How do the "coordinator or watcher" admin role settings work?

These settings apply only to custom admin roles. They are available on the Enterprise and Ultimate plans, where the Account Holder can create admin roles to limit accessibility and set permissions for other admin users.

When you build a custom admin role, you can restrict which Forms, Sequences, and Opportunities an admin sees in each list, for example limiting them to a specific set of items or to items linked to the admin's assigned sites. Separately from those lists, an admin can also be named as a coordinator or a watcher on an individual form, sequence, opportunity, or shift.

The "coordinator or watcher" settings let a restricted admin still see the specific items they personally coordinate or watch, even when those items fall outside their normal access scope.

1. What do these settings do?

Each setting is a single checkbox on the admin role. When the checkbox is on, items where the admin is set as a coordinator or watcher are added to that admin's list, in addition to whatever the role's access scope already grants.

There is one checkbox per module:

1. Include forms for which the admin is set as the coordinator or watcher (in the Forms section).
2. Include sequences for which the admin is set as the coordinator or watcher (in the Sequences section).
3. Include opportunities for which the admin is set as the coordinator or watcher (in the Opportunities section). This one also covers shifts.

Each checkbox is on by default.

2. Where do I find them?

The settings live in the admin role editor (Create or Edit role). Open the Forms, Sequences, or Opportunities section, and the checkbox appears directly beneath that module's main access selector ("Select the option that applies for this admin role"), above the action and profile-access controls.

3. When does the checkbox appear?

A checkbox is shown only when that module's access is restricted in some way, meaning it is set to specific items ("some forms," "some sequences," or "some opportunities"), to sites, or to no access.

The checkbox is not shown when the module is set to "all," because the admin can already see every item, so the setting would have no effect.

4. What happens when the checkbox is on versus off?

1. On: Forms, sequences, or opportunities the admin coordinates or watches appear in their list, even if those items are outside the admin's assigned sites or not part of the role's selected items.
2. Off: The list shows only what the access scope grants. Coordinated or watched items that fall outside that scope are not added.

Turning a checkbox off never removes an item the access scope already grants. It only removes coordinated or watched items that fall outside that scope.

5. How does the Opportunities setting handle shifts?

The Opportunities checkbox surfaces an opportunity in two cases:

1. The admin is set as a coordinator or watcher on the opportunity itself.
2. The admin is set as a coordinator or watcher on any shift belonging to that opportunity.

In both cases, the opportunity appears in the admin's opportunities list and schedule.

6. Does this change what an admin can do once they reach an item?

No. These settings only control whether an item appears in a list. They do not grant any additional actions on those items beyond what the role otherwise allows, and they do not change who can be made a coordinator or watcher.

7. Good to know

1. The settings affect only custom admin roles. Admins who are not on a custom role are unrestricted and already see all items.
2. If you change a module's access back to "all," the checkbox is no longer shown, because it has no effect under full access.
3. These settings are separate from the schedule's "view all shifts" versus "view only shifts as assigned coordinator" option, and from per-profile notification and visibility controls. Those continue to behave as before.

Leave these checkboxes on if you want a restricted admin to always see the items they personally coordinate or watch. Turn them off if you want the admin's lists to stay limited strictly to the access scope you defined.

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