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Member Manager Help/User Guide

Using Member Manager Roles

Note: Print a copy of this Tutorial as a way to learn how to use Roles to manage your site.


Each person that uses a Member Manager website is assigned to a Role by the administrator. The role defines which options and reports the member will be able to view and/or modify. There are two basic roles:

  • A person with the basic member role can:
    • View member data for all members
    • Send emails to individuals, Groups or Officers
    • View and schedule Calendar Events
    • Modify his/her own data but not other member's data
    • View most reports
    • View most Galleries
    • View files stored in public storage Folders

  • An Administrator can do anything, i.e. :
    • Do everything a Member can, plus
    • Add, change and delete anyone's data
    • Add, change and delete Roles and assign members to Roles
    • Add, delete and assign members to Groups and/or Offices
    • Add, create and delete Galleries and Storage Folders
    • Add, create and delete Custom Data Fields
    • Configure the site
    • Use all the features of the Member Manager website

  • A person assigned to the member role cannot:
    • Change other member's data or add new members
    • Change or create Offices or Groups
    • Change or create Roles
    • Create reports
    • Change the site configuration

The Administrator can create additional roles and/or modify the Member Role, essentially deciding which menu options, reports, galleries and storage folders each role can use. For instance, the Administrator might create a role called Officer that could see and do more than the basic Member but not change the site configuration. The members assigned to the Officer role then have access to all the abilities assigned to the Officer Role.

The person who initially creates the Member Manager website is automatically given the Administrator Role. That person then must add additional people to the site and assign them the Member role, the Administrator role or any other role the administrator has created. A person's assigned role can be changed at any time by an Administrator using Manage Members. An organization should have more than one Administrator for emergency reasons, but should think carefully about assigning the administrator role to very many people.

A non-administrator only sees the functions that are assigned to that role which is much less intimidating than what the administrator sees. If you want to see the member's simplified view, create a dummy member ( Joe Test for example) and try it out. Then when you are done, delete Joe Test. 

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Manage Roles

Initially, a Member Manager site is created with two roles:

  • the basic Member Role which is limited
  • and the Administrator Role which can do anything

which may be enough for many sites.

However, many organizations will want to spread the Member Manager site management out to different people without having to assign them all to the Administrator roll. This is the function provided by Manage Roles.

Manage Roles will look very similar if you have used Manage Groups or Manage Offices. The Administrator can create any number of Roles and assign different people to different roles. A person is assigned to one role, so be sure to include the basic member functionality to the role as well as the additional functionality you want to add.

For example, Roles could be created to provide:

  • Guest Role - Cannot change anything, can just look at member information and calendar events.
  • Membership Role - Can assist the Administrator by creating new members, managing member information and uploading member photos (besides all the regular functions a member has).

Roles are also important for controlling Reports. The Administrator may have created a report like a Password Report to help him/herself, but does not want it available to everyone. New reports are automatically NOT assigned to any role except the Administrator. If you create a new report that you want everyone to use, go to Manage Roles and make that report available each Role you want to see it. Then, any member with that role will instantly be able to use it.

You can Add, Edit and Delete any number of Roles, as with Groups and Offices.

When Adding a Role, you name the new Role and specify the Role to use as a starting point for creating the new role. You then check (or un-check) all the Functions, Reports and Folders you want that role to be able to perform.

When done specifying the Functions and Reports, you can either assign people to the role here or use Manage Members to assign them.

When a member Logs In, he/she will have available all the functions and reports specified in the Role he/she has been assigned to. Be sure to test your Roles.

Several Role Anomalies not immediately obvious:

  • Add Events allows people with that role to Add Events to the calendar and manage (Edit and Delete) their own events only.

  • Manage Events allows people with that role to manage (Edit and Delete) any event.

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