Customized Permissions for your Roles
You can assign customized administrative permissions to each role, which can provide access to separate admin sections of your site. Any users assigned to that role will inherit the administrative permissions defined in that role.
It's a powerful, flexible and simple system for defining fine-grained permissions on a role-by-role basis.
Covered in this Article:
- Locating Role Permissions
- Role Setup: Administrative Permissions Options
- "Some Administrative Permissions" - Access Levels & Categories
- Read vs Manage Permissions by Category (i.e. Registration, Merchandise, Swim Meets...)
- Permissions Required For Specific Tasks (i.e. Meet Administrator...)
- Role Assignments
USA Swimming Teams
Locating Role Permissions
Role Administrative Permissions are managed from within each Role found under the Roles tab in the Manage Team console.
Role Setup: Administrative Permissions Options
➧ No administrative permissions
Snack Shack Coordinator, Stroke Judges, and other meet-day jobs are examples of roles that may not need permissions to access the admin console, but you want them in the system for communication and assignment purposes.
➧ All administrative permissions
A crown icon indicates the role/user has all admin permissions to access every page and feature on the team website and admin console.
» Tip: We highly suggest limiting the number of administrators assigned to Roles with "All administrative permissions." This will give you more control over who has the ability to make changes that could affect your parents/athletes and financial information. In most cases, other admins may only need to access areas such as People, Registration, Meets/Events, or Reporting. You can grant partial privileges based on a role as noted below.
➧ Some administrative permissions
A key icon indicates the role/user has some permissions.
With "Some administrative permissions" selected, a role can then be granted Read or Manage permissions for categories such as Registrations, Financials, Meet Entries or Website.
For example, a board role such as Treasurer might need to have access to People, Registrations, Organizational Settings and Financials to access the payment processor setup and payment details, but does not need to update the website details.
» Tip: Hovering over the role tag when on the People screen will show a summary of categories in which the role/user has read or manage permissions.
"Some Administrative Permissions" - Access Levels & Categories
➧ Access Levels
No Access (None) |
The category of information will not be visible to the user. In some cases, an insufficient privileges error will be displayed if they attempt to do something they don't have permission to do (i.e., Compose Email from a report they can get to when they don't have "Manage:Communications") |
Read Access |
A user will be able to find and view data and run reports in that category but will be unable to make any changes. When appropriate, a read only access reminder is shown to the user.
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Manage Access |
The user can add data, make edits and delete data. |
➧ Categories
Hovering over the information icon (?) for each area will provide guidance on what data is accessible.
» Note: Some permissions will only display to Premium customers such as Calendar Events, Jobs, Blog Posts, Sponsorships and Merchandise Orders (pertains to Online Store orders, not orders during registration)
Read vs Manage Permissions by Category
Below is a visual representation of what you should expect to see and do based on having Read or Manage access permissions to specific areas.
Here are links to jump to a specific category section:
- COMMUNICATIONS
- PEOPLE
- ROLES
- SCHEDULE
- EVENT HEAT UPDATES
- WEBSITE
- REGISTRATION FORMS
- MERCHANDISE CATALOG/ORDERS
- ORGANIZATION SETTINGS
READ |
MANAGE |
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COMMUNICATIONS |
Read > Communications: Users will only be able to see previously sent communication, but unless they have had the ability to send communications in the past to now be able to view them, only having read access would not be helpful.
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Manage > Communications: Users can read, write, and send communications (emails and alerts). » Note: Users cannot compose an email within a report they have access to based on other areas they can manage without having this also. The button displays, but an "insufficient privileges..." error is generated when they try to use it. |
PEOPLE |
Read > People: Users will be able to view profiles from the People tab, but will not be able to edit any information. Users will also have access to view the information in the reports listed above.
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Manage > People: Users can now edit any of the available contact information. However, this user does not have the ability to make any other user a Site Admin. Only other Site Admin will see the Make Admin button at the top to make this assignment. |
ROLES |
Read > Roles: Users can view the list of roles and click on them to view the details, but cannot create new roles, delete or edit existing roles, or assign people to roles. |
Manage > Roles: Users can create new roles, delete and edit existing roles, but cannot assign people to roles unless they also have the Manage > People permission.
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SCHEDULE
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Read > Schedule: Users can only view the meets and calendar events listed on the Schedule, and data in the Seasons tab, but cannot create/edit/delete anything. » Note: Users can Open/Close RSVP signup on existing calendar events, but cannot create/delete them without Manage > Calendar Events |
Manage > Schedule: Users can only view the meets and calendar events listed on the Schedule, but can create/edit/delete Seasons. » Note: Users can Open/Close RSVP signup on existing calendar events, but cannot create/delete them without Manage > Calendar Events |
SCHEDULE➧ SWIM MEETS(Schedule > Read is auto-selected on any of the Schedule sub-categories.) |
Read > Swim Meets: Users can see the tabs related to meets except for the Job Templates tab or Jobs tab in a meet (without Read/Manage > Jobs), but can only read the meet data already provided. Users can access Meet Maestro for any meet that has been merged if they need to run reports. The timing fields are read only. » Note: Users can Open/Close RSVP signup on existing calendar events, but cannot create/delete them without Manage > Calendar Events Users will also have access to view the information in the reports listed above. |
Manage > Swim Meets: Users can create/edit meets, and see the tabs related to meets except for the Job Templates tab or Jobs tab in a meet (without Read/Manage > Jobs). » Note: Users can Open/Close RSVP signup on existing calendar events, but cannot create/delete them without Manage > Calendar Events Users will also have access to the same reports as with Read access, since reports are just views of data that can be filtered, printed and downloaded.
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SCHEDULE➧ CALENDAR EVENTS |
Read > Calendar Events: Users can view calendar events listed on the schedule (and view meet and the Seasons data), but cannot add/edit/delete. Users can Open/Close RSVP signup on existing calendar events with only Read access, but cannot create new events. |
Manage > Calendar Events: Users can create/edit/delete calendar events (but not meets). Users can also create/edit/delete Seasons if they have Manage > Schedule. |
SCHEDULE➧ JOBS |
Read > Jobs: Users can view Job Templates. Users can view Jobs within a calendar event. » Note: Users can Open/Close RSVP signup on existing calendar events, but cannot create/delete them without Manage > Calendar Events Users can view the jobs within a meet. Users can download meets specific reports. Users can download and print Volunteering Reports. |
Manage > Jobs: Users can create/edit/delete Job Templates. Users can create/edit/delete, assign people to jobs, and open job signup in a calendar event (RSVP). » Note: Users can Open/Close RSVP signup on existing calendar events, but cannot create/delete them without Manage > Calendar Events Users can create/edit/delete jobs within a meet and assign people to jobs. » Note: In order to open job signup for a meet, the user must also have Manage > Swim Meets. Users can download meets specific reports. Users can download and print Volunteering Reports. |
EVENT HEAT UPDATES
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Read > Event Heat Updates: Users cannot access the admin area of the mobile app (they won't see the key icon) to manage the event/heat updates. » Note: The purpose of this permission is to manage Live Event/Heat Bar on the Meet Overview screen during a meet on the SwimTopia mobile app (if the host team is not using a timing system that automates this task). |
Manage > Event Heat Updates: Users are able to access the admin area (key icon) of the SwimTopia mobile app to manage the event/heat updates for the Live Event/Heat Bar on the Meet Overview screen as seen below: |
WEBSITE |
Read > Website: Users can view all of the sections under the Website category (Pages, Templates, Online Store, Site Settings), but cannot edit any information. » Note: The "Posts" and "Sponsorship" sections will not display without those specific permissions. Users can also view the information under these sections within Settings, but cannot make changes.
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Manage > Website: Users can create/edit/delete information from all of the sections under the Website category (Pages, Templates, Online Store, Site Settings). » Note: The "Posts" and "Sponsorship" sections will not display without those specific permissions. Users can also edit the information under these sections within Settings Users can also edit the web pages using the available snippets. |
WEBSITE➧ BLOG POSTS (NEWS POSTS) |
Read > Blog Posts: Users can now see the "Posts" tab under the Website category, but can only view the posts (a.k.a., News Posts). » Note: Read > Website is auto-selected when a Blog Post option is selected, so all other tabs display as well, but the information is only viewable unless changed to Manage level. Users can also view the information under these sections within Settings, but cannot make changes unless Website is changed to Manage level. |
Manage > Blog Posts: Users can create/edit/delete "Posts" (a.k.a., News Posts) from the admin console or from the website view: » Note: Read > Website is auto-selected when a Blog Post option is selected, so all other tabs display as well, but the information is only viewable unless changed to Manage level. Users can also view the information under these sections within Settings, but cannot make changes unless Website is changed to Manage level. |
WEBSITE➧ SPONSORSHIPS |
Read > Sponsorships: Users can now see the "Sponsors" tab under the Website category and all of the sub-tabs below that, but can only view the information. » Note: Read > Website is auto-selected when a Sponsorships option is selected, so all other tabs display as well, but the information is only viewable unless changed to Manage level. Users can also view the information under these sections within Settings, but cannot make changes unless Website is changed to Manage level. |
Manage > Sponsorships: Users create/edit/delete data from any of the sub-tabs within the "Sponsors" tab. » Note: Read > Website is auto-selected when a Sponsorships option is selected, so all other tabs display as well, but the information is only viewable unless changed to Manage level. Users can also view the information under these sections within Settings, but cannot make changes unless Website is changed to Manage level. |
REGISTRATION FORMS |
Read > Registration Forms: Users can view forms, preview, and remove forms (if no registrants have occurred). Users can also copy the Private link, but since they cannot open the forms, sending this link would not be suggested until the form can be opened. If the user clicks into the form, they will see a message that it is read only, and there is no access to registration reports without having Manage > Registrations. |
Manage > Registration Forms: Users can create new forms, copy forms, preview, Open/Close, share the private link, and remove forms (if there are no registrants). There is no access to registration reports without having Manage > Registrations. |
REGISTRATIONS» Note: The Registrations category alone does not provide access to anything. This option works in conjunction WITH the Registration Forms option, so you need to select an option from both. |
Read > Registration Forms and Registrations: Selecting Read from both allows you to see all of the form data as described above, but also allows you to access the list of submissions and view (but not edit) data within each registration. You cannot change the status of any submissions (Approve, Reject, Revert to Pending). Users can also view the registration reports by form (first screenshot) or all forms combined from the Reports tab (above). |
Manage > Registration Forms and Registrations: Users can perform all tasks on the forms. Users can also fully View/Edit registration data, and manage the status of registrants, and download reports within each form. Users can also view data from all forms combined from the Reports tab (above).
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MERCHANDISE CATALOG/ORDERS |
Read > Merchandise Catalog and Orders: These two areas go hand-in-hand, so select from both. In this case, users can only view the catalog of items and orders. Users can also view/download/print the applicable reports from the Online Store and registration (depending on where merchandise is sold). |
Manage > Merchandise Catalog and Orders: These two areas go hand-in-hand, so select from both. In this case, users add/edit items in the catalog and manage orders. Users can also view/download/print the applicable reports from the Online Store and registration (depending on where merchandise is sold). |
ORGANIZATION SETTINGS |
Read > Organization Settings: This provides users access to the Settings link at the top of the admin console, but all data is read only. |
Manage > Organization Settings: Users can now edit data within each link. » Note: Both Manage > People AND Manage > Swim Meets are also required to import a roster or time history from Settings |
ORGANIZATION SETTINGS➧ FINANCIALS |
Read > Organization Settings and Financials: Users can view financial reports, but cannot perform refunds. » Note: the last two reports are not available in the product yet...stay tuned. Users can also access the Stripe Account screen under Settings, but only to view the information. |
Manage > Organization Settings and Financials: The main difference between Read and Manage here, is the ability to issue refunds from the Payments reports. In addition, the user can make changes on the team's Stripe Account. (we suggest limiting this access) |
» Tip: You could create a test Parent account with another email to see for yourself what access you have with specific permissions set. Testing your own scenarios can help you determine the best combination of permissions for your specific roles.
Permissions Required For Specific Tasks
➧ Season Management |
Manage > Schedule OR Manage > Swim Meets allow for Season configurations.
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➧ Roles Management |
Manage > Roles AND Read or Manage > People is needed for anyone that is going to be assigning people to roles. (If they are assigning people to roles, they need to be able to manage people Manage > People)
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➧ Schedule Management (Swim Meets & Calendar Event Setup)
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Under Schedule, you can separate who has access to manage Swim Meets AND non-meet Calendar Events (or RSVP events) PREMIUM |
➧ Meet Management / Meet Administrator(Meet Maestro Access) |
Under Schedule, Manage > Swim Meets is required to run a swim meet in Meet Maestro. (Read > Swim Meets allows access to Meet Maestro to get to the Reports, but cannot edit the time data.)
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➧ Registration Management |
You need to at least assign Read > Registration Forms if you are granting Manage>Registrations as they are interconnected for the user to get to the registration forms.
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➧ Website Management (Look & Feel - Website Pages) |
May depend on what you want them to have access to. Manage > Website would allow them to add/edit pages to the website and design the pages using available "snippets" (text area boxes, attachments, images, social media, merchandise, etc.).
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➧ Site-wide Settings & File Imports |
Organization Settings controls access to the "Settings" link found at the top of the screen ➞ See our SwimTopia Site-wide Settings article for details. Both Manage > People AND Manage > Swim Meets are required to import a roster or time history from Settings, but you must also have Read or Manage > Organization Settings to even see the Settings link.
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➧ Online Payment Processor / Financials Management |
Financials determines who can access and manage the payment processor account/configuration screens (under Settings), payment records (including the Payment History report), capture conditional fees, and initiate refunds, so make sure to limit this to only those volunteers who should have access to this sensitive information like your Treasurer/Registrar. By default, the Organization Settings will be set to Read when Financials is Read or Manage. This will provide access to the Settings menu where they can manage the payment processor settings (if they can Manage Financials), but only Read access to all other pages under Settings. To manage registrations and refunds, they also need Read or Manage > Registration Forms and Manage > Registrations.
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Role Assignments
Click on the Roles tab in the Manage Team admin console.
The roles you have created will be listed by name so that you can edit or remove them. A number count will appear next to each role with how many people are assigned / how many slots were given.
Click Assign Roles... on the top of the page above your roles list.
➞ See Assigning Volunteers to Roles for more details.
USA Swimming Teams
Any team administrator granted full "Site Admin" permission on their profile, or assigned to a Role with "All Administrative permissions" can access any of the information detailed below.
As noted above, we highly suggest limiting site-wide access for the safety of your team data. Therefore, if you want to assign someone to a Role with specific permissions to access the USA Swimming membership information, the following permissions are required:
➧ People
Team Administrators assigned to a role with permission to Read or Manage People will see a visual designation of each athlete’s USA Swimming account status on the People page and within their profiles.
➧ USA Swimming Account Management
Team administrators assigned to a Role with Read Organization Settings AND Manage People permission, can monitor USA Swimming & SwimTopia member accounts that need confirmation of account matching when a potential match is seen in SwimTopia. See ➞ the USA Swimming Account Management Help Center article for more details.
➧ Communication
Team administrators assigned to a role with permission to Manage Communications, can click on the “Notify User” link to notify parents of any athletes without a USA Swimming Member ID or accounts not in good standing. This link will automatically generate a pre-populated communication template to be sent to the parents of the athlete, or directly to the non-athlete (i.e. parent).
➧ USA Swimming Member Status Report
Team administrators assigned to a role with permission to Read or Manage People data on the SwimTopia site can generate a full report to view the USA Swimming account status of all members (athletes and non-athletes) or filter the report as needed. See ➞ the USA Swimming Member Status Report Help Center article for more details.
➧ Meet Entries Matrix
Team Administrators assigned to a role with permission to Read or Manage Swim Meets will see a visual designation of each athlete’s USA Swimming account status on the Entries tab within each meet.
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Comments
1 comment
It would be helpful to expand the 'info' buttons for each of the tasks to have a full description of 3 permission levels.
For trying to decide the initial permissions, it would be handy to have a basic template for a coach, meet director, similar to your example 'board member'. Incidentally, I wondered why a board member would need "manage" on People, or Registrations; if a specific board member required that, I'd say grant 'Admin'.
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