Roles Management

Overview

Roles represent positions or functions within your organization with specific responsibilities and access levels. This guide covers how to create, manage, and assign permissions to roles.

What is a Role?

A role defines a set of responsibilities and permissions for users in that position. Examples include:

• Partner Lead
• Campus Coordinator
• Event Volunteer
• Call Center Agent
• Donation Manager

Roles have:

• Name - Descriptive title
• Description - Explanation of responsibilities
• Access Level (0-100) - Hierarchical ranking
• Active Status - Whether currently in use
• Permissions - Specific actions allowed

Viewing Roles

The Roles page displays all roles in a table with:

• Role name and description
• Access level (numeric value)
• Active/inactive status
• Number of assigned permissions
• Number of users with this role
• Actions (View, Edit, Delete)

Adding a New Role

Step 1: Open Create Dialog

1. Navigate to Backend > Roles
2. Click "Create Role" button

Step 2: Enter Role Information

Role Name* (Required):

• Clear, descriptive name for the position
• Examples: "Partner Lead", "Campus Coordinator", "Event Volunteer"

Description (Optional but Recommended):

• Explain the role's responsibilities
• What this role is responsible for
• When this role should be assigned

Access Level* (Required):

• Numeric value from 0 to 100
• Higher numbers = greater authority
• Recommended ranges:
  • 0-25: Volunteers, guests, limited access
  • 26-50: Coordinators, standard staff
  • 51-75: Team leads, managers
  • 76-100: Administrators, directors

Active Status:

• Toggle ON to make role available for assignment
• Toggle OFF to deactivate (preserves existing assignments)
• Default: ON

Step 3: Save the Role

Click "Create Role" to save.

After Creating

Once created, you'll need to:

1. Assign permissions to the role (see Role-Permissions)
2. Assign users to the role (see User Access)

Editing a Role

1. Find the role in the table
2. Click Edit button
3. Update information
4. Click "Update Role"

Viewing Role Details

Click View to see:

• Complete role information
• All assigned permissions
• All users with this role
• Creation and update history

Deleting a Role

1. Click Delete button
2. Confirm deletion

Deletion Restrictions:

• Cannot delete if users are assigned
• Cannot delete if permissions are assigned
• Consider deactivating instead

Access Level Guidelines

Understanding Levels

Access levels enable hierarchical checks:

• Higher-level users can manage lower-level users
• Prevents permission escalation
• Maintains organizational structure

Recommended Structure

Executive Level (76-100):

• System Administrator (100)
• Director (85)
• Senior Manager (76)

Management Level (51-75):

• Team Lead (70)
• Department Manager (60)
• Project Manager (51)

Staff Level (26-50):

• Campus Coordinator (45)
• Event Coordinator (40)
• Partner Coordinator (35)
• Call Center Agent (26)

Volunteer Level (0-25):

• Event Volunteer (20)
• Partner Volunteer (15)
• Guest (5)

Best Practices

1. Create Functional Roles: Based on job functions, not individuals
2. Use Clear Names: Self-explanatory role titles
3. Document Responsibilities: Detailed descriptions help with assignments
4. Maintain Hierarchy: Consistent access level ranges
5. Review Regularly: Quarterly audit of active roles
6. Deactivate, Don't Delete: Preserve historical data

Common Questions

Q: How many roles should I create?

A: Start with 5-10 core roles. Add more as organizational needs grow. Most organizations have 10-20 roles.

Q: Can I change a role's access level later?

A: Yes, but it affects all users with that role. Communicate changes to your team.

Q: What happens to users when I deactivate a role?

A: They keep their existing assignments but new assignments cannot be made with that role.

Related Topics

• RBAC Overview - Understand the access control system
• Permissions Management - Define available permissions
• Role-Permissions - Assign permissions to roles
• User Access - Assign roles to users