How tools and services fill your roles
A tool fills a role the same way a person does. You assign it.
Tool → assigned to a tool role → role sits in a team → tool appears on the team page
Add a tool and give it roles
Add a tool
Search the tool library and pick the tool. It is added straight away, with the roles it usually fills already linked: Slack fills Team Communication, for example.
Not in the library? Type its name and add it anyway, then fill in the details in the pane that opens.
A suite like Google Workspace adds its core roles in one go: Calendar, Cloud Storage, Document Collaboration, Email and Spreadsheets. Add more later with Assign role.
Any member of the workspace can add tools.
Link a tool to another role
- From the tools table: click + in the Fills roles column and choose the role.
- From the role: open it in Teams & Roles , click Assign tool and pick the tool. Then click Save .
The tool now shows on the role, on the team page, and in the Roles section of the tool's own record.
Run your tools from one table
Suppliers → Tools shows every tool you use, with its Tool owner, Who has access, Cost per month, Status and the roles it fills. The line above the table adds up how many tools you use and what they cost each month. Click Columns to show more, such as Plan or Last review.
- Tool owner. Every tool gets its own Tool owner role: the person who looks after it. Pick them in the Tool owner column. The warning without an owner filters the tools that still need one.
- Status. Under How we use it , say whether a tool is Required , Recommended , If needed , Team only , a Trial or Discouraged , so new colleagues know what to install.
- Who has access. Open a tool to see who has a login, as User or Admin , and add or remove people. To see one person's tools, pick them in the access filter above the table. That's a quick checklist when someone joins or leaves.
- Cost. Under Cost , link the tool to its supplier in Moneybird to see what you actually pay. Pick your plan in the price list to compare it with the list price. When a tool offers a nonprofit discount that your invoices don't show, Moral Fabric tells you how to claim it.
Tick several rows to Set owner, Give access or Mark reviewed in one go.
Potential roles on a supplier
Every supplier record lists the roles that vendor is known to fill. We maintain this across the whole platform, which is why it is marked Managed by Moral Fabric.
- In your org. Already adopted here. Click the pill to jump to the role.
- Adoptable patterns. Click one to adopt it to a team without leaving the supplier.
If the role you want isn't listed, open the tool and use Assign role.
On the team page
Each team page collects the tools linked to any role in that team, and keeps itself current as roles change hands.
Example. The "Software Apps, Tools & AI" role sits in the Operations team and is assigned Slack, Asana and 1Password. All three appear on the Operations team page. Move the role to another team and the tools move with it.
Outside people with access to your tools
Your accountant, web agency or a freelancer often has a login to your tools. Record them through a service role, for example an Accountant role filled by your accounting firm.
The role says why they have access and who looks after the relationship. When the work ends and the role is unassigned, that is the moment to remove their logins. A name kept only in a spreadsheet goes stale, because nobody remembers why it is there.
FAQ
Can I link a tool straight to a team? It goes through a role, and that role has to be a tool or service role for the picker to offer tools.
My role's picker only shows people. It isn't a tool or service role. Add the tool from Suppliers → Tools instead: it brings its own roles.
Does mentioning a tool in a description link it? No. Descriptions are plain text.
A tool shows on a role we stopped using. Remove it from that role's assignees, the same way you would unassign a person.
Related
- Tools and services: what goes where
- Adding a supplier, and what its record holds
- What are roles, accountabilities and purpose?