Guide: Delegating responsibility to other group leaders using Permissions Javier Vegas March 07, 2016 17:57 Follow BigTent has developed a flexible permissions feature to allow for easy management of your group, for sharing of responsibilities within your group, and for preparation for leadership turnover. Only group leaders can give administrative permissions to other members. It’s a good idea to have a trusted backup administrator for coverage in your absence (vacations, illness, etc.), to prepare for transition of roles, and to help spread the group’s leadership workload. How you wish to manage the workload and permissions is totally up to you. You can appoint as few or as many leaders you want, and specify how long they have their permissions. To convert a group member into a leader: Go to [group name] > Utilities > Manage > Manage Membership > Permissions. Locate the feature for which you want to assign a leader. Global permissions are at the top under "Manage." Click "Add a member" under the appropriate area. Enter the member's email and specify a term for the permissions. Click "Submit." What Permissions are in Place by Default? By default, all group administrators have posting, moderation and admin permissions for all components (e.g., group enrollment or accounting functions, event / calendar-related functions, group news postings, and file uploading, as well as forum and group news moderation functions). By default, members joining the group can post to the forums, and view just about everything else. You can assign additional permissions for members to post an event, group news, files, etc. When assigning posting permissions to group members for events and news, be aware that they will be able to notify all other group members via email about events or news entries they themselves have posted. Who can assign permissions? What can be assigned? And to whom? Group administrators have permission to perform all administrative functions, including assigning other members to be group administrators and administrators of subgroups. A group or subgroup administrator can assign permissions to individual members to perform roles associated with enrollment, managing membership data, and accounting functions. At the feature level, a group administrator can assign permissions to members to perform event / calendar-related functions, group news postings, and file uploading, as well as forum and group news moderation functions. Refer to the detailed table below to see exactly what a member endowed with each permission can do. Using the Drop-Down to View Permissions by Feature To give someone permissions to a specific feature: • Click the "Roles in:" drop-down menu on the permissions page • Select your feature (e.g., calendar) • Click "Filter" • Click the “Add a member” link located under the role you want to give the member, (e.g., post, moderate, etc.) Please note: If you are granting permissions within a subgroup, the member must already be enrolled in the subgroup to be granted permission. Granting Permissions to All Members for Files and Events You can grant permissions to all of your members at once to post events and files. If you grant all group members permission to post to the calendar or the files, they can post new entries, but they can only edit the files or events they have created, not other members’ events or files. • Select “events” or “files” from the drop-down menu. • Click “Filter.” • Underneath “Post” click the “change” link. • Select “all group members” (e.g., post, moderate, etc.) PERMISSIONS REFERENCE TABLE Component Role What they can do Entire Group Post (default) Members can view: Forums Group news Member list (if enabled) Photos (if enabled) List of events Event details Polls (if enabled) List of files (if enabled for group) Reviews (if enabled for group) Classifieds (if enabled for group) Members can post/edit: Own profile information Automatic posting permissions given to all members (except read only membership types) for the following features: Forums Classifieds (if enabled) Group news comments Sharing photos (if enabled) Joining subgroups (based on subgroup enrollment type) Respond to a poll (if enabled) Rsvp to an event Reviews (if reviews enabled) Posting permissions must be granted for: Files Group news Calendar / events Moderate (all) Same permissions as post, plus: All forum moderator permissions, All news moderator permissions All calendar moderator permissions All classifieds moderator permissions All file moderator permissions Invite Members Manage invitations: Create / send invitations Approve invitation requests Set default messages for invitations + renewals Customize manual invitations + renewals Send / cancel invitations + renewals Send reminders Track enrollment progress Enable auto-renewals and auto-invites Approve memberships Process payments (limited – full control see Accounting Admin) Manage membership types & forms: Create new membership types including: Fee structure: rolling, fixed term, pro-rated, flat fee, free Duration Privilege: member or read only Edit membership types Add new membership forms and select required + non-required fields Manage Members Add custom membership form fields Generate member data reports View / edit / copy / delete data reports Export reports to spreadsheet files Save report files Change members end dates, renewal type and membership types Remove members from group hold / reinstate membership Configure member list display settings Manage Accounting View outstanding payments Process payments View total group earnings View payment histories Search payment history by member / date paid / method of payment NOTE- To view event payment details Manage Events permission is also required Manage (all) Same permissions as Moderate, Invite, Manage Members & Accounting plus: All group “manage” functions Create / edit group's about page Enable group's public page & choose a skin / theme for it Change group privacy settings (until you have locked them) Enable member list / file / classifieds/reviews/photos & polls Designate member permissions Enable member posting to files, news, calendar Create / manage forums and subgroups Manage Multiple Subgroups For designated subgroups, same permissions as admin, except: Unless Manage Multiple Subgroups has enrolled for full membership in one or more of the subgroups, the Manage Multiple Subgroups only has access to subgroup manage areas (they don’t have access to subgroup content). Forums Post View all forum topics Bookmark (any) topic Post regular topic Post anonymous topic (if allowed in that forum) Comment on a post Comment privately on a post Flag a post Moderate Same permissions as forum post, plus: View moderation queues (flagged + pending) Hold / reject / release pending messages Review flagged messages Flush (delete) flagged messages Delete (any) messages and/or comments Disable further comments Manage Same permissions as moderate plus: Can edit forum settings News Default View list of news items on news page View group news item(s) detail Bookmark (any) entry Display news item in “Print View” Post Same permissions as group news default, plus: Create news entry Feature news on buzz page Publish news on public page Edit / delete own entry Email own entry to all members Moderate Same permissions as group news post, plus: Edit / delete (any) entry Email (any) entry to all members Manage Same permissions as moderate, plus: Can edit news settings. Manage (all) Same permissions as manage Events Default View list of events on events page View personal and group events in personal calendar Add personal events to personal calendar View event details RSVP to RSVP events View default guest list (unless it has been suppressed by event creator or moderator) Post Same permissions as calendar default, plus: Create single day / multi-day / recurring events Create RSVP event Edit / delete own events Send notifications for own events: ú Email to RSVP yes/maybe’s ú Post to forums ú Post to group news (with pending status if member doesn’t have group news permissions) View summary RSVP list to own events Feature own events on events page Publish own events to public page Coordinator-permission is assigned on the event itself Same permissions as Post, except: Permissions are granted for an individual event by assigning permission from within the event Cannot create new events, only post permissions for single event Moderate Same permissions as calendar post, plus: Delete (any) event Edit (any) event View summary RSVP list to (any) event Send notifications for (any) events: ú Email to RSVP yes/maybe’s ú Post to forums ú Post to group news (with or without email to all members) Manage Same permissions as moderate, plus: Can edit calendar and events settings Manage (all) or Subgroup Manage (all) Same permissions as moderate, plus: Create calendar categories Classifieds Post If classifieds are enabled: View all classified listings and comments Bookmark (any) listing Make an offer or comment to (any) listing Create a listing Add picture to listing Change status of own listing: active, pending, closed Append to own listing View offers to own listing Flag (any) listing Moderate Same permissions as classifieds default, plus: View classifieds moderation queue Review flagged listings Delete (any) listing Flush moderation queue Manage Same permissions as moderate Manage (all) Same permissions as moderate, plus: Enable / disable Classifieds Files Default If file sharing is enabled: View list of public files on files page View all public files Download all public files Post Same permissions as file default, plus: Add new file Add / edit information (name, description, tags) for own files Delete own file Moderate Same permissions as file post, plus: View all admin + moderator only files Create / add an admin + moderator only file Edit information (name, description, tags) for (any) files Delete (any) files Manage Same permissions as moderate, plus: Edit settings for the files area Mange (all) Same permissions manage, plus: Enable / disable group files (file sharing) Reviews Default If reviews are enabled: View reviews Post Same permissions as default, plus: Can post reviews Moderate Same permissions as post, plus: Can approve/remove and edit content posted to reviews. Manage Same permissions as moderate, plus: Can edit reviews settings Manage (all) Same permissions as moderate, plus: Enable / disable Reviews Subgroups Permissions within a subgroup follow same structure as designated above for the main group.