Why should I invite my other administrators to Vome?
Overview
Because five things in Vome only work once a colleague holds an admin account, and the one that matters most is notifications.
Until the person who runs a programme is an administrator, every notification about that programme arrives with you, and you become the relay. Inviting them is what stops that.
Only the Account Holder can manage administrative access. If that is not you, this is a request to make rather than a task to do. This article is for administrators.
1. Why can only admins be coordinators or watchers?
Because a coordinator is a named point of contact inside the platform, and the platform can only point at an account it knows about. A profile in your database is someone you manage. An admin is someone who manages.
The two roles differ:
- Coordinator. The contact for that item, who receives its notifications.
- Watcher. Kept informed, without being the contact.
You can name them on:
- Forms, so new submissions reach the person who has to act on them.
- Sequences, for notifications as people move through the steps.
- Opportunities, for new requests such as shift requests and hours claims. Whoever coordinates the opportunity also becomes the default coordinator for every shift inside it.
- Shifts, for actions on the day such as new reservations and cancellations.
- Courses, for progress through chapters.
2. What does each admin get on their dashboard?
Their own view of the account rather than yours.
Admins can pin the forms, sequences and opportunities they care about to their dashboard, so the work they are responsible for is the first thing they see when they log in.
3. Can admins use Vome chats?
Yes. Admins can message each other privately, be added to group chats, and communicate with the people in your database.
This matters more than it sounds. Chat notifications only reach someone who has an account, so an admin is also the only kind of colleague you can reach through the platform rather than through their inbox.
4. What do admin roles do?
They limit what an administrator can reach, instead of handing every colleague the keys to the whole account.
The Account Holder creates a role, then assigns it to as many admins as needed. Each admin holds one role at a time. A role controls which modules an admin can open, and separately what they may do there, since create, edit and delete are distinct permissions.
This is what multi-site organizations and anyone with a real reporting structure need: a site coordinator who manages their own site and nothing else.
To set one up, go to Users & Access and click Manage roles. Creating and managing custom admin roles requires the Enterprise or Ultimate plan.
5. Does each administrator cost anything?
On a paid plan, yes. Each administrator occupies an admin seat on your subscription, so you need a free seat before an invitation can succeed.
Seats are added in the Subscription module, which only the Account Holder can open. Your current usage is shown on the Users & Access screen, as seats used out of seats available.
Summary
- Only admins can be coordinators or watchers, so until a colleague has an account their notifications come to you.
- Coordinators are the contact and receive notifications. Watchers are kept informed without owning the item.
- Coordinators and watchers can be named on forms, sequences, opportunities, shifts and courses.
- A named coordinator still needs their own notification settings switched on.
- Admins get a dashboard they can pin their own work to, and can use chats.
- Admin roles limit what an admin can reach and require Enterprise or Ultimate.
- Each admin takes a seat, and seats are added by the Account Holder in Subscription.