Custom roles

A custom role is a role your church builds itself when the built-in roles give someone too much or too little. You name it and choose, area by area, how much its holders can do.

Build a role

1. In the staff dashboard, open Team, then the Roles tab. Your church’s roles are listed first, then the built-in roles; open a built-in role to see what it allows.
2. Choose New role. Give it a name, such as “Kids check-in lead”, and a short description.
3. For each area, choose a level: None, View, Edit or Manage. The sentence under each area says what the chosen level allows. Areas your plan does not include are grouped under Not on your plan.
4. If the role needs them, switch on any of the three sensitive extras: See children’s records, Read confidential notes, Read confidential care. Each is off until you switch it on.
5. Choose Create role.

To give it to someone, open the Team members tab, choose the person, tick the role under Roles and choose Save access. Someone can hold more than one role; they can do what any of them allows.

Change or delete a role

• Edit opens the same form. Changing a role changes it for everyone who holds it, at once; the form says how many people that is.
• Delete asks you to confirm, naming the role. A role someone still holds cannot be deleted: the list says “Held by 2 people”, and the button stays unavailable until you give them another role on the Team members tab.

Good to know

• Levels build on each other. Edit includes View; Manage includes Edit. Some areas have fewer levels where a level would add nothing: Check-in has None and Edit; Services and Membership stop at Edit; Reports has View and Manage (Manage adds exporting).
• A custom role never includes administration. Staff, roles and imports stay with owners and administrators. Settings (the time zone included), exporting people, refunds, API keys, integrations and webhooks stay with the church’s owner alone; a store manager can also refund. The form does not offer them.
• Sensitive extras are off unless you switch them on. Nobody sees children’s records or confidential notes through a custom role by accident.
• Features your plan does not include. You can set a level for them; it takes effect when the feature is switched on.
• Limits. Up to 30 custom roles per church. Two roles cannot share a name (or a built-in role’s name).
• Who can do it. Owners and administrators build, change, delete and give roles. Only an owner can make someone an owner, or change an owner’s roles. Changes apply the next time the person loads a page.

For members

None: roles are the church’s staffing. A member sees only what their roles let the member portal show them.

What DCX Logic support can do

Explain what each built-in role and each level allows, and look at a role with you during a support session. Support cannot create or change roles for you inside a support session; an owner or administrator does that on the Roles tab.

Coming from Planning Center

Planning Center gives each person a level per product (for example Viewer, Editor or Manager in People), and above the products “Organization administrators have full administrator access to all products” (Permissions in account settings, read 2026-10-05). HoW uses the same idea of a level per area and keeps administration above the levels, and adds a name: you build the role once and give it to as many people as you like, instead of setting each person’s levels one by one.