Roles and members

Every group has exactly one Owner, any number of Admins, and everyone else is a Member. You can see each person’s role on the Members tab.

Who can do what

	Owner	Admin	Member
Add expenses, and edit or delete the ones you added or paid	yes	yes	yes
Edit or delete anyone’s expense	yes	yes	no
Add your times, RSVP and comment on plans	yes	yes	yes
Plan something and nudge people	yes	yes	yes
Lock in or call off a plan	yes	yes	only plans they organized
Make member invite links	yes	yes	if the group allows it
Make admin invite links	yes	no	no
Change roles and remove people	yes	regular members only	no
Change group settings, archive the group	yes	yes	no
Transfer ownership, delete the group	yes	no	no

In the app’s own words: the owner “runs the place”, admins “can edit settings, manage members, and fix anyone’s expenses”, and members “add expenses, vote on plans, and settle up”.

Change someone’s role

1. On the Members tab, tap the three-dot button next to the person.
2. Tap Make admin or Make regular member, then Confirm.

Owners can change anyone except themselves. Admins can only change regular members, which includes promoting a member to admin.

Remove someone

1. On the Members tab, tap the three-dot button next to the person.
2. Tap Remove from group, then Remove.

Owners can remove anyone. Admins can remove regular members. Nobody can remove the owner.

Leave a group

Tap Leave group at the bottom of the Members tab (it is also under The exit in Group settings), then confirm.

The open balance rule

You cannot leave a group, or remove someone from it, while that person still owes money or is owed money there. Potluck says You still have an open balance here. Settle up first. or still has an open balance. Settle up first.

This keeps the books honest. If someone could walk away mid-tab, the rest of the group would be left holding a debt nobody can collect. Settle up until the balance is zero, then leave.

Good to know

Leaving does not erase what you did. Expenses you added or were part of stay in the group, so everyone else’s totals still add up.

Transfer ownership

The owner cannot leave until someone else owns the group. Potluck says Hand ownership to someone else before you go.

1. On the Members tab, tap the three-dot button next to the new owner.
2. Tap Make owner, then confirm.

They become the owner and you become an admin. From there you can leave like anyone else.

If you are the only person left in a group you own, you can leave without handing it over. The group is deleted when you go.