User Roles
What you'll learn: The difference between an Admin and a regular User in Ava, and which features each role can access.
Ava has two roles. Everyone on your team is a User by default. Admins are Users who have been granted extra privileges by another admin.
Role Comparison
| Feature | User | Admin |
|---|---|---|
| Set your own birthdate | ✅ | ✅ |
| Set your own joining date | ✅ | ✅ |
| View upcoming celebrations | ✅ | ✅ |
| Configure birthday notifications | — | ✅ |
| Configure anniversary notifications | — | ✅ |
| Import team data via spreadsheet | — | ✅ |
| Send date collection requests | — | ✅ |
| View celebration analytics | — | ✅ |
| Grant/revoke admin access | — | ✅ |
User Role
A User is any team member who has access to Ava. No special setup is required — if Ava is installed in your team, you're already a user.
What Users can do
Set Your Dates
Submit your own birthdate and joining date. Ava uses these to know when to celebrate you. You can update them anytime.
View Upcoming Celebrations
See a list of upcoming birthdays and work anniversaries across your team. Great for planning a personal message ahead of time!
How to view upcoming celebrations →
Note: Privacy
Your dates are only used for celebration purposes. Ava will only display the day and month of your birthday to other team members — never the year.
Admin Role
An Admin has all the same access as a regular user, plus the ability to manage Ava's configuration and team data.
What Admins can do (in addition to User features)
Settings
Configure how and when Ava sends birthday and work anniversary notifications — including channel, timing, timezone, and weekend handling.
Configure birthday notifications →
Configure anniversary notifications →
Import Data
Upload a spreadsheet with birthdates and joining dates for multiple team members at once. Useful for initial setup or bulk updates.
Collect Dates
Send a request to team members asking them to submit their own dates. Ava tracks who has and hasn't responded.
Celebration Analytics
View reports on upcoming milestones, response rates, and celebration history.
Configure Admins
Grant or revoke admin access for other team members.
How Admins Are Assigned
The first person to set up Ava in Teams is automatically made an admin. They can then grant admin access to others.
Warning: Admin access is powerful
Admins can import and overwrite team members' dates, send collection requests on behalf of the team, and change notification settings. Only grant admin access to people who should have these responsibilities (e.g. HR managers, team leads).
Next Steps
- Users: Set your dates →
- Admins: Complete the setup →