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.

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) is simply a label to help you remember why each person was added. It does not change what they can see or do — only Access Level controls that.

For more on how access works across the four PTA levels, see the Roles & Permissions article.

How to Manage Your Team

1. Go to Team from the state-level menu.
2. You will see the current list of team members, each with their Name/Role, Email Address, Access Level, and Status.
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. Use Resend to send a fresh one.
• Blocked — the system could not deliver email to that address. If you see this, please contact support.

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.
• 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. If someone only needs one district or council, add them at that level instead.
• 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.