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Frequently Asked Questions

Common Questions About PulseRoster

General

Can I use PulseRoster without Discord?

Yes! Discord integration is optional. You can use email/password authentication and manage members without Discord.

How many communities can I create?

You can create one Free community per account. Paid plans allow unlimited communities. Each community is a separate organization with its own members, departments, and settings.

Is there a mobile app?

PulseRoster is a responsive web application that works on all devices. No app installation required - just use your mobile browser.

What browsers are supported?

  • Google Chrome (recommended)
  • Mozilla Firefox
  • Microsoft Edge
  • Safari

What's new in v2.0?

PulseRoster v2.0 (released May 2026) added a full Application system, a guided onboarding wizard, community discovery and custom themes, a community-wide analytics dashboard, activity warnings, and a redesigned dark-first interface. All existing data and URLs carried over from v1 — nothing for you to migrate.

Members

How do I transfer a member between departments?

Two options: (1) submit a Department Transfer request for a tracked, multi-stage review workflow, or (2) remove their current assignment and create a new one in the target department. The transfer workflow preserves history and notifies both source and destination department command staff via Discord.

Can members be in multiple departments?

Yes! Members can have one primary and multiple secondary department assignments. This is useful for members who serve in multiple roles.

How do I handle someone leaving the community?

Set their status to "Terminated" or "Inactive". This preserves their history while removing active access. You can also delete them entirely if needed.

How do I add members in bulk?

Use the bulk import feature at Settings > Import. Prepare a CSV file with member data and upload it to create multiple members at once.

Why don't terminated/inactive members show on my public roster?

The public roster only shows members with status ACTIVE by default. Members in INACTIVE, ON_LOA, TERMINATED, or SUSPENDED status are filtered out so visitors see a clean snapshot of who is currently serving.

Activity

Do LOA members count toward activity requirements?

No. Members on approved LOA are automatically exempt from activity requirements during their leave period.

How do I fix incorrect activity logs?

Staff can edit or delete activity logs from the Activity page. All changes are recorded in the audit log.

Can I export activity data?

Yes. Go to Activity, apply filters, and click Export to download data in CSV or PDF format.

What is the Activity Warnings page?

The Activity Warnings page (/c/[slug]/activity-warnings) surfaces members who fall below their rank's activity requirements, so command staff can reach out before things escalate to discipline. Configure thresholds at Settings > Activity.

Why did my activity type values change from PATROL to Patrol?

V2 stores activity types as customizable per-community names (rather than a fixed enum). Existing values were automatically translated from PATROL → Patrol, TRAINING → Training, etc. Add or rename activity types in Settings > Configuration > Activity Types.

Applications & Recruitment

What is the Application System?

Applications are public recruitment forms that prospects fill out without needing an account first. Staff review submissions on a kanban board, vote, leave comments, and accepted applicants claim membership via a one-time token. Optionally, each new submission can auto-create a Discord ticket for team discussion.

See the Application System guide for setup.

Can I gate applications to specific departments?

Yes — each application can be scoped to a community, a department, or a subdivision. Applicants are routed accordingly.

How does the Discord ticket integration work?

When enabled in your application settings, every new submission creates a Discord thread in a configured channel. Reviewer actions (vote, comment, status change) flow back to the thread so your team can discuss in Discord while still using the web UI to act.

Discovery & Themes

What is the Discovery Directory?

/dashboard/discover is a public gallery where logged-in users browse communities by tag. Owners opt in at Settings > Discovery and choose what action prospects can take: VIEW_ROSTER (browse only), APPLY (route to an application form), or REQUEST_TO_JOIN (submit a join request for owner approval).

How do custom community themes work?

Owners pick a brand color preset at Settings > Branding (six presets: PulseTech Blue, Royal Purple, Crimson, Forest, Slate, Sunset). Members see the workspace in that theme by default. Individual members can override via their Account Settings to use PulseRoster Dark or PulseRoster Light for accessibility.

Permissions

Why can't a staff member see certain settings?

Check their staff role permissions. They need specific permissions for each section. Go to Settings > Staff Roles to review and update their permissions.

How do Command Staff permissions work?

Ranks marked as "Command Staff" have department-level management permissions (approve LOAs, issue discipline, etc.) for their department only. This is different from community-wide staff permissions.

What's the difference between Staff Roles and Community Roles?

  • Staff Roles: Grant permissions (what you can do). 35 granular permissions across 7 categories.
  • Community Roles: Titles/badges (what you're called). Can be grouped under custom section headers on the Leadership roster.

Discord

Roles aren't syncing. What's wrong?

  1. Verify the bot is in your server
  2. Check the bot has "Manage Roles" permission
  3. Ensure the bot's role is higher than roles it's managing
  4. Try a manual sync from Settings > Discord

Can I map multiple ranks to one Discord role?

Yes! Multiple PulseRoster entities can map to the same Discord role. The role will be added when a member has any of the mapped entities.

How do I find my Discord Server ID?

  1. Enable Developer Mode in Discord (Settings > Advanced)
  2. Right-click your server name
  3. Click "Copy Server ID"

Departments

Can I have multiple departments?

Yes! Create as many departments as needed for your organization structure.

What are subdivisions?

Subdivisions are specialized units within departments (e.g., SWAT, K9, Traffic). Members can belong to multiple subdivisions.

Can I require certifications for subdivisions?

Yes. Edit the subdivision and select required certifications. Members must have those certifications to be assigned.

What is "slot-based" vs "member-based" roster mode?

Each department picks one of three roster modes:

  • MEMBER_BASED — Just show filled positions. Add members freely; no pre-defined slots.
  • SLOT_BASED — Pre-define every position (badge number, rank slot). Vacancies are visible on the roster and public roster.
  • HYBRID — Slots for command/leadership ranks, member-based for lower ranks.

Configure at Department Settings > Roster Structure.

Leave of Absence

How do I extend an LOA?

Edit the active LOA and change the end date. The system will automatically adjust.

What happens when an LOA ends?

The LOA automatically completes on the end date. The member's status returns to "Active" and activity tracking resumes.

Can members cancel their own LOA?

Yes, members can cancel pending or approved LOAs. Active LOAs can be ended early by staff.

Billing

What happens if my subscription lapses?

Your data is preserved. Some features may be limited until you renew.

How do I upgrade my plan?

Go to Settings > Billing to upgrade your subscription tier.

Can I get a refund?

Contact [email protected] for billing questions.

Technical

Is my data secure?

Yes. PulseRoster uses industry-standard security practices including encrypted connections (HTTPS), secure authentication, and regular backups.

Can I export all my data?

Contact support for a full data export if needed.

Do you have an API?

API access is available on higher-tier plans. Contact support for details.

My old v2-roster.mypulsetech.com bookmarks — do they still work?

Yes — v2-roster.mypulsetech.com permanently redirects to roster.mypulsetech.com (the canonical host). Existing bookmarks resolve to the right path.

Getting Help

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Last Updated: May 2026