User Permissions and Roles

In this article, we will explain permissions and roles that exist within the site. 

**Contacts can have an unlimited number of roles assigned to them as appropriate.

There are three types of roles. 

1. Organization Level 

These roles are relevant to your entire site (excluding fundraisers, which has a separate administrator setup.)

The following roles can be assigned to contacts within your database.  See Manage Contacts for assigning roles.

• Contact - This is the default role assigned when you add a "regular" person to your site.
• Student - Student is similar to a contact, but allows you to create a contact without email or phone number associated with the contact.  
• Officer - This is only for PTA organizations that are part of a State PTA partnered with givebacks (formerly MemberHub).  This allows you to easily identify officers within your contact database.  (Note: In filter options, Officer is a generic role that includes all officer types.  When you view an individual Contact's roles, they will be listed with the exact officer title). 
  

There are also a few roles that are automatically created by the system and cannot be added to contacts by administrators.

• Donors that make donations or purchases in a Fundraiser (via your memberhub.gives site) will be added to your database with the role of Donor.
• Shoppers who purchase items in your Givebacks Store will be added to your database with the role of Customer.
• Members - Anyone who purchases a membership through your store or is added as a member manually in the Membership module will be given the role of Member.

For your officers or volunteers who need access to manage your site on Givebacks, there are several levels of roles that are classified as Admin Roles. These are now managed under Settings > Admin Roles.

• Org admin - This role gives a user access to read, write, edit, create, and delete anywhere in your site. This includes the Store.

• Orders View: Access to Store Management > Orders page to view incoming orders. Orders View will not allow the added person to refund orders or mark them fulfilled. Orders View also grants permission to see the payouts page.

  Orders Edit: Access to Store Management > Orders page to edit any incoming orders - this includes permissions to refund, mark fulfilled and add notes.

  Communications View: Access to Communications > Newsletters and Simple Messages only to view all sent previous messages. This permission will not allow anyone to send communications to any contacts they do not already have access to send to via hubs.

  Communications Edit: Access to Communications > Newsletters and Simple Messages to create, edit and send new messages. Can send messages to all contacts on the site.

  Compliance View: Access to the Compliance section on the menu, to view all submissions and documents

  Compliance Edit: Access to the Compliance section on the menu to submit and archive submissions and documents.

  Fundraisers View: Access to the Fundraisers section of the menu, with the ability to view all pages. Does not allow you to edit a fundraiser, unless the user already has access to app.memberhub.gives with the same email address.

  Fundraisers Edit: Access to the Fundraisers section of the menu, with the ability to edit and create new campaigns and change product fundraiser items.

  Store Products View: Access to Store Management > Products page and Memberships > Manage Member Types to view only. Also able to view categories and bundles.

  Store Products Edit: Access to Store Management > Products page and Memberships > Manage Member Types to edit existing items, categories and bundles, adjust visibility, and create new items.

2. Hub Level

Hub roles are much more simple.

• Hub admin - This role gives a user access to manage a Hub's settings, contacts, send messages to those contacts, create folders and share files within that hub's folder via Files & Photos, and invite members of their hub to events.
• Contact - This is the default role assigned when you add a "regular" person to a hub.  See Hub settings to get a full description of what Hub Contacts can do.
• Student - Student is similar to a contact, but allows you to create a contact without email or phone number associated with the contact.  If a student does not have an email address, they will not be able to log in to Givebacks and, therefore, will have no privileges.  If they have an email, their privileges will be the same as a Contact.
• Teacher - This role has the same role as a Contact, but allows a way to define different roles.
• Room Parent - This role has the same role as a Contact, but allows a way to define different roles.

3. Family Level

For some organizations, it is helpful to have family groupings to better display in a directory.  The roles in a family can be:

• Parent/Guardian
• Child
• Other