Reference
Roles and what they can do
Everyone has one role. It decides which departments and actions they can use; programme managers and field officers also see only the projects they are on. The table below is generated from the rules Civora enforces, so it is always current.
System administrator
Organisation setup, users, configuration, integrations and audit. Administrative access is logged.
Executive / Country director
Runs the Executive Office & Governance: board and committee meetings, resolutions, the risk register, the compliance calendar and declarations of interest; portfolio view and approvals above thresholds.
Programme manager
Plan activities, assign staff, review field reports and see project budgets for assigned projects.
Finance officer
Runs Finance & Accounting (ledger, banking, bills and invoices, payments, budget lines, grant funds, payroll approval, period close) and Procurement & Logistics (sourcing, orders, goods received, stores, suppliers, fleet).
M&E officer
Runs Monitoring, Evaluation & Learning: results frameworks, indicator reference sheets and targets, validation, data quality checks, evaluations, lessons, the recommendations tracker and community feedback.
HR officer
Runs Human Resources: staff files, contracts, leave, timesheets, payroll preparation, recruitment, onboarding and exit, performance reviews, cases and policies.
Field officer / volunteer
Assigned tasks, offline forms, evidence submission and status tracking for own projects.
Viewer
Read-only access to non-sensitive organisation summaries and board papers (e.g. board members).
| Can… | System administrator | Executive / Country director | Programme manager | Finance officer | M&E officer | HR officer | Field officer / volunteer | Viewer |
|---|---|---|---|---|---|---|---|---|
| Organisation | ||||||||
| Change settings, locations and departments | ✓ | – | – | – | – | – | – | – |
| Add people and change their roles | ✓ | – | – | – | – | ✓ | – | – |
| Read the audit log | ✓ | ✓ | – | ✓ | – | – | – | – |
| Export data to spreadsheets | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | – | – |
| Programmes | ||||||||
| Create and run projects | ✓ | ✓ | ✓ | – | – | – | – | – |
| Submit field reports | ✓ | – | ✓ | – | ✓ | – | ✓ | – |
| Review field reports | ✓ | ✓ | ✓ | – | ✓ | – | – | – |
| Validate results (M&E) | ✓ | – | – | – | ✓ | – | – | – |
| Money | ||||||||
| See grants and donors | ✓ | ✓ | ✓ | ✓ | ✓ | – | – | ✓ |
| Manage grants and donors | ✓ | ✓ | – | ✓ | – | – | – | – |
| Manage budgets | ✓ | – | – | ✓ | – | – | – | – |
| Request spending | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | – |
| Approve spending | ✓ | ✓ | ✓ | ✓ | – | – | – | – |
| Pay approved requests | ✓ | – | – | ✓ | – | – | – | – |
| Keep the books | ✓ | – | – | ✓ | – | – | – | – |
| Approve bills, payments and payroll | ✓ | ✓ | – | ✓ | – | – | – | – |
| Set approval policies | ✓ | – | – | ✓ | – | – | – | – |
| Departments | ||||||||
| Run Human Resources | ✓ | – | – | – | – | ✓ | – | – |
| Run payroll | ✓ | – | – | – | – | ✓ | – | – |
| Handle HR cases | ✓ | ✓ | – | – | – | ✓ | – | – |
| Run Procurement & Logistics | ✓ | – | – | ✓ | – | – | – | – |
| Run Monitoring, Evaluation & Learning | ✓ | – | – | – | ✓ | – | – | – |
| Run Governance (board, risks, compliance) | ✓ | ✓ | – | – | – | – | – | – |
Everyone, whatever their role, can raise requests they are allowed to, use My HR, ask for transport, log community feedback and decide what waits in their Approvals inbox.