Guide 03 · Key concepts
People, access & official roles
One directory for everyone connected to your organization — and the three separate kinds of access a person can hold.
GMPro keeps a single People directory per organization. A person can hold three separate kinds of access, and changing one never silently changes the others. Understanding the difference — especially between having a login and being your authorized representative — is the key to keeping your grants moving.
The three kinds of access
- Organization accessSign-in
- Can this person sign in and work for this organization? Granted as Owner, Administrator, or Member. Some people in your directory are “contact only” — listed with their details and responsibilities but no login at all.
- Official responsibilityContact role
- Is this person the official representative or contact for a purpose — signatures, GOHSEP's main contact, finance, or program questions? A responsibility identifies who officially speaks for the organization. It never grants a login.
- Opportunity rolePer grant
- What may this person do on a specific grant? Opportunity roles are assigned on each grant opportunity's Access page and apply only to that grant — they don't change organization access.
Organization access levels
What each sign-in access level can do inside the organization.
| What they can do | Owner | Admin | Member |
|---|---|---|---|
| View the organization and its grants | |||
| Work in grant areas their opportunity roles allow | |||
| Add people & manage Member access | |||
| Maintain organization documents | |||
| Manage official responsibilities | |||
| Grant Owner/Admin access & transfer ownership |
Membership alone doesn't make someone an official representative or authorize every grant action. GMPro always keeps at least one active owner — the last owner can't be demoted or deactivated.
The official responsibilities
Four contact roles identify who officially acts and answers for your organization.
- Authorized representativeRequired for SHSP
- Signs and submits for your organization — the person with signature authority on applications, certifications, and award documents. The designation identifies authority; actually submitting in GMPro also requires sign-in access on the grant.
- Point of contactRequired for SHSP
- GOHSEP's main contact for the grant — the person who receives questions and correspondence about your applications and awards.
- Finance contact
- Answers budget and financial questions — reimbursements, match documentation, and audit follow-ups.
- Program contact
- Answers day-to-day program and project questions — milestones, activities, and progress.
How GMPro picks the effective contact
- Primary vs. secondary
- Each role has one primary holder — the default for routing, packets, and signature fields — plus any number of secondaries. Making a secondary the primary automatically steps the previous primary down; nobody is removed.
- Organization default vs. grant override
- Responsibilities assigned on the People page apply organization-wide and cover every grant by default. A specific application can add its own override for a role — the override wins for that grant only, and everything else keeps using the organization default.
- 1
Open the People page
Open your organization and choose the “People” tab. The tiles up top count people, sign-in access, pending invitations, and anything needing attention. The “Key contacts” strip shows official-role coverage at a glance — required roles are flagged until someone holds them. Below, the directory lists everyone: one row per person with their access, official role, and status.
- 2
“How access works” is always one click away
The “How access works” button opens the built-in explainer summarizing the three kinds of access — handy when you're deciding what to give a new teammate.
- 3
Open a person to see everything they hold
Click any row to open the person's panel. “What this person can do” gives the plain-language summary; below it sit their profile details, organization access, official responsibilities, and opportunity roles — each managed independently.
- 4
Add a person
Click “Add person.” Enter their details, then choose: “Contact only” keeps their information and responsibilities on file without a login — right for a finance director who answers questions but never works in GMPro — or “Invite to GMPro” to create organization access and email them an invitation. You can assign official responsibilities in the same dialog.
- 5
Give or change organization access
From a person's panel, “Give access” (or “Change access”) opens the access dialog with the Owner, Administrator, and Member cards. “Deactivate access” removes the login without removing the person — their history and responsibilities stay.
- 6
Assign an official responsibility
From a person's panel, “Assign” opens the responsibility dialog. If the role already has a primary, the new holder is added as a secondary — use “Make primary” to swap who's first. Remove a responsibility any time; it never touches their login.