Unit Operations

Unit Leaders and Assistant Unit Leaders are the frontline stewards of church workforce units. This guide details how to onboard volunteers, manage rosters, and oversee team attendance.

Unit Leader Responsibilities

1. Roster Oversight: Ensure all active volunteers in the department are registered under the unit.
2. Attendance Verification: Monitor service attendance registers and verify check-ins.
3. Excuse Review: Review personal absence notices submitted by team members.
4. Member Support: Assist volunteers with account verification and check-in assistance.

Worker Onboarding Workflows

Flockbase provides two mechanisms for adding volunteers to a unit:

1. Sending Email Invitations

Unit Leaders can send personalized invitations directly from the dashboard:

1. Navigate to Unit Invite Link (/unit/invite).
2. Scroll to the Send invite by email form.
3. Enter the worker's full name (optional) and email address (required).
4. Click Send invite email.

Backend Endpoint:

POST /units/:unitId/invites/send-email
Authorization: Bearer <unit_leader_jwt>
Content-Type: application/json

{
  "email": "volunteer@example.com",
  "name": "Sister Sarah"
}

The recipient receives an official email branded with Flockbase styling containing an Accept Invitation button linking directly to the registration page.

2. Shareable Unit Link & Token Regeneration

Each unit possesses a unique invite token that allows direct member registration.

• Current Invite Details: GET /units/:id/invite
• Invite Link Format: https://flockbase.live/join/:token

Link Regeneration

If an invite link has been shared outside authorized channels:

1. Click Regenerate Link on the Unit Invite screen.
2. Confirm the prompt.
3. The previous token is permanently deactivated and a new cryptographic token is generated.

POST /units/:unitId/invite/regenerate
Authorization: Bearer <unit_leader_jwt>

Public Token Resolution

When a worker navigates to https://flockbase.live/join/:token:

1. The frontend queries GET /units/public/invite/:token.
2. This is an unauthenticated public endpoint designed for safe resolution.
3. It returns only safe metadata ({ valid: true, unit: { name: "Choir" } }).
4. It never returns internal database IDs, and always responds with status 200 (even for invalid tokens), preventing attackers from inferring valid tokens through HTTP status codes.

Managing Your Unit Roster

Unit Leaders have full administrative control over members within their department:

• View Members: Inspect the list of all active volunteers, their joined dates, phone numbers, and attendance statistics.
• Deactivate Worker: If a volunteer moves away or leaves the unit, the leader can soft-deactivate their profile:

  PATCH /workers/:workerId/deactivate
  Authorization: Bearer <unit_leader_jwt>

  (Note: Unit Leaders cannot deactivate other leaders or administrators).