How do I add or remove administrators?¶
Administrators are the people who manage your site. On Users > Administrators you choose who they are and what each one can do: a full administrator can do everything, and anyone else gets only the areas (or single permissions) you switch on for them.
Who can use this page¶
- Administrators with the See the administrator list permission can open the page and see who has access.
- Only full administrators can add, change or remove administrators. Everyone else sees the page read-only (the switches are greyed out and the Add an administrator box is hidden).
How to open the page¶
- Click Users on the admin rail.
- Under Administration, click Administrators.
The page lists everyone with access in two groups: Full administrators and Limited access. Each card shows the person's name (and year, if they have one), a summary of what they can do (for example "Users, Events (3 of 5)") and a Full administrator or Limited label. Your own card is marked You. Click a card to open it; click the name to open their record.
At the bottom of the page you can see who receives data update emails and default notifications (including help emails) for your site.
How to add an administrator¶
The person must have a record on your database first. If they don't, add them with Users > Add users (see How do I add new user record(s) onto my online community?).
- In Add an administrator, start typing the person's name and choose their record.
- Click one of:
- Add as full administrator - confirm the message. They can now do everything on the site, including choosing other administrators.
- Add with limited access - their card opens under Limited access with "No access yet". Switch on the areas they need (see below). Nothing is saved until you switch something on.
- Make sure they can log in: open their record and use Invite to send them their login details (see How do I send a login invitation to a record?).
The change applies the next time that administrator loads a page.
How to give limited access¶
Permissions are grouped into areas that match the admin rail: Users, Communications, Finance, Events, Fundraising, Website and General.
- Give a whole area: open the person's card and switch the area on. They get every permission in that area, including any added to that area in future.
- Give only part of an area: click Choose detail next to the area and tick just the permissions they need. The area then shows a count such as "2 of 6". Click Hide detail to fold the list away.
- View-only dashboards: each area includes a dashboard permission, for example Events dashboard (view only) or Finance dashboard (view only). Tick only this to let someone see an area's dashboard without using its tools.
- Take one permission away: to give someone an area except for one permission, switch the area on, then open Take one permission away, choose the permission and click Take away. It is listed under Exceptions and limits as "Not allowed: ...".
Anything that doesn't fit the switches, such as access limited to one event or one page, is shown under Exceptions and limits. Click the x on a chip to remove it.
How to make someone a full administrator, or change them back¶
- Open their card and switch on Full administrator, then confirm.
- To turn a full administrator into a limited one, switch Full administrator off and then switch on the areas they should keep.
How to remove an administrator¶
- Open their card.
- Click Remove administrator and confirm.
They keep their record and their own login, but lose all administrator access. To delete the record itself, see How do I delete a user record?.
Things to know¶
- You can't remove your own full administrator access, and the last full administrator can't be removed, so a site is never left without one.
- An administrator only sees the rail areas and links their permissions allow.
- People given access to a single event (from the event's Allocate admin access to box) or a single page appear under Limited access with that limit shown under Exceptions and limits. Remove the chip to take the access away.
- For extra sign-in security for administrators, see How does 2-factor authentication for administrators work?.
FAQ¶
Someone says a menu link is missing. Open their card and check the area for that link is switched on (or the right permission is ticked under Choose detail). They need to reload the page after a change.
Can I limit an administrator to one event category or year group? These limits are set up by Potentiality. Raise a support ticket with the person's name and what they should have access to.
Does making someone an administrator change what other users see about them? No. It only changes what they can do when signed in.