Permissions let you decide per colleague what they can see and do in the admin portal. You first give someone a role (such as administrator or teacher) and then, for an administrator, tick in fine detail which areas they may manage — members, finances, announcements, planning and more. This way a treasurer gets access only to finances and a communications officer only to announcements, without giving anyone full access.
This page is for lead administrators. To manage administrators and grant permissions you need the Manage administrators permission (
manage_admins).
Where to find it
Sidebar → Organization management → Users. Click New user at the top right to add someone, or the pencil in a row to edit an existing user.
Roles and permissions — how they work together
Two layers decide what a colleague sees:
- The role determines the type of account: Member, Teacher, Administrator and — for super admins only — Umbrella administrator and Super administrator. The Teacher role only appears when the education module is on.
- The permissions fine-tune exactly what an administrator may do. The permissions block with tickable areas only appears for the Administrator role. Members and teachers have no such block — their access is fixed by their role.
Together, role and permissions decide which menu items appear in the sidebar. If an administrator has no Finances permission, for example, they won't see the payment pages in the sidebar. A super administrator always has every permission — there is nothing to tick.
Step by step: inviting an administrator
- Go to Users and click New user.
- Enter a username and set Role to Administrator.
- Fill in the name and optionally an email and phone number.
- In the Permissions block, tick per category which areas this administrator may manage. Everything is off by default — grant only what is needed, on purpose.
- Leave Generate password automatically on (the colleague changes it at first sign-in) or set a password of at least 8 characters yourself.
- Click Create user. With an automatic password the portal shows it once — note it or share it securely.
Changing the permissions of an existing administrator? Open the user via the pencil, scroll to the Permissions block, tick areas on or off and click Save permissions. That is a separate button, independent of the other profile changes.
Permissions explained
Permissions are grouped into categories. Below, each permission is described in plain language with the area it unlocks. The technical key is shown in brackets.
| Permission | What the colleague can do |
|---|---|
Manage administrators (manage_admins) | Add other administrators and manage their permissions. Give this only to trusted lead administrators. |
Manage users (manage_users) | The Users and Member management pages: add, edit and manage members and accounts. |
Manage deletions (manage_deletions) | Approve and schedule account deletion requests (GDPR) and view the deletion history under Deletions. |
Manage students (manage_students) | The student dossier and lesson observations (education module). |
Manage teachers (manage_teachers) | Teachers and linking teachers to groups. |
Manage groups (manage_groups) | Classes/groups and educational materials. |
Manage announcements (manage_announcements) | Announcements, newsletters and complaints. |
Manage planning (manage_planning) | Tasks, events, holidays/closures, meeting minutes and public events. |
Manage finances (manage_billing) | Payments, payment requests and teacher finances. |
View reports (view_reports) | View registrations and data overviews/reports. |
View logs (view_logs) | The activity log showing who did what in the organization. |
Manage settings (manage_settings) | Organization settings and widget screens. |
Manage organization (manage_organization) | The organization parts (departments/structure). |
Manage public website (manage_public_site) | The public organization page (template, sections and widgets) under Website — separate from general settings. |
Member check-in (manage_check_in) | Check-in via QR (digital member pass) and reissuing a member QR. |
An umbrella administrator uses separate umbrella permissions (view organizations, manage child organizations, invite administrators, broadcast federally). Those only appear for the Umbrella administrator role — and only a super administrator can set them.
Tips
- Grant as few permissions as possible: exactly what someone needs for their task. You can always expand later.
- In the edit screen, use Select all / deselect all to quickly start from everything-on or everything-off.
- Don't forget to click Save permissions — that button is separate from Save changes at the top.
- One administrator with Manage administrators is enough to maintain the rest; don't give this permission to everyone.
Frequently asked questions
Why don't I see the permissions block? It only appears for the Administrator role (and Umbrella administrator for super admins). Members and teachers have no tickable permissions.
Can I expand my own permissions? No. On your own account you can only reduce permissions, not expand them — this prevents you from accidentally or deliberately granting yourself more power.
What does a super administrator do? They always have every permission and aren't tied to a single organization. Only a super administrator can assign the Super administrator and Umbrella administrator roles.
Does a new administrator get an email invitation? You create the account directly with a username and password. Share those credentials securely with the colleague; with an automatic password it is shown once.
Troubleshooting
- A colleague can't see a certain page. Usually the matching permission is missing. Open the user, tick the right permission (for example Manage finances for the payment pages) and save. If the page still doesn't appear, the matching module is off for your organization — a permission won't reveal a disabled module.
- I can't tick a permission (the box is greyed out). You can only pass on permissions you have yourself. If you don't have Manage finances, you can't grant it to someone else. Ask a lead administrator or super administrator who has that permission to grant it.
- I can't change the role or organization. Only a super administrator can change roles and the organization. You can never change your own role.
- The change doesn't seem saved. Permissions have their own button: click Save permissions below the permissions block, not just Save changes.
Related
- Users — accounts, roles, import and QR invitations.
- Your profile and two-factor authentication — secure your own admin account.
- Activity log — review who made which change.