Permissions and Roles

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You can allow certain people access to certain parts of the application. This is accomplished using Roles. Roles are groupings of permissions - allowances to do or view certain actions within the application. For instance, it is possible to only let someone view members' data, not edit it, yet still enter attendance. Roles allow more people to be involved in the managing of the church's information BUT only within the areas assigned to them. 


Roles are created and then individuals are assigned to those Roles. When an individual who is assigned a Role logs into the database, they will have the permissions that make up their assigned Role.  


By default, your system is only set up with the default Admin role, which is a system role granting full access to those specified. You can then create additional security roles for different teams or individuals. Contributions Entry, for instance, could be a role that grants privileged users access to enter new contributions and view existing contributions, but not see other private information such as notes or interactions.

Note: Calendar Permissions are handled in a separate area. See Calendar Permissions.


Adding (or Editing) a Role

Under the Settings Gear found at the top right of the header, click Permissions in the dropdown menu. Next click the Roles Tab. (See below).



Scroll to the bottom of the page to the Add Role heading, type a role name, then click Save




Pro-Tip: We recommend adding "function-based" roles based on your ministry needs. This way, it's easy to quickly understand each role and apply them to the appropriate individuals. For example: Data-Entry - Attendance, Data-Entry - Contributions, Check-In, Mass Contact, Workflows, etc.

Once your role has been added, click the Pencil Icon to the right of the name to edit Permission Categories.



On the screen that appears, you'll see all the Permission Categories available. Many are self-explanatory. (If you need help, see our Permission Category Descriptions). Select those applicable to your role. 



At the bottom of the Role Permissions Screen, you'll need to choose the Groups to which these role permissions can be applied. Is it 'All Groups' or just certain groups? If certain groups, simply start typing a group name and select the appropriate groups as they appear. 

Group settings

Click Save, and you're done!


Assign Individuals to a Role

There are two simple ways to assign a role to a person. If you're already on the Permissions screen, simply find a role, click the Plus + icon next to the role, then type out the person's name to find & add them.




Alternatively, navigate to an Individual's profile, click the Account tab and check off the role from the list provided. 




Again, people can have multiple security roles, as some may be restricted to certain groups, or you might break them up by "feature" for easy assignment.






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