wins *
- Accepts, reports, and completes by text message *
- Gets a personal link to log a visit, call, or note on their congregant at any time, no task required *
- Votes approve, deny, or hold on a benevolence request from their email *
- Marks a prayer request as prayed for with one click *
* With CareNote Plus
Good fit: Visitation volunteers, meal teams, mentors, prayer partners, and anyone who helps but should not need a password.
CareNote Plus extends what volunteers can do
On CareNote Core a volunteer can accept work and report on it. With CareNote Plus, the same free volunteer, still without a login, can:
- Claim a request sent to the whole team: the first volunteer to click I can help gets it, and everyone else is told it is taken
- Accept, pass, report, and complete by text message, after opting in with a YES reply
- Log a visit, phone call, note, prayer request, or update on their assigned congregant from a personal link, any time, with an optional follow-up date
- Serve on a benevolence committee and vote approve, deny, or hold from an email, with a note, while a paid user makes the final call
- Receive the daily prayer list and mark each request as prayed for with one click
- Get an automatic confirmation when their report has been received
Plus adds features, not logins. It is priced by total team size, paid users plus volunteers, and every volunteer stays free.
How each role is notified
Paid users choose. Every login has a Notifications page where they turn email, web push, and text message on or off for each kind of alert. Text is opt-in per person: they enter their own mobile number and reply YES to a confirmation text. No administrator can turn on texts for someone else.
Volunteers receive. Email is always on. With CareNote Plus they can opt in to text the same way when you invite them, and then accept an assignment or file a report by replying to the text instead of opening the email.
Two designations you may also see
Account Owner is not a separate role. It is a flag on an Administrator that unlocks CareNote Settings: billing, integrations such as Planning Center, and import and export. More than one Administrator can hold it.
Billing Admin is a free login that sees only the subscription and payment screens. It is for a bookkeeper who pays the invoice and never needs to see care records.
Roles are not permanent. Promote a volunteer to a login when they need one and demote them when they do not; unused seat time comes back as a credit. Start everyone who only receives work as a volunteer and give logins to the people who assign it. Pricing is on the pricing page.