Adding Staff Members in GC GO

Welcome! Every gift officer, manager, and student caller on your team needs a way into GC GO — and Staff Management is where you give it to them. It's the roster for your whole operation: who's on the team, what they can see and do, who they report to, and how they place calls.

Here's the part that trips people up: if your school has already uploaded data to GC GO, most of your staff are already in the system — sitting on the Inactive tab, created from your CRM file. For those people you don't add anyone. You find their existing record and activate it. Creating a second record instead means a duplicate, a rejected CRM ID, or a person whose history doesn't follow them.

So this guide covers both paths: how to check whether someone's already there, how to activate them, how to add someone from scratch when they truly aren't in the system, and how to deactivate someone who's moved on.

Which path are you on?

Start here — it takes ten seconds and saves a lot of cleanup:

Not sure? Search the Inactive tab first. If they're there, activate. If they're not, add them.

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. Activate an existing record — or add a new one — and that person is 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 activate someone the moment they're ready to work.

Before you start: what you need

Staff Management shows up only when a few things are in place. If you don't see it, check these with your GiveCampus admin:

1. Your school has GC Gift Officer turned on. Staff Management is part of the Gift Officer product. If it's off, the page stays hidden.
2. You have permission to manage staff. Adding and editing staff requires the staff-management permission, which usually comes with the GC Gift Officer Admin role. Without it, the Staff Management link won't appear.
3. You have the person's CRM ID. This is the one detail to get in hand before you start — it's how you'll find their existing record, and it's required to save. You'll also want their work email address, their team, and their role.

If all three are set, you're ready.

Where Staff Management lives

From the GC GO menu, click Staff Management in the left-hand sidebar (under the Gift Officer section). The page opens with:

• Active and Inactive tabs — you'll land on Active, your working roster. Your uploaded-but-not-yet-live staff are on Inactive.
• A search box — "Search staff by name, email, or ID" — which searches whichever tab you're on.
• The Add Staff Member button, top right.
• A table of everyone on the team, showing Name, Email, CRM ID, Team, Manager, Roles, and whether 2FA is enabled.

Tip: A 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.

Step 1: Check the Inactive tab first

1. Click the Inactive tab. This is everyone who exists in GC GO but doesn't have access — including staff created automatically when your school's CRM data was uploaded. The list is sorted by CRM ID.
2. Type the person's CRM ID into the search box and click Search.

Search by CRM ID, not by email. Email works when it matches, but the address on an uploaded record often comes from your CRM — and CRM records frequently carry a personal email rather than a work one. The CRM ID is the identifier that's guaranteed to be right.

• Found them? Go to Step 2 and activate.
• Nothing on the Inactive tab? Check the Active tab with the same ID — they may already have access. Still nothing? They're genuinely not in the system, so jump to Add a staff member from scratch.

Step 2: Activate an existing staff member

Once you've found them on the Inactive tab:

1. Open their record with the pencil icon. The Edit Staff Member panel slides in from the right.
2. Uncheck "This staff member is inactive." Do this first — roles can't be assigned while the box is checked ("Inactive staff members cannot have roles assigned.").
3. Check the Email Address and fix it if needed. This is the field most likely to be wrong on an uploaded record. It must be the address the person will actually sign into GiveCampus with — usually their work email, not the personal address that came over from your CRM. GC GO lowercases it automatically, so capitalization doesn't matter.
4. Assign their Roles. Active staff need at least one. (See Choosing roles below.)
5. Confirm their Team, and set Manager, Calling Mode, SAML ID, or Metrics URL as needed.

6. Click Save. A Confirm Activation window appears:

   "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."

7. Click Confirm. They move to the Active tab with a fundraising portfolio ready to go.

That's the whole flow. Because you reused their existing record, their CRM ID stays intact, any assignments already uploaded for them land in their portfolio automatically, and their history travels with them.

Heads up: Activating someone 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 on their record. Once they do, GC GO links their account and their name replaces "Not Yet Registered."

Note for returning staff: If you're bringing back someone who previously worked in GC GO and you change their email address, their email integration has to be re-authorized. Have them reconnect their inbox after they sign in.

Add a staff member from scratch

Use this path only when the person isn't on the Inactive or Active tab — a brand-new hire who isn't in your CRM file yet, or a school that hasn't uploaded data.

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. Use their work email. 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 Administrator Roles (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.)
   • SAML ID — the identifier your SAML/SSO integration provides for this user. (Only appears if your school uses SAML sign-in.)
   • Metrics URL — a custom metrics dashboard link. (Only appears if your school uses custom metrics.)
4. Click Save. The button reads Saving… while it works, then the page refreshes with the new staff member on your roster.

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.

If you see "The CRM ID has already been taken": that's GC GO telling you this person already exists. Head back to the Inactive tab, search that CRM ID, and activate the record instead.

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 student callers.
• GC Gift Officer Plan Admin — manages solicitation plans.
• GC Gift Officer Wealth User — access to wealth and capacity tools.

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.

When someone leaves: marking a staff member inactive

When a person moves on, deactivate them so they lose access but their history stays intact.

• From the roster: click the trash icon on their row. You'll be asked "Are you sure you want to deactivate this staff member?" — confirm to deactivate.
• From their record: open their panel (the pencil icon), check This staff member is inactive, and click Save.

Deactivating removes the person's roles and access and moves them to the Inactive tab. You can't deactivate your own account — that safeguard is built in.

On the Inactive tab you'll also see a Read Only Permissions column. Leaving it checked lets a former staff member still be referenced in shared work — "Can be added to Contact Reports, Trips, Emails, Meetings, Plans, and Opportunities" — even though they can no longer log in. Handy for keeping historical records clean.

If they come back later, don't rebuild them — activate their existing record using Step 2.

A few tips to manage staff like a pro

• Search before you add. Every time. The Inactive tab is where uploaded staff live, and activating beats creating a duplicate.
• Search by CRM ID. Email on an uploaded record is often the person's personal address from your CRM, so it won't always match what you'd expect.
• Fix the email at activation. Set it to the address they'll actually sign in with before you save — it's much easier than chasing a login problem later.
• Uncheck "inactive" before assigning roles. Roles are locked while the box is checked.
• 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 activation 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 — but keep Read Only Permissions on if their name still needs to appear on past contact reports and plans.
• Mind the subscription note. Activating a staff member counts toward your subscription — a quick reason to keep the roster current.

Troubleshooting

I went to add someone and got "The CRM ID has already been taken." They already exist in GC GO. Go to the Inactive tab, search that CRM ID, and activate the existing record instead of creating a new one.

I can't find the person on the Inactive tab by email. Search by CRM ID instead. Uploaded records often carry the email from your CRM, which is frequently a personal address rather than a work one. Once you find them, update the email on their record.

The roles dropdown is greyed out. The This staff member is inactive box is still checked — inactive staff can't have roles. Uncheck it, then pick their roles.

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.)

The 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 on their record. Confirm the email is correct if it never resolves.

I activated someone and they can't log in. Check the Email Address on their record. If it's a personal address from your CRM and they're signing in with their work email — or the reverse — update the field to match the address they're actually using.

I don't see the Calling Mode, SAML ID, or Metrics URL fields. Each of those appears only 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.

I got a "Confirm Activation" pop-up. That's the billing checkpoint — activating gives full access and counts toward your subscription. Click Confirm to proceed, or Cancel if you didn't mean to.

Need a hand?

If something here doesn't match what you're seeing, your GiveCampus admin can confirm your school's Gift Officer setup and your permissions — and the GiveCampus team is always happy to help you get your team up and running.

Now go build your team. 👥