🦸♀️Rights & responsibilities as admin
👥 Admin Responsibilities Policy
Applies to: All collectives fiscally hosted by All For Climate Effective Date: June 2025 Owner: All For Climate ASBL Implementer: All For Climate Back Office supports person or team Reviewed: Annually or as needed - updated July 2026 Reference Documents:
🎯 Purpose
📌 Who is an admin?
An admin is any person listed with administrative rights on a collective’s Open Collective page. Admins:
Represent the collective in financial and in communication matters in relation to A4C.
Have the authority to manage expenses, budgets, and project funds.
Are expected to uphold A4C’s values and legal framework.
✅ Admin responsibilities
Admins of A4C-hosted collectives are expected to:
Maintain at least two active admins on the collective’s Open Collective page to ensure continuity and shared responsibility. We recommend to have more to share responsibility, have an equal gender balance and to change from time to time.
Admins who leave the collective or no longer wish to fulfill the role should remove themselves from the platform. If needed, they should be replaced by another active admin. Where there is a change in the admin team, the Cooperation Agreement should be updated if necessary, ensuring that the two active admins are the individuals covered by the signed agreement.
Admins monitor whether the contact details of fellow admins remain valid and that all listed admins remain reachable. An admin whose email address is no longer functional or who cannot be contacted is considered an inactive admin and should be removed or replaced.
A4C will conduct an annual review of admin contact details to help keep collective admin information accurate and up to date. If an admin's email address is no longer active or the admin cannot be reached, the collective will be asked to update the contact details, remove the inactive admin, or appoint a new active admin if needed to maintain the minimum requirement of two active admins. A4C will contact the affected collectives by email, allowing 30 days to respond and update their admin details. If there is still no response after a reminder and an additional 30-day period, A4C may remove the inactive admin's access to maintain accurate and secure platform records.
Each individual admin must use their own personal admin account. One person should only be connected to one admin account to ensure transparency, traceability, and accountability. Shared accounts or multiple accounts for the same person are not permitted.
Sign the Cooperation Agreement with A4C. Any newly added admin must notify A4C and sign the agreement upon joining the admin team. There will also be another onboarding call to inform the admin about the platform, legal aspects etc.
Inform A4C of key changes, including:
Any change in the admin team.
If the collective becomes inactive or intends to close.
Any major initiative (such as grant applications).
Review and approve expenses, ensuring they:
Comply with A4C’s spending requirements.
Include proper documentation (receipts, invoices, etc.).
Are aligned with the collective’s purpose and mission.
Not approve their own expenses. Expenses must be reviewed by another admin to ensure financial transparency and avoid conflicts of interest.
Create projects on the collective page when receiving large grants or funding for specific initiatives, in order to manage budgets transparently.
Attend to deadlines and reporting requirements, especially for grants, donations with conditions, or time-limited activities.
💬 Communication & participation
Admins are encouraged to:
Contact A4C at any time at [email protected] for support, questions, or concerns.
Attend A4C’s biannual community assemblies, where updates, decisions, and collective input are shared.
Share suggestions and feedback to help improve A4C’s services and policies.
Sign up for A4C’s newsletter to keep informed about the latest features of Open Collective and updates from A4C
⚠ Accountability & values
As outlined in A4C’s values policy and legal agreement, admins are expected to:
Act with transparency, respect, and integrity.
Comply with applicable laws and use funds only for their collective’s mission.
Cooperate with A4C in the event of a complaint, audit, or investigation.
📝 Summary
Minimum active admins
At least 2 active admins required
Admin access management
Admins must keep the admin list accurate and remove inactive or unreachable admins
Admin accounts
One person = one admin account; shared accounts are not allowed
Notify A4C of changes
Yes (admin changes, inactivity, major updates)
Sign the Agreement
Yes (each admin must sign)
Expense review
Admins cannot approve their own expenses
Expense compliance
Must follow A4C spending guidelines
Project separation
Required for major funding or grants
Communication
Open line via [email protected]
Community involvement
Encouraged to join biannual assemblies, newsletter and offer suggestions
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