Add Users

Managing who can see and do what keeps your data secure and your team focused. BetterUnite lets you add unlimited team members and tailor each person's access to their role — from full administrative access down to a single campaign.

Getting to User Management

From anywhere in BetterUnite, navigate to Settings > Users and click Add New. The Manage User panel will open.

Understanding Access Levels

BetterUnite offers three user permission modes. Every new user is assigned one of two preset access levels on the General tab — Full Access or Full Access + Manage Funding — or you can define granular permissions using the Custom Access tab.

Full Access

Grants access to all system features except funding. A Full Access user can manage events, contacts, donations, communications, memberships, and auctions — but cannot view or manage payment processors (Stripe, PayPal) or bank account details. This is the recommended starting point for most staff members. Note that Full Access does not include the ability to manage payment processors or view bank account details — add Manage Funding separately if needed.

Manage Funding

Manage Funding is an add-on to Full Access, not a standalone role. Users with this permission can view funding payouts and manage bank account and payment processor details (Stripe, PayPal). Only assign it to team members who need access to your financial accounts.

Custom Access

Lets you define exactly which modules and actions a user can perform. Use this for volunteers, event check-in staff, or any team member who should only see a specific part of BetterUnite. See Adding a User with Custom Access below.

Adding a Full Access User

Go to Settings > Users and click Add New.
Enter the user's First Name, Last Name, and Email.
On the General tab, select Full Access. If this person also needs to manage payment processors, check Manage Funding as well.
Choose how to add the user:
- Add User and Send Invite — sends an invitation email with a link for the user to create their password. A unique password-creation link is also displayed on screen for you to share directly. Note: The invitation email and its password-creation link both expire after 24 hours. You can generate a new link at any time via Settings > Users > caret menu (▾) > Resend Invite.
- Add User (do not send invite) — adds the user to your account without sending an email. You can resend the invitation later.

Adding a User with Custom Access

Custom Access lets you hand-pick exactly what a user can see and do. Because Advanced Campaign Privileges require the user to already exist in the system, adding a Custom Access user is a two-step process: first create and save the user, then configure per-campaign access.

Step 1 — Create the user

Go to Settings > Users and click Add New.
Enter the user's First Name, Last Name, and Email.
Click the Custom Access tab.
Check Enable Custom Access.

Step 2 — Set permissions

Once Custom Access is enabled, select the specific permissions this user needs:

Contacts — View, History, Edit, Delete (CRM/Contacts and Donor Management Privileges)
Donations/Transactions — View, Edit, Refund (Access to Transactions)
Email Marketing — Read, Send, Edit (Access to the Email Marketing Module)
Workflows — Edit, Activate (Access to the Workflows Module)

Volunteer Coordinator— Manage volunteer sign-up pages, shifts, signups and volunteer communications only. No access to donor records, payments or financial data.
Grants— Grants Pro manage access for Grants Module only. You can set overall Grants access or per grant access.

Campaigns — Read, Edit, Guest Check-in, Manage Carts, Manage Auction

Once you have selected all required permissions, proceed to Step 3 to save the user and configure campaign-level access.

These campaign permissions apply account-wide. To restrict a user to specific campaigns only, complete Step 3 below.

Step 3 — Save, then configure Advanced Campaign Privileges (optional)

To restrict this user to specific campaigns instead of all campaigns, use Advanced Campaign Privileges. This option only appears after the user has been saved — which is why Step 3 is separate from Steps 1–2.

Click Add User and Send Invite or Add User (do not send invite) to save the user.
Find the user in the Users list, click Edit, and return to the Custom Access tab.
Under Advanced Campaign Privileges, check Enable per-campaign privileges.
Assign access to individual campaigns as needed. This is ideal for event check-in staff who should only see one event.

*** Common use case is for Volunteers for a specific event to have Check-in and Manage Carts access which gives them the ability to assist with checking in guests, adding things into guest carts (ie. raffle tickets, wine pull, etc), and checking guest carts out at the end of the night.

Managing Existing Users

You can manage any user from the Settings > Users list at any time. Changes to a user's permissions take effect immediately upon saving.

Edit access — Click Edit next to a user to update their name, email, or permissions.
Resend invitation — Click the caret (▾) menu next to the Edit button and select Resend Invite. Use this if a user's invitation email expired or they didn't receive it.
Remove a user — Click the caret (▾) menu and select Remove to revoke access.

Frequently Asked Questions

The invitation email expired. Can I resend it?
Yes. Go to Settings > Users, find the user, click the caret menu (▾), and select Resend Invite. When you first add a user, a unique password-creation link is also shown on screen — you can copy and share that link directly as an alternative.

Can a user have both Full Access and Custom Access?
No — each user is set to either General (Full Access ± Manage Funding) or Custom Access. You can switch between modes at any time by editing the user.

What does Manage Funding include?
Manage Funding lets the user view funding payouts and manage bank account and payment processor details (Stripe, PayPal). It must be paired with Full Access — it is not available on its own or under Custom Access.

Can I give a check-in volunteer access to only one event?
Yes. Add the user with Custom Access, save them, then return to their profile and enable Advanced Campaign Privileges under the Custom Access tab. You can then grant Guest Check-in permission for a specific campaign only.

What happens if I add a user without sending an invite?
The user is added to your account but receives no email. Their account will be inactive until you resend the invitation (Settings > Users > caret menu > Resend Invite) or share the password-creation link with them directly.

Need Additional Help?

We're here to assist you in any way we can. Don't hesitate to reach out to support@betterunite.com

Let's go do some good.