VolunteerMatters Support

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Different Administrative Access Roles

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Within your VolunteerMatters system each contact record can have an associated site user record. 

A site user record is system access for a volunteer.  When a contact registers via the registration form an associated Site User Record is created in addition to the contact record.  The site user record is the username and password and any additional user roles the user has.   By default every site user record has the "Volunteer" role.  

The available administrative roles within VolunteerMatters are:

  • Contact
  • Credential
  • Security
  • Configuration
  • Project
  • Organizer*
  • Account

A contact's site user record can be assigned any number of roles.  Anytime a role above the built in Volunteer role is added to a site user record, it will count as an Administrative License. 

*The Organizer role is only usable with subscription levels of Professional and higher.  It is not functional in the Growing subscription. 

 

Here are the abilities available to each administrative role:

 

Contact - A Contact Administrator can access, edit, add, remove any contact record and contact record details in the system.  They have full access to contact list (depending if contact segmentation is in use) and can create/edit/remove contact list views as needed. They can create email or text notifications for contact administration and/or volunteer registrations. They can also access the Portal Insights page. This page (which is also available to the Account Administrator and Project Administrator), is intended to provide a quick snapshot with some month to month metrics to easily view volunteering trends. It is a 12 month rolling display.

 

Credential - A Credential Administrator can manage credential administration on any contact record and will have access to the Credential Dashboard.   They can not create credentials however, or edit a credential's configuration setting.  That can only be done when the contact has the Configuration Administrator role (see below).  They can create email or text notifications for credential administration and/or volunteer registrations. The Credential administrator (when used without the Contact Administrator role), has a limited view-only access to the contacts list.  The contact fields available to the Credential Administrator can be set by an administrator with access to the configuration area. using the "Organizer Contact View". So the field view as narrow or detailed as desired for those without the Contact Administrator role. 

 

Security - A Security Administrator can manage the administrative roles on any contact record with a Site User Record.   They can not create contacts however, or edit a contact's fields.  That can only be done when the contact has the Contact role (see above).  The Security Administrator (when used without the Contact Administrator role), has a limited view-only access to the contacts list.  The contact fields available to the Security Administrator can be set by an administrator with access to the configuration area. using the "Organizer Contact View". So the field view as narrow or detailed as desired for those without the Contact Administrator role. 

 

Configuration - A Configuration Administrator can manage any functionality/page in the "Configuration" area.  This includes system wide elements such as the organization name, contact fields in the system, customization of the different views in the system, project tags, etc..  The Configuration Administrator (when used without the Contact Administrator role), has a limited view-only access to the contacts list.  The contact fields available to the Configuration Administrator can be set by an administrator with access to the configuration area. using the "Organizer Contact View". So the field view as narrow or detailed as desired for those without the Contact Administrator role. 

 

Project - A Project Administrator can access, edit, add, copy, or remove any project in the system. They can also run any cross project reports in the system as well as assign organizers to specific projects so they can then manage those individual projects.  The Project Administrator (when used without the Contact Administrator role), has a limited view-only access to the contacts list.  The contact fields available to the Project Administrator can be set by an administrator with access to the configuration area. using the "Organizer Contact View". So the field view as narrow or detailed as desired for those without the Contact Administrator role. They can also access the Portal Insights page. This page (which is also available to the Contact Administrator and Account Administrator), is intended to provide a quick snapshot with some month to month metrics to easily view volunteering trends. It is a 12 month rolling display.

 

Organizer - A Organizer Administrator can manage any volunteer projects they are assigned to (edit project information, manage schedules, attendance, run project reports, etc.) They can also run any cross project reports in the system against the projects they are assigned to. They also have the ability to create instant project signup notifications on projects they are assigned to. The Organizer Administrator (when used without the Contact Administrator role), has a limited view-only access to the contacts list.  The contact fields available to the Organizer Administrator can be set by an administrator with access to the configuration area. using the "Organizer Contact View". So the field view as narrow or detailed as desired for those without the Contact Administrator role.  The Organizer Administrator role is only usable with subscription levels of Professional and higher.  It is not functional in the Growing subscription. 

 

Account - An Account Administrator is a specialty role that can currently view the "Account" page, where they may view their account status and plan information.  Future releases will allow for the Account Administrator to monitor licensing, manage payments, and upgrade the service as their needs grow. They can also access the Portal Insights page. This page (which is also available to the Contact Administrator and Project Administrator), is intended to provide a quick snapshot with some month to month metrics to easily view volunteering trends. It is a 12 month rolling display.

 

Reminder: Any administrative role listed above counts as an admin in your subscription license. 

 

For instructions on how to grant administrative access, click here.

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