Bookkeeping guide
Roles, and who can do what
What each role in Core1440 can see and change, so you can give everyone the access they need and no more.
Every person in Core1440 has one or more roles in each organization. Roles decide what they can see and change. Core1440 checks this on every screen, and again in the database.
The roles that handle money
| Role | Can see | Can change |
|---|---|---|
| Owner | Everything | Everything, including who has access |
| Treasurer | Everything | Gifts, households, the charity's details, the books and their set-up |
| Bookkeeper | Gifts, households and the books | Gifts, households and entries in the books (not the chart of accounts) |
| Accountant | Gifts, households and the books | The books and their set-up (gifts and households are look-only) |
| Auditor | Gifts, households and the books | Nothing: look-only |
Only an owner can turn AI help with the books on or off. See AI help with the books.
Only an owner or treasurer can connect the bank with a bank feed, or disconnect it. A bookkeeper or accountant can then bring in its new transactions. See Connect the bank with a bank feed.
These roles also confirm it's them with a second step when they sign in. See Set up and use your second step.
Other roles
School admin, committee chair, committee member, clerk and member are for parts of Core1440 still to come: school enrolment, committees and membership. For now, they can sign in but can't see the books or giving.
Good practice
- Two people for the money. It protects the volunteers as much as the church. A common pattern is a treasurer who records and an auditor (or a board member with the auditor role) who looks.
- Give the outside accountant the accountant role, not owner. They can adjust the books without being able to change who has access.
- When someone steps down, remove their roles the same day. See Add people and choose what they can do.