Web Office Permissions

• Site Manager - The majority of permissions are granted in this area. Determines who can publish what on your web site, who can modify the database and who can use the organisational management features e.g.Mailing.
• Site Settings - Grants administrators access to the settings area including access to the Theme park to modify the site graphics.  
• Resources - The resource booking feature has its own permission set. For details on granting these permissions see resource booking.
• Shop - Grant permissions to users to manage the shop. For details on how to grant these persmisions see shop security permissions.
  

Site Manager Permissions

Granting Site Manager Permissions across a group

• If you haven’t logged into the web site already, do so now. Click the Login link at the top of the home page and enter the login name and password as supplied. Once you have successfully logged in click the web office link.
• Select the appropriate group folder you wish to grant permissions.
• Next select the permissions tab, a list of the people with permissions in this area will become visible shortly afterwards.
• If the person you wish to grant permissions to doesn't appear in the list of people click the Add a person to this List button located below the list of people with permissions; a new window should appear displaying the current members of the group you have selected.
  
  User you are looking for not appeared? The person you are looking for isn't a member of the group you've currently selected. Select your contact database, on the left-hand side and then search all users in your database to find them quickly.
  
  Select the appropriate people from the list by clicking on their names; as you select them they will appear on the right-hand side as Selected. When you've selected all the people you wish to grant permissions to click the Select Records button on the far-right; the user browser window will close and the permissions area should refresh to display the user(s) you've added.
  
• To grant permissions to these users click on the checkbox next to the appropriate permissions from the following three areas: Site Content, Member Info and Organisation Administration. Here’s a short description of each permission:
  
  

  Site Content Permissions

  • Documents and media – the ability to create articles and adverts on your website as well as upload images, audio, video and downloadable document files.
  • Events – the ability to add new events to the calendar.
  • Forums and chatter – the ability to moderate forum content as well as create and remove forums and chatter zones.
  • Group Structure – the ability to change the name and edit the properties of the selected group and create sub-groups.

  Member Info

  • Membership Manager – the ability to add and remove members from the group.
  • Edit members’ details – the ability to edit the contact information for a user and enable/disable website access. Note: this permission is only available on your contact database or other independent groups.
  • Group notes editor – the ability to see and edit custom information for members of the group.
  • Sensitive group notes – the ability to see and edit custom information which has been marked as “sensitive”.
  • Database manager – the ability to add new custom information fields to the database.

  Church Administration

  • Rotas – the ability to create and publish rotas.
  • Mail – the ability to use the Mailing feature to communicate with members.
  • Attendance – the ability to complete attendance records and see any existing records.
  • Resource Booking – the ability to book resources from the resources centre on behalf of the group.

  Payment Groups

  Payment groups are an advanced feature for taking payments online. For more information on payments groups and their associated permissions please see Payment groups.
  
  Note: Some permissions may not be listed if you do not have relevant permissions or they do not apply to the currently selected folder e.g. About us folders only have the ‘Documents & Media’ and ‘Group Structure’ permissions.

• Once you've granted all the permissions you wish to click the Save Changes button to commit the changes.

Granting Site Manager Permissions to an individual

• If you haven’t logged into the web site already, do so now. Click the Login link at the top of the home page and enter the login name and password as supplied. Once you have successfully logged in click the web office link.
• Select the contact database folder.
• Select the appropriate user record following one of the following methods:
  
  • Select the members tab to display the current list of people in your database and then click on one of the names to display the appropriate contact details.
  • Use the Quickfind search to find the user you wish to grant permissiosn to. 

• Once the user's contact details have loaded select the Permissions tab.
• Within the Permissions tab select the permission you wish to grant, the groups will be displayed shortly afterwards where they have the appropriate permission.
• If you wish to add or remove permissions for this user select the  Edit this person's group permissions task, located at the bottom of the window.
• Select or deselect the relevant permissions. If permissions have already been granted you may see that certain permissions can't be deselected, this is because the permission has been granted at a higher level; more on this later.
• Once you've ticked the appropriate permissions you wish to grant the user, select the Save button, at the bottom of the window, to commit your changes.

How Site Manager permissions work

If a user does not have any permissions on a group folder of the site manager the folder will not be visible to them in the Web Office.

In the illustration on the right the user just has permissions within the North East area of this web site, so will see a limited view of the group tree. The other folders e.g.local groups, are only visible to allow access to the North East area, a user granted permissions at this level wouldn't be able to perform any actions in those areas.

A few simple rules enable permissions to be easily granted across the site manager area. These rules are as follows:

Assign permissions you already have - You can grant to other people a permission you already have for a particular group. Any permission you do not have will not be visible.

Permissions are inherited by sub-folders - Having a particular permission automatically gives you the same permission for all sub-folders.

The advantage of this approach is that the web site administrator need only be granted permissions at the contact database level in order to be able to edit content for any group in the site manager. Similarly the person responsible for a particular area need only be granted all permissions at that group folder to be able to administrate all of the sub-groups below.

You may have noticed that often particular permissions can't be deselected for some users. This is because these permissions have been granted at a higher level in the group structure so the permission was inherited by this group. To remove the permission you must therefore remove it at the group where it was granted. If you're not sure which group this was you can view the individuals permissions through their permissions tab to view where the permission was granted (see the granting permissions to an individual section for more details on obtaining a view of an individual user's permissions).

Site Settings permissions

• Full Administrator - Gives access to all areas of the settings area. This permission should only be granted to site administrators who may need to change site settings such as: the email address site emails are sent from, the address book policy and the site email templates.
• Theme park access - Gives access to change the graphical look and layout of your website only.