Roles and Permissions
Roles
Roles are used to give users different levels of access to your site. Every user, regardless of any roles that you've assigned them is referred to as an "authenticated user". This is because they have an account and can login to the site (alternatively, visitors who cannot login are called "anonymous users" - they would be visitors to your public site). Being an authenticated user gives them the bare minimum in terms of abilities - they can login and view the calendar. In order to really interact with the site, they need to be assigned roles.
There are three categories of assignable roles:
- Named Roles - these roles are predefined with a certain set of abilities. They are based on typical combinations of abilities needed by different types of users. An example of a named role is "Site Admin" and "Member".
- Functional add-on roles - these roles provide editing access to specific areas of the site. They are designed to be added to users who already have a named role, but need more advanced access to specific areas. Each functional role adds permissions to ADD, EDIT, and DELETE content within that area, unless stated otherwise. Examples of functional add-on roles are "Event Admin", "Music Admin" and "Music Learning Admin".
- Custom roles - there are roles that you create - they are titles only, and have no associated permissions or abilities. They are used for organizing groups of people within one site. An example of a custom role would be something like "Costume Committee Member" or "Spring 2017" if you have members who are active for particular seasons.
Here's an example of how role assignment may work in your group. Let's say you have a seasonal program, so you have a regular member who will be singing for the Spring 2017 season, and they've also signed up for Summer 2017.
Your user would have the following roles: Member, Spring 2017, Summer 2017.
Member is a names role, and Spring 2017 and Summer 2017 are both custom roles used to identify that that user will be singing in those two season. This can later be used for music assignment, and event invitations. Leaving them as just "Member" limits your flexibility when you assign items, but the role "Member" is still needed in order to give them access to the site and it's content.
So what abilities does each role have?
Site Roles and their Associated Permissions / Abilities
Every user - even if they have no roles assigned, will see the following menu items:
- Main Dashboard
- My Music
- My Events
- My Tasks
- My Invoices
The content that will appear on each of these pages listed in the menu will change based on how content is assigned to each user. Content is typically assigned by role, but some items, such as invoices, can be assigned to a specific person.
Note: If you have added a Public site to your members only site, then all users will also see:
- Public site
- goto public site
Please note: items highlighted in yellow are currently under review by development.
| Role name | Menu Access | Ability notes |
|---|---|---|
| - - - - - - Named Roles - - - - - - | ||
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Site Admin |
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Note that Site Admins who are not Members do not see the "more" menu item that appears for Members. All ogt he pages that Members see in the the "more" menu item are available in the main administrative area. Site admins generally have configuration access to the whole site and can assign themselves any role they need. Typically site admins will also need "Content Manager" when working with the public site.
No access to INVOICES other than add. adding finance role to a site admin then lets them access the invoice settings
If the public site is enabled:
missing css injector when public site is enabled - some themes require them to access this. Adding "Content Manager" will add this permission.
Groupanizer licensing is currently under "advanced" but will be moving shortly. |
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Director |
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The role of director combines basic access to the site with music administration. In many cases you may want to add the role of "Member" to the director to allow them to see the "more" menu item. Alternatively, they can access the communication and management areads by being assigned "Board Member" as well as "Director". |
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Board Member |
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The role of Board Member is useful for users who need access to communication areas, as well as events. Note that it does not include access to the "More" menu item (see the Member role). |
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Music Team Member |
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The role of Music Team Member gives general access to the Music area - but not music learning (that is reserved for Music Learning Admin and Director)
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Finance |
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Users with the Finance role also see notifications about license expiry. Adding finance role to a site admin then lets them access the invoice settings
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Member |
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This is the standard role that is applied to users who are active, singing members of your group. This role provides users with general, viewing access to non-admin areas of the site.
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Associate Member |
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This role is identical to member in terms of abilites, but is offered as a way to distinguish between regular singing members, and members that should have full access to site information, but may not be a regular singing member.
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Inactive Member |
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Inactive members can view information they are invited to view (events and music) but have limited access. Note that they do not have have access to the "more" menu item, limiting their access to blogs and documents, etc. Adding users and giving them the "inactive member" role allows you to invite them to events a,d give them minor access to music if you wish, while also storing their contact information for use by members and mailing lists.
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Candidate |
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Candidates have limited access to member site information - note that they have the "more" menu item, but they do not have access to the Member list, polls, riser placements, nor the email area. Candidates can be assigned to view/learn music. It will appear in their "My Music" menu item. |
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Parent |
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This role is only available if the parent module has been enabled This role allows a parent to "masquarade" as their children through their accounts (therefore taking on their children's roles) Parents can masquarade as their children using the links in their account menu (click on their name in the top right of the screen). |
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Content Manager |
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This is a public site role. This role requires the public site to be enabled before all of these menu options are available. This role is for users that need to be able to edit the public site content - such as basic pages, features pages, theme settings, and adding to the public blog (news).
This role was available before the public site was enabled - it should not be. - missing but available for site admin: links under add content |
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Store Manager |
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This is a public site role. This role will not appear until your public site has been selected as a feature on the feature selection page, and then enabled on the public site controls page. This role is for users who need to edit the store features, add products to sell, and view financial information. This can include store reports if they are enabled. |
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Ensemble Content Manager |
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This is a public site role. This role will not appear until your public site has been selected as a feature on the feature selection page, and then enabled on the public site controls page.
Users with the ensembles content manager role can only edit ensemble pages of which they are the authors. |
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- - - - - - Functional Add-on Roles - - - - - - These roles add admin permissions to specific features. |
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Attendance Admin |
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Attendance admins can take attendance for events, and see the attendance records of all users. Attendance can be viewed and edited through the related menu items, or they can access the attendance tab for an specific event while viewing that event. |
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Automessage Admin |
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Automessage admins can create and edit automessages through the communication area. |
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Contact Admin |
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Contact admins have access to contacts, contact lists and the contacts follow up page through the communication area. |
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Document Admin |
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Documents admins do not currently have direct access to documents area. Typically this role is added to a role like "Member" which already has access to the documents area through the "more" menu item. This role also add the ability to add new books from the main menu through the "add content" menu option. |
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Event Admin |
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This role is identical to attendance admins, but they can also add events. |
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MOBlog Admin |
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This role allows users to write Member Blogs, and edit existing member blogs, regardless of the author. Some groups assign this to all users so that they can use the member blog area as a more social posting area. |
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Music Admin |
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This role allows users to add and edit music pages. |
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Music Learning Admin |
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This role allows users to view and edit the music learnign records of others. This would be the role that you assign to your "tape checkers" and section leaders. |
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Places Admin |
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This role allows users to create and edit riser placements. no way to see riser placements... fine if they're a member |
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Poll Admin |
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This role allows users to create and edit simple polls
no way to view past polls, results, unless a member |
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Program Admin |
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This role allows users to create and edit event programs. They can also create templates to use for event programs.
no place to view all templates since they can't access the "content" page |
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Task Admin |
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This role allows users to create and edit Tasks and Task lists. This is an old feature that is not enabled by default. |
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User Admin |
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Can perform administrative actions on the members page. Can edit roles of users. Can edit user profiles and information, and can add new users. Cannot add custom roles to the system. Cannot assign the role "site admin". Can also add contacts in the contacts area. |
| Mail Admin | Can edit and manage mailing lists. | |
| Webform Admin | Can add, edit, delete and view all webforms. They are able to access and download all submissions. | |