CoordHub has two staff roles: Coordinator and Admin. The organisation Owner is a special admin-level role assigned to the account that created the organisation — there can only be one owner.

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Role comparison

PermissionCoordinatorAdminOwner
View own participants and activities✅✅✅
View all participants (org-wide)❌✅✅
Log and submit activities✅✅✅
Approve activities❌✅✅
Create and send invoices❌✅✅
Generate PRODA exports❌✅✅
Add and exit participants❌✅✅
Access Reports section❌✅✅
Manage Settings❌✅✅
Invite and deactivate staff❌✅✅
Return approved activities to draft❌✅✅

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Inviting a staff member

1

Go to Settings → Team

Click Settings in the sidebar, then Team.
2

Click Invite Staff Member

Click Invite Staff Member in the top-right corner.
3

Enter details and assign a role

Enter the staff member’s email address and select their role (Coordinator or Admin). Click Send Invitation.
4

Staff member accepts the invitation

They’ll receive an email from no-reply@coordhub.au with an Accept Invitation link. Invitation links expire after 48 hours — if they miss the window, you can resend from the Team page.

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Assigning caseload

After a coordinator accepts their invitation, assign participants to their caseload:
  1. Open a participant profile
  2. Go to the Overview tab
  3. Find the Assigned Coordinator field and select the staff member
Participants can only be assigned to one coordinator at a time. Admins can view all participants regardless of assignment.

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Deactivating an account

When a staff member leaves your organisation, deactivate their account rather than deleting it. Deactivation preserves all their historical activity records — if you deleted the account, those records would become unattributed.
1

Go to Settings → Team

Find the staff member in the team list.
2

Click Deactivate

Click the ⋮ menu on their row and select Deactivate Account. Confirm when prompted.
The staff member can no longer log in. Their name still appears on historical activity records, service agreements, and audit logs — the data is preserved exactly as it was.
Deactivating an account is reversible — you can reactivate it from the same menu. Deleting an account is permanent and is not available in the UI. Contact CoordHub support if you need to delete an account.

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Resetting a team member’s password

Staff manage their own passwords via the login page (Forgot password? link). If a coordinator is locked out:
  1. Go to Settings → Team
  2. Find the staff member
  3. Click ⋮ → Send Password Reset
They’ll receive a password reset email at their registered address. The link expires after 1 hour.
MFA can be reset from Settings → Team → ⋮ → Reset MFA. Only use this if the staff member has lost access to both their authenticator app and their backup codes — it’s a privileged action.