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When Should I Use This?
Use the Team and Program Team settings when you need to:
Add or remove Portal Admins who manage your portal (organization-level settings)
Add team members so they can create and view programs (Portal Admin) or manage specific programs (Program Team)
Assign the correct user roles so staff can access the right program details, applications, reports, tasks, or payments
Step-by-Step Instructions
Add or Manage Portal Admins (Portal Settings → Team)
Confirm you have the Portal Admin role (Portal Admins manage the portal, including adding or removing Process-Admin team members and managing programs).
Go to Portal Settings.
Select Team.
To add a new team member, input their email, first name, last name, and organization.
If the team member has been added previously, enter their email to auto-populate their information.
Use the filters under Name or Email to search for a team member.
Remove existing users from the portal as needed (Portal Settings → Team).
Assign Users to a Specific Program (Manage Program → Program Team)
Navigate to the program you want to manage and click Manage Program.
Select Program Team.
Click New to add a Program Team member.
Enter the team member’s First Name, Last Name, email address, select their organization, and select their Role(s).
Click Save.
Edit roles when responsibilities change, or delete program team members when they leave the organization or no longer need access.
Common Mistakes to Avoid
Adding someone to Portal Settings → Team but not assigning them to the Program Team for the program they need to work on. Program team members can see all programs, but they can only access those they have been assigned to within the Program Team.
Assigning roles without checking what that role controls. The left menu and features shown (like Reports, Tasks, or Payments) are based on permissions.
Assigning the Program-Manager role to staff. This role is used solely to create programs in the portal and should not be assigned.
Best Practices for FORWARD Direct Users
Ensure each program has at least one Process-Admin. Each program MUST have at least one Process-Admin.
Assign the minimum roles needed for each person’s job. Permissions affect what staff can see in the application menu and what actions they can take.
For programs that collect or report sensitive information, assign at least one PII-Viewer. Each program should have at least one PII viewer if information is collected or reported out.
FAQ
Who can add or remove Portal Admins?
Portal administrators are managed in Portal Settings → Team. Portal Admins are responsible for managing the portal, including adding or removing team members and managing programs.
Why can someone see programs but not access them?
Program team members can see all programs, but they can only access programs they have been assigned to within the Program Team.
What role should I avoid assigning to staff?
Do not assign Program-Manager. It is used solely to create programs in the portal and is auto-set by the system.
Do I need a Process-Admin on every program?
Yes. Each program MUST have at least one Process-Admin.
Who can see Reports, Tasks, or Payments?
These sections appear based on permissions. For example, a team member must have PII Viewer to see Reports, and Finance to see Tasks and Payments.