Created on 27 Mar 2026

Team leads assignments guide

This guide explains how to assign users to volunteer teams using the Team leads page and understand the different role types in the system.

Overview

The Team leads page manages team assignments for users within events. It handles volunteer position assignments, creating a comprehensive permission system for volunteer management.

Accessing team assignments

To access team assignments:

1. Navigate to your event dashboard
2. Go to Volunteers section
3. Select Team leads or Manage team leads
4. You must have the event coordinator organiser level permission to access this feature

Understanding role types

Organiser roles

Organiser roles are assigned in your organisers

Users

section:

Role	Description	Access level
Owner	Organiser ownership	Organiser-level
Event manager	Event management	Organiser-level
Event coordinator	Event coordination	Organiser-level
Volunteer lead	Special role for team management	Volunteer access
Collaborator	Limited collaboration	Volunteer access

Volunteer positions

Volunteer positions define team-specific roles and responsibilities:

Position	Level	Description	Team access
Participant	1	Basic volunteer role	Assigned teams only
Crew member	2	Enhanced volunteer	Assigned teams only
Team lead	3	Team management role	Assigned teams only
Coordinator	4	Cross-team management	All teams

Key role combinations

Team lead configuration

For a user to be a Team Lead:

Minimum required organiser role:

• Volunteer Lead

Required volunteer position:

• Team Leads
• Must be assigned to one or more specific teams

Result: The user can only manage volunteers and teams they are specifically assigned to.

Coordinator configuration

For a user to be a Coordinator:

Minimum required organiser role:

• Volunteer Lead

Required volunteer position:

• Coordinator

Result: The user can manage ALL teams across the event, regardless of specific team assignments.

Access differences: Coordinator vs Team lead

Coordinator access

• ✅ Can view and manage ALL volunteer teams
• ✅ Can assign volunteers to any team
• ✅ Can modify team assignments across all teams
• ✅ Has cross-team visibility and control
• ✅ Can access volunteer data for all teams

Team lead access

• ✅ Can only view and manage ASSIGNED teams
• ✅ Can assign volunteers only to their assigned teams
• ✅ Can modify assignments within their teams only
• ❌ Cannot access or manage other teams
• ❌ Limited to their specific team scope

Assigning users to teams

Step-by-step process

1. Navigate to Team leads

   • Go to Event Dashboard → Volunteers → Team leads

2. Select user

   • Use the search bar to find the user
   • Filter by name, email, or current team assignments

3. Assign teams and positions

   • Click "Assign positions" for the selected user
   • Choose from available teams
   • Select the appropriate position type:
     • Participant for regular volunteers
     • Crew Member for experienced volunteers
     • Team Lead for team-specific managers
     • Coordinator for cross-team managers

4. Save assignments

   • Review the assignments
   • Click "Save" to apply changes

Required permissions

To assign users to teams, you must have:

• Organiser-level access to the event
• Appropriate organiser role (typically Event Coordinator or higher)

Managing team assignments

Viewing current assignments

The team leads table shows:

• User information and organiser roles
• Current team assignments with position badges
• Assignment count per user
• Highest position level per user

Modifying assignments

1. Update assignments

   • Click "Assign positions" to modify existing assignments
   • Add or remove team assignments
   • Change position types as needed

2. Remove all assignments

   • Click "Remove positions" to clear all team assignments
   • Confirm the removal action
   • This removes all team associations for the user

Filtering and search

Use filters to find specific users:

• Position type filter: Filter by volunteer position level
• Teams filter: Filter by specific team assignments
• Search: Search by name, email, or team names

Best practices

Setting up team leads

1. Grant organiser role first

   • Assign Volunteer Lead organiser role to the user
   • This provides the base permission for volunteer management

2. Assign team lead position

   • Assign Team Lead volunteer position
   • Specify which teams they will manage
   • Start with one team, expand as needed

3. Verify access

   • Ask the user to test they have access to their assigned teams
   • Confirm they cannot access other teams

Setting up coordinators

1. Grant organiser role

   • Assign Volunteer Lead or higher organiser role
   • This enables team management permissions

2. Assign coordinator position

   • Assign Coordinator volunteer position
   • No specific team assignment needed (access is global)

3. Test cross-team access

   • Verify access to all teams
   • Confirm ability to manage across team boundaries

Common scenarios

New team lead setup:

Organiser Role: Volunteer Lead
Volunteer Position: Team Lead
Team Assignment: Specific team(s)
Access: Assigned teams only

New coordinator setup:

Organiser Role: Volunteer Lead
Volunteer Position: Coordinator
Team Assignment: Not required
Access: All teams globally

Regular volunteer:

Organiser Role: Member (or none)
Volunteer Position: Participant
Team Assignment: Specific team(s)
Access: Assigned teams only

Troubleshooting

User cannot access teams

Check organiser role:

• Verify the user has Volunteer Lead organiser role
• Without this role, team management permissions are denied

Check volunteer position:

• Ensure appropriate volunteer position is assigned
• Team Lead requires team-specific assignments
• Coordinator provides global access

Check team assignments:

• Team Leads must be assigned to specific teams
• Verify team assignments match intended access scope

Permission issues

Missing permissions error:

• User lacks edit volunteer teams permission
• Contact an Event Manager or Owner for access

Access denied to specific teams:

• Team Lead trying to access unassigned teams
• Either assign additional teams or upgrade to Coordinator

Global access needed:

• Change Team Lead to Coordinator position
• This provides cross-team management capabilities

Support

For additional help with team assignments:

1. Check this guide for common scenarios
2. Review user permissions in Organiser user settings
3. Contact your Event Manager or Organiser Owner
4. Submit a support ticket for technical issues