👥Users, Roles & Volunteers

The Manage Users tile lets admins add team members and assign one of seven roles: Admin, SuperAdmin, Priest, Volunteer, Devotee, Finance, or Facility. Each role determines which tiles are visible in that user's portal, fully configurable through the Tile Access tile.

Tile Access is an enterprise-grade access-control console that lets SuperAdmins and Admins configure exactly which dashboard tiles each role can see and use. The overview shows one card per role with a live coverage bar and per-category breakdown, plus a Matrix view that lays every role against all tile categories in a single grid — click any cell to enable or disable a whole category at once. Opening a role launches a Booking-POS-style editor: a category rail on the left, a searchable grid of toggleable tile cards in the center, and a summary panel on the right with a coverage ring, one-click access templates (Front Desk, Clergy, Communications, Finance, Full Access), and a "Copy access from" option to clone another role. Changes are tracked as unsaved until you Save, saved individually or all at once, and every save is written to the audit log. For example, you can give priests the Temple Calendar and Puja Services tiles while restricting Finance Dashboard or TempleHub Subscription. SuperAdmin always has full access and cannot be restricted, and pure Devotee accounts only ever see the public website tile.

Yes — when the temple is a 501(c)(3), receipts and the annual tax statement carry the required wording automatically. Admins choose how each payment type is treated under Booking Rules → Receipts & Tax, where every revenue category — Donations, Sponsorships, Advertising, Puja Services, Private Puja & Life-Cycle Ceremonies (weddings, gruhapravesham, vahana puja), Facility Rentals, Fundraiser Events (gala/benefit dinners), Canteen & Catering, Event Tickets / Raffle / Parking, Classes / Tuition, Gift Shop / Store, and Membership — is an expandable card with plain-English guidance, a concrete example, and a note showing exactly what the current choice puts on tax letters. The four treatments, in plain English: "Pure Donation" (nothing received in return), "Religious Service" (pujas and ceremonies — treated as intangible religious benefits), "Part Donation, Part Purchase" (hall rentals, gala dinners, memberships with perks — enter each item's fair value and only the amount paid above it counts as a donation; items without a value stay off letters), or "Not a Donation" (raffle tickets, parking, canteen food, gift-shop/store items, paid journal/program ads, and mandatory class/tuition fees are never deductible, so they are left off tax letters — but a voluntary school donation that is not required to enroll is recorded as a Donation and stays deductible). Devotees download their itemized annual tax statement from My Profile on the temple website; it lists each qualifying contribution with date and amount, the temple's EIN, the 501(c)(3) acknowledgment, and an authorized signatory. Amounts are shown net of any refunds. When an admin has linked a household for combined giving, the statement automatically includes the spouse's and linked companies' contributions, attributed by name, with the household named jointly on the letter. Admins can also generate the same statement for any devotee — open Manage Devotees, view the devotee's Bookings, and switch to the Tax Statement tab — handy when a devotee without a website login requests their letter at the front desk (each download is audit-logged). Each payment locks in its tax treatment at the moment it is made, so changing the Receipts & Tax settings mid-year never alters receipts or statements for past payments. The temple sets its EIN, exemption status, and signatory under Manage Contact Info, and should confirm the Receipts & Tax choices with its CPA (Publication 526 / 1771). Moving a normally non-deductible category to a deductible treatment shows a warning, and the change stays locked until the admin ticks an acknowledgment that the tax treatment is the temple's own decision and responsibility — Temple Hub does not give tax advice; the acknowledgment is recorded in System Logs with the admin's name and time. Food sold alongside a deductible item — a meal ordered with an event ticket, catering added to a hall rental — is never deductible: only the rest of that payment reaches the letter, and the line says how much food was removed, since a meal has real market value. Payments made on a campaign page are treated by the category of the service bought rather than by the campaign itself, and processing fees, sales tax, security deposits and refund entries never count as contributions.

Charged rates are set in one place — Settings — and receipt wording in another — Booking Rules → Receipts & Tax — because they are different things. In Settings you add rate rows: (1) Tax, Service Fee, Merchant Fee, Convenience Fee — percentages added to card payments at the Bookings POS for pujas and facilities, on the discounted amount with donations exempt; and (2) Canteen Sales Tax — the percentage applied to taxable dishes on canteen orders only, per item after discounts (which dishes are taxable is set per dish under Canteen → Menu). These are independent, so booking card payments read only the four fee names and can never pick up the canteen rate; turning the canteen tax on while the booking-side tax is off works fine. Booking Rules → Receipts & Tax shows all of these rates at a glance (read-only, with an "Edit in Settings" link) and, below that, controls what receipts and annual tax statements say — that policy never charges anything. Canteen → Settings also displays the current canteen rate read-only. So there is exactly one editing home for every rate (Settings) and one for receipt wording (Receipts & Tax), and every other surface only displays — no conflicting copies.

Yes. My Schedule has a "Sankalpam list" tab that shows the reading list right in the page for the chosen day, in time order, and each booking card has a "Sankalpam list" button for that one booking. People from the same family are read together once, even if the family has several bookings that day. For each family it shows the gothram, then the sponsor, spouse and every family member on the devotee's profile with their nakshatra and rashi — family members are pulled in automatically, so nothing has to be retyped. Details entered on the booking itself (the Sankalpam Details at the front desk or on the website) take priority over the profile. It is built to be read aloud from a phone: large type with an "Extra large" option, four names to a page (three at Extra large) with a large family continuing on the next page, every name numbered, and a header showing the page number, total pages and how many names there are to read. Pages turn with the Previous and Next buttons — nothing scrolls sideways. "Print" downloads the whole list as a PDF in medium-size text on US Letter paper, ready to print or keep on the phone. Anything missing from the profile shows as "Not on file" so the priest knows to ask.

It stays unassigned until a priest is chosen, and there are two ways that happens. Front-desk staff can assign a priest from the Bookings page. Or a priest can take it themselves: My Schedule has an "Open requests" tab listing every upcoming booking with no priest, and tapping "Take this booking" and confirming adds it to that priest's schedule. The priest is warned if they already have a booking at that time, and if two priests try at once, only the first succeeds. Once taken, the booking shows that priest on the Bookings page, the Temple Calendar and My Schedule, the devotee is emailed the priest's name, and the action is recorded in System Logs. If an assigned booking is later cancelled or rescheduled, the priest gets an email and a push notification, and My Schedule updates straight away.

Yes. Under Booking Rules → Deposits & Fees, switch on "Reschedule fee & limits". The fee uses the same options as the cancellation fee — a flat amount, a percentage of the pre-tax price, or whichever is greater, with time windows and per-category or per-facility overrides — so it can be priced below the cancellation fee to encourage devotees to move the date rather than cancel. Three limits are available: "Free reschedules" (how many moves a booking gets before the fee applies), "Maximum reschedules" (0 = unlimited), and a "Cut-off" in hours before the event after which a booking cannot be moved. The Reschedule dialog on the Bookings page shows the count, the limit and the fee; when a fee applies, the payment screen opens after saving so it can be collected by cash, card or check. Staff whose role is allowed to refund can waive the fee or override a limit, and both are recorded in System Logs. The reschedule fee is recorded as "Not a Donation" and never appears on a tax letter. Service prices do not change with the date, so there is no price difference to collect when a booking moves.

Yes. Under Booking Rules → Deposits & Fees, switch on "Cancellation fee" and choose a flat amount, a percentage of the price, or whichever of the two is greater (a minimum fee). A percentage is taken on the price before tax and card fees — sales tax on a cancelled booking is always refunded in full. Add time windows to raise the fee as the event approaches — for example 10% normally, 25% within 30 days, 50% within 7 days and 100% within 2 days — and give any category or individual facility its own fee. When staff cancel a paid booking from the refund screen, the fee is calculated automatically, the devotee is refunded the rest, the booking is cancelled and the slot freed. Staff allowed to refund can waive or change the fee, and that is recorded in System Logs with their reason. The cancellation fee is a charge, not a gift: it is recorded as "Not a Donation" and never appears on a tax letter. A devotee who prefers may ask to donate their refundable amount instead of taking it back; that part is recorded as a General Donation and does appear on their tax letter. Security deposits are separate and always returned in full. Whether the temple absorbs the card processing cost or deducts it from the refund is set under Settings → Add Setting → "Cancellation — Card Processing Cost". When it is deducted, it is worked out only on the part paid by card — for a booking paid partly in cash and partly by card, the cash part carries no processing cost — at the card rate in force when the devotee paid.

A refund changes only the payment, so staff decide what happens to the booking. When refunding a scheduled puja or facility booking, the refund screen offers "Cancel this booking and free the slot" — ticked by default, applying any cancellation fee. With it ticked, the booking is removed from the Temple Calendar, moves to "Past & Cancelled" in the priest's My Schedule, appears under the Cancelled tab on the Bookings page, the time slot becomes bookable again, and the devotee and assigned priest are emailed. Untick it when the event is still taking place (for example a goodwill refund). With it unticked the refund is a plain refund and the booking stays active. Cancelling a booking from the Bookings page does not refund the payment — the refund is issued separately. To move a booking instead, use Reschedule on the Bookings page: the new date and time are checked against the booking rules (no double-booked hall or priest, no blackout dates), the payment stays attached, and the devotee and priest are emailed the old and new date.

By default only the temple's SuperAdmin can issue a refund. A SuperAdmin can allow other staff roles under Booking Rules → Access & Validation → "Who can issue refunds", which has one switch per role (Admin, Finance, Cashier, Priest, Volunteer, Facility, Canteen); any role added to Manage Users in future appears there automatically, switched off. A SuperAdmin refunds directly after confirming. Every other permitted role must request a one-time approval code for each refund: the 6-digit code is emailed to all of the temple's SuperAdmin and Finance users, is valid for 10 minutes, and works only for that order and amount. Staff whose role is switched off do not see the Refund button and are refused by the server. The same setting covers refunds of facility security deposits. Manage Users shows a "Can refund" badge on each user whose role is allowed, and every change to the setting is recorded in System Logs.

System Logs is a read-only, tamper-proof audit trail — entries can never be created, edited, or deleted. It's a three-panel console: filters and live stats on the left, a day- or actor-grouped stream in the center, and a full entry-detail panel on the right. Every entry records who did what and when — user, role, action, affected record, and a precise timestamp. Actions are grouped into intuitive categories (Auth, Booking, Order, Shift, User, Content, Settings, System) plus Updates: pick a category chip — each showing a live count — to filter, then optionally narrow to a specific action within that category. You can also filter by user, exact date, or a time range (7/30/90 days, last year, all time), search across everything, and flag critical actions (deletes, cancels, failures, cash discrepancies). The stream is paginated at 50 entries per page — page numbers at the bottom load each section on demand rather than rendering thousands of rows at once. Clicking an entry reveals its full metadata plus the actor's recent activity and that record's history for investigation. For Settings entries, the Details section lists only what changed — each edited setting, by name, with its previous value crossed out next to the new one (for example, a Receipts & Tax edit shows which categories changed tax treatment, in the same plain-English wording as the Booking Rules screen). Download CSV exports exactly what the current filters show (all pages, not just the visible one), including a Changes column. The Updates category is Temple Hub's own release history: each entry says, in plain words, what changed in the software and on which day it reached your temple — so an admin can see an update sitting next to the activity around it, and tell a change in the software apart from something a person did. Update entries carry no user, so filtering by a person hides them.

The Manage Volunteers tile lets admins add volunteers, track their applications, and assign them to events or services. Volunteers log in with OTP and see only the tiles relevant to their role, keeping the interface focused and simple. Admins can also download a volunteer service acknowledgment letter from any volunteer's row — it is required when a volunteer claims $250 or more of out-of-pocket expenses (supplies, mileage). The letter describes the volunteer's service areas and states no goods or services were provided; it never lists hours or amounts (those are the volunteer's own records, and the value of time itself is never deductible).

Temple Member Profiles (also shown as Temple Member Pr...) covers roster management, committees, and land donor records. It is the central directory for your temple's core membership — separate from general devotees who book pujas online.

The Manage Devotees tile gives admins a full view of devotee profiles, contact numbers, and subscription status. Admins can search, update, and manage any devotee record, including their booking history and newsletter subscriptions.

The Manage Devotees tile includes a built-in analytics dashboard about your community (not finances). At the top, stat cards show Active Today and Active This Week (distinct devotees who recently signed in), Total Individuals, Company Profiles, New This Month, Created Today, Newsletter Subscribers, and Households. Expanding the dashboard reveals: Directory Composition (individuals vs companies, active/inactive, households), a 12-month Registrations Trend showing congregation growth, Communications Reach (newsletter opt-in rate and how many devotees are reachable by email/phone), Geographic Spread (top states and cities), Language and Preferred Priest distribution, Profile Completeness (a data-health gauge), Family Footprint (total people represented and average family size), and Birthdays This Month. The analytics are read-only and update automatically.

No — Temple Hub does not track real-time presence. The dashboard shows "Active Today" and "Active This Week" instead: counts of distinct devotees who signed in during those windows, based on the login history. That is an activity measure rather than a live "online right now" number. For revenue and payment figures, use the separate Finance Dashboard tile — the Manage Devotees analytics intentionally cover community insights only, with no cost data.

Yes. From the Manage Devotees list, click "Bookings" on any devotee to open their booking history with a per-devotee analytics summary. It shows lifetime giving, total bookings and average booking value, donations vs services, tax-exempt total (useful for year-end receipts), how long they have been a devotee, and their most recent booking. You also get a giving-by-year chart, a spend-by-category breakdown, their top services, preferred priest, largest contribution, and counts of upcoming and cancelled bookings. For households marked as cumulative, spouse and linked-company contributions roll up into a combined total. Everything is calculated from that devotee's own bookings.