You can invite as many team members as needed and customize their permissions based on their role within your organization.
Why Invite Your Team?
Adding team members to Notebird helps your organization:
Share care information across staff and volunteers
Assign follow-up responsibilities
Improve communication and accountability
Keep pastoral care centralized
Prevent important information from being siloed with one person
Instead of relying on personal notes or disconnected communication, your team can work together inside one shared system.
Who Should Be Invited?
Organizations commonly invite:
Pastors
Care teams
Ministry leaders
Administrative staff
Volunteer coordinators
Small group leaders
Counseling teams
Each user can be assigned permissions that match their responsibilities.
Why Team Collaboration Matters
Pastoral care works best when information is shared appropriately across a trusted team.
By inviting your team into Notebird:
Care becomes more collaborative
Follow-up becomes more consistent
Leadership gains visibility into ongoing care
Information remains centralized even when staff changes occur
This creates continuity in care and helps ensure people are not overlooked.
How to Invite a Team Member
Inviting a user to Notebird is quick and easy.
Click Your Name in the upper-right corner.
Navigate to My Team.
Click Add User.
Enter the User’s information and Email Address.
Select their Role and Permissions.
Assign them to Groups if applicable.
Click Send Invitation.
The user will receive an email invitation to join your organization in Notebird.
For detailed instructions, see:
Adding a User / Team Member
User Roles & Permissions
Not every user needs the same level of access. Notebird allows organizations to customize permissions based on each person’s role.
Examples of permissions include:
Viewing updates
Creating tasks
Managing groups
Accessing reports
Viewing restricted information
Managing organization settings
This helps organizations balance collaboration with privacy and security.
Learn more here:
User Roles & Permissions Overview
Organization Admins
Organization Admins have additional permissions within Notebird, including:
Managing users
Editing organization settings
Accessing integrations
Managing permissions and visibility
Admins can promote other users to Organization Admins when needed.
Learn more here:
Promoting a User to Organization Admin
Managing Existing Users
As your organization changes, you may need to update or remove team members.
Notebird allows admins to:
Archive users who are no longer active
Restore archived users later
Permanently delete archived users
Cancel pending invitations
Helpful articles:
Tracking Team Activity
Notebird includes reporting tools that help leaders understand how their team is engaging in care.
You can view:
Updates created by each user
Task completion activity
Care engagement trends
Who created a person profile
Helpful reports:
Frequently Asked Questions
Can I control what users can see?
Yes. User roles and permissions allow admins to control access to updates, groups, reports, and settings.
Can volunteers use Notebird?
Yes. Many organizations invite volunteers with limited permissions based on their role.
What happens if someone leaves our organization?
Their account can be archived without deleting their historical activity or records.
Can archived users be restored later?
Yes. Archived users can be unarchived at any time.
Can I resend or cancel an invitation?
Yes. Pending invitations can be cancelled and resent if needed.
Can I track my team’s activity?
Yes. Notebird includes reports that help leaders track updates, tasks, and care engagement by user.