Manage admin roles

An administrator role allows a user to access the administrator portal of your system.

Safeguard your system and data by matching users to the appropriate administrator role.

To view the different user roles and their permissions, go to Site, Configurations, Roles. From here, you can see all default and custom roles in your system.

Your system comes with up to six default roles:

Site roles

  • System Administrator:

    • Has full access to everything in the system (i.e., is not bound by scopes)

    • Often an assistant director, scholarship coordinator, or someone who can make decisions for your entire organization

  • IT Administrator:

    • Only has access to features needed to complete IT-related tasks (Site, Settings, Import & Export Tools and Site, Configurations)

Opportunity roles

  • Opportunity Administrator:

    • Often scholarship administrators, financial aid administrators, or departmental contacts

    • Has limited access to the system (controlled by roles and scopes)

    • Can be customized by a system administrator

Note: System administrators can create additional Opportunity roles.

Stewardship roles

  • Stewardship System Administrator:

    • Often a development director or someone with your foundation office

    • Has full access to Stewardship Management (i.e., is not bound by scopes)

    • Has limited access to Award Management

    • Can create and edit other stewardship administrators

  • Act - Stewardship Administrator:

    • Often major gift officers or others working in the development office

    • Can do most tasks within Stewardship Management on scoped items

    • Has no access to Award Management

  • View - Stewardship Administrator:

    • Often major gift officers or others working in the development office

    • Can see scoped items within Stewardship Management

    • Has no access to Award Management

Depending on your subscription, you can create different numbers of custom administrator roles. You can see the number created and total allowed by looking at Opportunity roles, then the Actions column.

To create a new role:

  1. Go to Site, Configurations, Roles.

  2. Select New Role.

  3. Enter a Name.

  4. Decide whether the system should Show Restricted Answers to this admin.

  5. For each area of the system, decide on appropriate permissions.

  6. Select Create Custom Role.

Note: To edit a role, go to Site, Configurations, Roles and select Edit. Make any changes and select Update Role.

To add an administrator role to an account:

  1. Go to Site, Users, All Users.

  2. On a user account, select View.

  3. Select roles for the following (if desired):

    • Administrative Role

    • Donor Role

  4. If you have added an Administrative or Donor role, add relevant Scopes. Without scopes, these users will not be able to access anything in your system. For more on scopes, see Scopes.

  5. For a system administrator account, add Communication Scopes to make sure they receive system emails related to specific funds and opportunities.

  6. Select Update User.

Note: For Single Sign-On systems, make sure you add a Customer UID to any accounts with administrative roles. To access these accounts, users must sign in with their organization username and password.