Adding Staff Members in GC GO

What Staff Management does for you

Staff Management is the single place you build and maintain your GC GO team. From here you can:

• Grant access in one step. Add a person’s email, pick their roles, and they’re set up to work in GC GO — no separate access request.
• Decide what each person sees and does. Roles control the actions a staff member can take and the data they can reach, so a student caller and a major-gifts director each get the right view.
• Organize your team. Assign each person to a team and a manager so your reporting segments and cadence assignments line up with how you actually work.
• Set how they call. Choose a calling mode — pass-through or VoIP — right on the staff record, if your school uses calling.
• Keep the roster honest. Search active staff, review who’s inactive, and reactivate someone the moment they come back.

Where Staff Management lives

From the GC GO menu, click Staff Management in the left-hand sidebar (under the Gift Officer section). This only appears if you have the Gift Officer Admin permissions. The page opens with:

• Active and Inactive tabs — you’ll land on Active, your working roster.
• A search box — “Search staff by name, email, or ID” — to find anyone fast.
• The Add Staff Member button, top right.
• A table of everyone on the team, showing Name, Email, CRM ID, Team, Manager, and Roles. 

Tip: A new staff member shows as “Not Yet Registered” under Name until they’ve created (or logged into) a GiveCampus account with that email. That’s expected — their access and roles are already set; the name fills in once they sign in.

Add a staff member

1. Click Add Staff Member. A panel slides in from the right titled Add Staff Member.
2. Fill in the required fields (marked with a *):
   • Email Address — the address this person will use to log in. GC GO lowercases it automatically, so capitalization doesn’t matter.
   • CRM ID — their unique identifier from your school’s CRM. Each person needs their own; it can’t repeat within your school.
   • Roles — pick one or more Role (see the next section). “Determines the actions users can take and the data they can see in GC Gift Officer.” Active staff need at least one.
   • Team — the team or unit this person works on. “Used in GC Gift Officer for reporting segments and various settings.”
3. Set the optional fields as needed:
   • Manager — who this person reports to. Choose from your active managers, or leave it as None.
   • Calling Mode — how they place outbound calls: Pass-through (call bridges through their phone), VoIP, or No Calling. (Only appears if your school has calling enabled.)
4. Click Save. The button reads Saving… while it works, then the page refreshes with the new staff member on your roster.

That’s it — they now have access to GC GO, their roles and team are set, and a primary fundraising portfolio is created for them automatically so assignments have somewhere to land.

Heads up: Adding someone here sets up their access and permissions, but it doesn’t send them a login email. They get in by signing into GiveCampus with the email you entered. Once they do, GC GO links their account and their name replaces “Not Yet Registered.”

Choosing roles: who can do what

Roles are the heart of the setup — they decide what a staff member can see and do in GC GO. You can assign more than one, so mix and match to fit the person. Common roles include:

• GC Gift Officer — the base role for a fundraiser working their own portfolio.
• GC Gift Officer Manager — team oversight: sees team members’ data and manages their cadences. Selecting this marks the person as a Manager so others can report to them.
• GC Gift Officer Admin — full administrative access, including managing school-wide GC GO settings and staff.
• GC Gift Officer Student — a limited role for students.
• GC Gift Officer Plan Admin — manages solicitation plans.
• GC Gift Officer Wealth User — access to wealth and capacity tools (only applicable if GC Wealth is purchased).

Tip: Roles and Team are different things. Roles set permissions (what someone can do); Team sets where they sit for reporting and assignments. Someone can be on the “Annual Giving” team with the “GC Gift Officer Manager” role — the two work together.

More information about permissions and roles can be found in the article here. 

Marking a staff member inactive

When a person moves on, deactivate them so they lose access but their history stays intact. Click the pencil icon to the right of their name, then check This staff member is inactive, and click Save.

Deactivating removes the person’s roles and access and moves them to the Inactive tab. 

On the Inactive tab you’ll also see a Read Only Permissions column. Leaving it checked lets a staff member be referenced in shared work — “Can be added to Contact Reports, Trips, Emails, Meetings, Plans, and Opportunities” — even though they can't long log in to GO. 

Bringing someone back

If a staff member returns, reactivate them instead of starting over:

1. Go to the Inactive tab and open the person’s record (pencil icon).
2. Uncheck This staff member is inactive, re-assign their Roles (and confirm their Team), and click Save.

3. A Confirm Activation window appears. It’s an important checkpoint:

   “Marking the staff member as active will give them full access to GC Gift Officer and count them towards your subscription. Please ensure you are familiar with your school’s billing arrangement before proceeding. If assignments have previously been uploaded for this user, they will be automatically assigned and appear in their portfolio.”

4. Click Confirm to reactivate, or Cancel to back out.

A few tips to manage staff like a pro

• Get the CRM ID right the first time. It’s how GC GO ties this person to your CRM data. Double-check it before you save.
• Assign the smallest role that does the job. Start with GC Gift Officer and add admin or manager roles only when someone truly needs them.
• Set the manager while you’re there. Filling in Manager at creation keeps your reporting lines and team views accurate from day one.
• Deactivate, don’t ignore. When someone leaves, mark them inactive so they lose access.
• Reactivate rather than recreate. If a former teammate returns, bring their existing record back so their history and prior assignments come with them.

Troubleshooting

I don’t see Staff Management in the menu.
The page requires the staff-management permission, which usually comes with the GC Gift Officer Admin role. Ask your GiveCampus admin to confirm you have it, and that your school has the Gift Officer product enabled.

I can’t save — it says roles, CRM ID, or Team is required.
Active staff members need at least one Role, a CRM ID, and a Team. Fill in each flagged field and save again. (Inactive staff don’t need roles — that’s expected.)

It won’t accept the email or CRM ID.
Check the email is a valid address, and that the CRM ID isn’t already used by someone else at your school — each person needs a unique one. Check the inactive tab to see if they are already added there first. 

The new person shows as “Not Yet Registered.”
That’s normal. Their access and roles are set; the name fills in once they sign into GiveCampus with the email you entered. Confirm the email is correct if it never resolves.

I don’t see the Calling Mode fields.
This only appears when your school has that feature turned on. If you need one, check with your GiveCampus admin.

I can’t deactivate my own account.
That’s intentional — you can’t deactivate yourself. Ask another admin on your team if your own record needs changing.