Staff roles and console access
Who can sign in to VCMS, what Owner, Manager, and Staff roles can do, and how to add or remove logins.
Updated
VCMS has two different meanings of "member." A member is a vehicle owner enrolled under Operations → Members. A staff login is someone who signs in to run the console. Staff accounts are managed under Settings → Staff.
Three roles
- Owner — full access to every module. The owner is created when your committee account is provisioned. Nobody can demote or remove the owner from the Staff page.
- Manager — full access — every permission, including billing, alerts, settings, and staff administration.
- Staff — member desk only — can view, add, and edit members. Can view vehicles, drivers, invoices, and reports. Cannot delete records, change billing, edit settings, manage staff, or write alerts.
What Staff cannot do
A Staff login cannot register vehicles or assign drivers — those screens are read-only. Staff also cannot create payment types, plans, or invoices. They can open Payments → History to look up balances but cannot issue invoices or record payments.
Staff can import members via Reports → Import because that action needs members:create. They cannot import vehicles or drivers.
Add a staff login
Go to Settings → Staff and choose Add staff. Enter name, email, password (at least 8 characters), and role. The dialog title is Add a login. New logins sign in with that email and password.
Manage existing logins
From the Logins table, a manager can Make manager, Make staff, Reset password, or Remove. A manager may only act on Staff accounts — not on another Manager or the Owner. Nobody can act on their own login.
Blocked pages
If you open a URL your role cannot access, the page shows You don't have access to this and Ask an owner or manager of this committee if you need it. The sidebar hides links you cannot open, but bookmarked URLs still hit this guard.
Activity log
Settings → Activity shows who changed what and when. Only Owner and Manager roles can view it. Staff cannot.
Caveats
- Permission checks in the browser are for display only. The server enforces access on every API call.
- Removing a staff login revokes console access immediately. Committee member and vehicle records are not affected.
- Employees under Operations → Employees are HR records — not console logins.
Related: enroll members and vehicles, adding your team in the rental CRM, and payment types and invoices.