Team Management

Why Team Management?

School organizations are run by teams. Team management lets you:

• Share the Workload: Multiple people can enter transactions
• Enable Oversight: Board members can view financial reports
• Collect Sign-Offs: Board members can sign off on items without being handed the books
• Maintain Security: Control who can change settings and who gets access
• Track Accountability: Know who did what

Access Levels

BeeKeeper has four access levels. You choose one in the Access dropdown when you add someone: Admin, Bookkeeper, Viewer or Reviewer.

Admins, Bookkeepers and Viewers are members of your organization. A Reviewer is different: they only sign off on items they are asked to review. See Reviewers below.

You don’t need the Reviewer level to sign off. Anyone on your team who has accepted their invitation (Admin, Bookkeeper, Viewer or Reviewer) is listed under Who should review? when someone clicks Request Review.

Best for:

• Admin: Treasurer, President, VP of Finance
• Bookkeeper: Assistant Treasurer, Financial Secretary
• Viewer: Board members, auditors, oversight roles
• Reviewer: Board members who only need to sign off

Reviewers

Use the Reviewer level for someone who only needs to sign off, like a president or second signer who approves expense reports but doesn’t need to see the books.

• A Reviewer is not a member of your organization. They can’t see transactions, reports or the Chart of Accounts.
• They never need to sign in. There is no invitation email, and they are active as soon as you add them.
• They reach items only through the sign-off links BeeKeeper emails them. Each link is personal and lasts 7 days.
• If a Reviewer ever does sign in, the only page they see is Sign-Off.

To learn how to ask someone to sign off, see Electronic Sign-Off.

Who Gets Which Emails

If an expense report is charged to a team that approves its own expenses first, BeeKeeper emails that team’s contacts to approve it.

The Weekly To-Do Email

Every Monday morning, BeeKeeper sends Admins and Bookkeepers a Weekly To-Do List. It lists what needs attention, such as:

• Expense Reports Awaiting Approval
• Transactions Needing Review
• Bank Connection Issues
• Funds Awaiting Deposit
• Vendor Documents Needing Renewal
• Waiting on Your Sign-Off

It is only sent when there is something on the list. If nothing needs attention that week, no email goes out.

Reviewers get a separate Monday reminder that lists only the items waiting on their sign-off.

Both Monday emails are sent once your organization has an active subscription. They are not sent during a free trial, or while your subscription is past due or canceled.

Managing Users

Viewing Current Users

1. Go to Settings
2. Select Team
3. See the Team Members list of all users with:
   • Name
   • Email Address
   • Access (permission level)
   • Status (Invited, Accepted, Expired)

Inviting a New User

1. Go to Settings > Team
2. Click Invite User
3. On the Add Team Member page, enter their Full Name and Email Address
4. Choose an access level: Admin, Bookkeeper, Viewer or Reviewer
5. Click Save

Admins, Bookkeepers and Viewers receive an email with:

• Invitation to join your organization
• Link to finish setting up their account (or sign in)
• 15-day expiration

Reviewers don’t get an invitation email. They are added right away and hear from BeeKeeper only when someone asks them to sign off.

Invitation Workflow

Invitation Sent → Invited → Accepted
                    ↓
              Expired (15 days)

Resending an Invitation

If someone didn’t receive or lost their invitation:

1. Find them in the Team Members list
2. Click Resend (shown next to anyone who hasn’t accepted yet)
3. A new invitation email is sent
4. Expiration resets to 15 days

Changing Someone’s Access

You can change anyone’s access level without removing them:

1. Go to Settings > Team
2. Click Edit next to the person
3. On the Edit Access page, choose their new level from the dropdown
4. Click Save

You’ll see “The user’s access was successfully updated.”

Edit appears next to everyone except you. You can’t change your own access. Ask another Admin to do it.

Removing a User

To revoke someone’s access:

1. Find them in the Team Members list
2. Click Remove
3. Confirm the action

The user:

• Loses access immediately
• Cannot see organization data
• Their historical actions remain in audit logs

You cannot remove your own account from the Team Members list.

Team Composition Best Practices

Recommended Setup

Security Principles

Least Privilege: Give people only the access they need.

• Don’t make everyone an Admin
• Use Viewer for oversight roles
• Use Reviewer for people who only sign off
• Reserve Bookkeeper for active contributors

Shared Responsibility: Avoid single points of failure.

• At least 2 Admins recommended
• Ensures continuity if someone is unavailable
• Enables oversight of treasurer

Annual Review: Check access periodically.

• Remove users who left the board
• Update permissions for role changes
• Ensure current officers have appropriate access

Transitioning Leadership

End of Year Process

1. Before transition:

   • Invite incoming officers with appropriate levels
   • Train them on BeeKeeper
   • Have them accept invitations

2. After transition:

   • Click Edit next to anyone whose level needs to change
   • Remove outgoing officers (or use Edit to change them to Viewer)
   • Verify Admin access for new leadership

3. Documentation:

   • Note who has access in transition documents
   • Include BeeKeeper login instructions
   • Document any special procedures

Mid-Year Changes

When someone leaves mid-term:

1. Remove their access immediately
2. Review any pending work they had
3. Assign their responsibilities to others
4. Add replacement if position is filled

Pending Invitations

Why Invitations Expire

Invitations expire after 15 days for security:

• Prevents old invitations from being used later
• Ensures current intent to grant access
• Limits exposure if email is compromised

Handling Expired Invitations

If someone’s invitation expired:

1. Verify they still need access
2. Click Resend to send a new invitation (this resets the 15-day window)
3. Confirm they received it
4. Follow up if not accepted promptly

Account Creation

For Invited Users

When someone accepts an invitation:

1. They click the link in the email
2. Their organization access is activated
3. They’re directed to sign in with their FutureFund ID (or create one if they don’t have one yet)
4. They’re added to your organization automatically

The name you entered when inviting them is used for their team listing.

Centralized Sign-In

BeeKeeper uses FutureFund’s centralized sign-in for all users:

• Users authenticate with their FutureFund ID across FutureFund products
• There is no separate, BeeKeeper-only password
• Organization permissions are still managed in BeeKeeper

Limitations

• Users can belong to multiple organizations
• Cannot transfer ownership (only add/remove Admins)
• Email address must be unique per user
• Cannot customize permission levels (only Admin, Bookkeeper, Viewer and Reviewer)
• You can’t change your own access level; another Admin has to do it

Common Questions

Can one person have multiple roles in different organizations? Yes. Users can be invited to multiple organizations with different permission levels in each.

How do I change someone from Bookkeeper to Admin (or any other level)? Go to Settings > Team, click Edit next to them, choose the new level and click Save. You don’t need to remove and re-invite them.

How do I add someone who only signs off? Add them under Settings > Team with the Reviewer level. They don’t need to sign in. They’ll get an email with a link whenever someone asks them to sign off.

What if someone forgets their password? They use the “Forgot Password” feature on the FutureFund sign-in page. You don’t need to do anything.

Can I see what actions a user took? Yes, audit logs track who created/modified transactions. Contact support for detailed audit reports.

What happens to their work if I remove a user? All transactions and records remain. The user just can’t access them anymore.

Can I temporarily disable someone? Not directly. Remove them and re-invite later, or use Edit to change them to Viewer.

How do I make someone else the primary Admin? All Admins have equal authority. Ensure the right people have Admin access; there’s no “owner” designation.