Admin Roles for Your School,
Free Accounts for Your Partners

Running a service program takes a whole team: a program director, campus coordinators, club advisors, a principal who wants to keep an eye on things, and the nonprofits where your students actually serve. Helper Helper gives each of them their own login, scoped to exactly what they need. Four admin roles cover everyone inside your school, and free partner accounts bring your community organizations into the process without adding work to your plate.

How Teams and Branches Work

Every role is scoped to the way your school is organized in Helper Helper. Volunteers belong to one or more teams, such as NHS, Key Club, a graduating class, or a sports team. Larger accounts can also turn on branches. A branch is simply a group of teams. Most often it is a campus, building, or school within a district, but it can be any set of teams that belongs together. A single school with a handful of clubs usually needs only teams. A district, a multi-campus school, or any account with dozens of small teams adds branches on top.

• Volunteers can belong to several teams. A student in both NHS and Key Club appears on each team's roster and in each team's reports, seeing opportunities targeted at the whole institution or either team.
• Events, goals, surveys, and messages can be targeted. Any of them can be limited to specific branches or teams or left open to the whole account.
• Reports roll up the same way. Team and branch reports show just their slice of the data, and the institution report shows everything.
• Branches keep large accounts tidy. When every homeroom teacher or counselor has a team of their own students, or when parents join on parent teams alongside their kids, those teams can be gathered under a branch so they do not clutter the rest of the account. A Branch Admin oversees the whole group while each Team Admin still sees only their own students.
• Each branch runs on its own terms. A branch can have its own time zone, opportunity categories, and organizations, so a campus in another state or a school with different community partners is not tied to the rest of the district.

Community Partner Access

Your community partners are essential to your service program, and the Organization Admin role is built for them. Invite a partner to create a free Helper Helper account linked to your school. They can post opportunities that appear in your students' feed, manage their own signups, and verify attendance, and their verification flows straight into your reports.

What Partners Can Do

• Post events and manage their own volunteer opportunities from start to finish
• Manage signups with a clear view of who's registered and how much capacity remains
• Verify attendance with simple approval tools that confirm student hours
• Message attendees with updates and reminders delivered by push notification or email
• See shared survey responses so they can collect information or waivers their organization requires

Brooke Mulroy Fall Creek Junior High Hamilton Southeastern Schools

“One pleasant surprise has been how much our community partners appreciate the system. Once opportunities are posted, students can sign up easily, and we use QR codes to validate and check in volunteers.”

Coordinator Check-In Links

Every event includes a unique check-in link that is emailed to event coordinators in advance. Coordinators use this link (pictured on the left) like a kiosk to quickly check users into the event and validate their attendance with one click.

Community partners will see their coordinator links on any events they create. And if you don't want to offer a partner their own Helper Helper account, you can share this link with an outside partner to let them manage their event attendance without any account needed.

Oversight Stays With You

Delegating access never means giving up control. Administrators approve new partners, review every event listing, and set parameters for what partners can and cannot do. Messaging is scoped the same way: partners can only reach students who signed up for one of their own events, never your full student body.

Inside your school, setting up an admin takes seconds. Invite a new admin, assign their role, and optionally scope them to a specific branch or team. They immediately see only what they're supposed to see. When responsibilities shift mid-year, changing someone's role is just as fast. No need to rebuild accounts or migrate data.

View-Only Mode for Any Role

Any admin account can be set to view-only. A view-only admin retains full visibility into reports, student records, and program data at their permission level, but cannot make changes to anything. They can't edit events, modify rosters, validate hours, or alter settings.

This is perfect for principals, counselors, or district administrators who need to monitor the program and pull reports but shouldn't be making day-to-day edits. It's also useful during audits or accreditation reviews, when you want to give a reviewer access to see the data without any risk of accidental changes. Grant access with confidence, knowing the data stays exactly as it is.