This section explains how to create Access Role categories. Learn how to assign a certain Access Role to a specific staff member here. For a glossary of Access Role terminology, please refer to our Access Role Glossary
What is an Access Role?
When you assign an Access Role to a staff member, you are designating which information and capabilities they will have access to in your system. But before you can start to assign Access Roles, you must first create Access Roles and define their associated capabilities.
At times you may need to create a specific Access Role type. For example, you may need a screen for a new volunteer in your agency who will be doing data entry only. You can create an Access Role titled ‘Limited Access’ or ‘Volunteer Access’ that provides access to only the data fields and screens they need to carry out their data entry. You can then keep that Access Role for future volunteers.
Understanding the Main Access Role Screen
The Access Roles screen features two columns: Role Name and Staff. The Role Name column lists all of the Access Role types by their title. The Staff column indicates how many users have been assigned that particular Access Role.
From the Access Roles screen, you can both edit an existing Access Role or create a new Access Role by selecting the links indicated below.
Aggregate Analysis Access Role
NOTE: An ‘Aggregate Analysis’ Access Role is available. When enabled, this access role enables authorized Non-System Administrators to have the same Data Analysis tool capabilities as a System Administrator without having to change their Access Role to ‘System Administrator’. More specifically, these users well be able to work with aggregated data from ALL agencies, as opposed to just within-agency data.