Overview

The Team page at the state level is where you manage the people who have access to your state PTA in FutureFund Connect. State-level team members have access to the platform across every district, council, and unit — so it is important to be thoughtful about who you add here, and which access level you give them.

From the Team page you can invite new members, update them, resend invitations, and remove people who no longer need access.

Open Team from the navigation bar under your state PTA’s name.

Understanding Roles and Access Levels

Every state team member gets one of two access levels:

• Member — full access. Can view everything and make changes anywhere in the state (add, edit, delete, submit).
• Viewer — read-only. Can see everything a Member can see, across every district, council, and unit, but can’t create, edit, or delete anything.

The Role you enter (such as President, Treasurer, or Parliamentarian) does not change what anyone can see or do — only Access Level controls that. But it isn’t just decoration: the Role label is what task routing matches on, so a step configured for “Treasurer” lands on whoever carries that label here. Keep role labels accurate and your tasks reach the right people.

For more on how access and task routing work across the four PTA levels, see Roles and Permissions.

How to Manage Your Team

1. Go to Team from the state-level navigation.
2. You will see the current list of team members. Each row shows their Name with their role label underneath, their Email Address, and their Status. People set to Viewer carry a small Viewer badge next to their name; everyone without one is a Member.
3. To add someone, click Invite User. Enter their Full Name, Email Address, a Role label, and choose their Access Level (Member or Viewer), then save.
4. The new person receives an email with instructions to finish setting up their account.
5. To change a person’s role label or access level, click Edit next to their name and update it. (Each person updates their own name and email from their profile — you cannot change those for them.)
6. If an invitation has not been accepted yet, you can click Resend to send the email again.
7. To take away someone’s access, click Remove. This revokes their state-level access right away.

A note about shared inboxes

If the email address you enter already belongs to a FutureFund account under a different name — common with shared inboxes like president@yourstatepta.org — we still add that person to your Team. You’ll see a message letting you know the account already exists under its current name. Only that person can change their own name, by signing in and updating their profile.

What the statuses mean

• Invited — the invitation has been sent but not yet accepted.
• Accepted — the person has set up their account and has access.
• Expired — the invitation expired before it was accepted (invitations last 7 days). Use Resend to send a fresh one, which resets the clock.
• Blocked — we could not deliver email to that address, so we’ve stopped trying. The Resend button is hidden; hover the red badge for the note. Contact FutureFund support to clear the block and resend.

State Access Is the Widest Access There Is

This is the part worth pausing on. A state Member can do everything a unit treasurer can do, in every unit in the state — and can also open Setup, where positions, triggers, document types, document generators, and the bulk imports live. Changes there flow down to every organization in the state.

A state Viewer can open all of the same pages, including Setup, but cannot change anything.

So the question to ask before inviting someone at the state level isn’t just “should they see this?” — it’s “should they be able to change how the whole state works?” If the answer is no, invite them as a Viewer, or add them at the district or council level instead.

Things to Keep in Mind

• You cannot remove yourself. This prevents accidentally locking yourself out of your own state team.
• Administrators cannot be removed from the Team page. If an administrator needs to be removed, contact support. When either rule applies, the Remove button simply isn’t shown.
• Be selective with state-level access. Because every team member has reach across all districts, councils, and units, only add people who genuinely need statewide visibility or write access.
• Use Viewer access for statewide visibility without risk. If someone (an advisor, an auditor, an incoming officer) needs to see everything in the state but shouldn’t be making changes, invite them as a Viewer instead of a Member.
• Remove access promptly when someone leaves their role, so your roster always reflects current leadership.
• Review your team at the start of each new term to confirm the list is still accurate — and use the Expired Team Invitations Report to catch invitations across the state that were never accepted.