Church Cashbook User Manual

Treasurers can create read-only viewer accounts for their own church without needing superadmin involvement.

What is a viewer account?

A viewer can log in and see transactions, reports, and financial summaries for the church, but cannot add, edit, void, or delete anything. This is appropriate for a church warden, PCC secretary, or any other person who needs visibility of the accounts without write access.

Who can create viewer accounts?

Only the church Treasurer can create and revoke viewer accounts for their own church. Viewers cannot create accounts for other users. Superadmins can also create accounts via the main Admin panel.

Creating a viewer account

Go to Dashboard → Manage viewers.
Complete the form: username (required), display name (optional), email address (required).
Click Create account.
A first-login link is displayed. Copy and share this link with the new viewer — by email, by post, or in person.

Important: The first-login link is shown once only and is valid for 7 days. The account has no usable password until the viewer clicks the link and sets one. If the link expires before they use it, contact your administrator to generate a new one.

The first-login process (for the viewer)

Click the link provided by the Treasurer.
Set a password of your choice.
Log in at the normal Church Cashbook login page using your username and new password.

Viewing current accounts

The Manage viewers page lists all viewer accounts you have created, showing their status:

Awaiting first login — the link has been sent but not yet used. Shows the expiry date of the link.
Link expired — the link was not used within 7 days. Contact your administrator to issue a new one.
Active — the viewer has set a password and can log in. Shows the date of last login.
Revoked — access has been removed.

Revoking a viewer account

Click Revoke next to any active account. The viewer will no longer be able to log in. You can only revoke accounts you created — accounts set up by a superadmin are not shown here.

Note: Revoking removes access immediately. The viewer's account still exists in the system but has no active role for your church.

What viewers can and cannot do

✓ View transactions, reports, monthly summary, year-end pack, cash reserves statement, budget chart
✗ Add, edit, or void transactions
✗ Edit budgets, categories, or church settings
✗ Access Gift Aid data
✗ Create further accounts
✗ Access any other church's data