- Edit & Set Permissions for Coordinators

Edit a Scheduling Coordinator (& Set Their Permissions)

ONLY THE MAIN COORDINATOR ON EACH ACCOUNT CAN ADD & SET PERMISSIONS FOR COORDINATORS - and MAIN COORDINATORS CAN EDIT SIGN IN INFORMATION FOR ALL OTHER COORDINATORS.

Each WhenToHelp account has one Main Coordinator (the coordinator who created the account) and can add any number of additional coordinators who can be limited in what they can see and do when they sign in. The main coordinator will see the Add/Edit Coordinators under Settings in the top menu.

Each Coordinator has a unique Coordinator username and password (IN ADDITION TO any username & password they may have to sign in as a Helper) and can perform only the functions that you allow.

To Edit any Coordinator's permissions or information or to send Sign In Instructions

From any page:
  • In the top menu, hover over SETTINGS and choose Add/Edit Coordinator
  • Click the Coordinator name (their permissions will appear below)
  • Change the information and/or click the Email or Print Sign In Instructions 
  • To set up an Email or Notification options, click the Email link above their Email
  • Click the Save button 
edit or set coordinator permissions


Coordinators can be given permission to:
  • Add Shifts 
  • Import Shifts 
  • AutoFill Shifts 
  • Clear/Unassign or Erase Schedules 
  • Edit Shifts & Notes 
  • Save/Name Schedules 
  • Publish Entire Schedules (since all positions are published at once, only one Coordinator should have permission to publish)
  • Unpublish Entire Schedules (since all positions are unpublished at once, only one Coordinator should have permission to unpublish)
  • Add/Edit/Delete Categories 
  • Add New Helpers
  • Edit/Delete Helpers
  • Add/Edit/Delete Positions
  • Approve/Deny Trades 
  • Approve/Deny Time Off Requests 
  • Change Organization Settings 
  • Can be notified of other Coordinator's actions (this setting allows the Coordinator to see and set the notification options to be notified when other Coordinators perform certain functions, see Notifications)