Overview of User Roles and Permissions
While transparency is one of our guiding principles here at MonkeyPod, we also understand the need to be able to segment the ability to view, modify, create, or delete certain pieces of information. Read below to learn how you can modify access to MonkeyPod while still allowing people to serve your organization as best as they can.
What are user roles in my MonkeyPod?
In MonkeyPod, users are the people who have access to your MonkeyPod. Those people are assigned different user roles, like administrator, bookkeeper, grant writer, etc. Those roles then define the permissions or activities that a user in your organization will have access to in your MonkeyPod.
For example, someone in the role of 'accountant' should have permission to work with your financial transactions, whereas a user in the role of 'volunteer coordinator' might have permissions limited to just the relationship data.
Note: User roles are different from relationship roles which define the types of relationships in your MonkeyPod (think donor, vendor, board member etc...).
How do I assign a user role in my MonkeyPod?
The role is usually assigned when you add a new user, but can be changed at any time.
To manage the role for any user with access to your MonkeyPod, go to My MonkeyPod and select Manage Users.
This will show you a list of the current users who have access to your organization's MonkeyPod.
Select the Edit user icon to change a user's name, email, or role.
The available roles are listed here. Simply select a new role from the list to change this user's role.
How do I create a new user role in my MonkeyPod?
The easiest way to create a new user role is to copy an existing role that has somewhat similar permissions, and then modify the permissions to suit the new role. To start, choose My MonkeyPod > Manage Users from the main menu.
Select the Roles option at the top of the screen.
Now, select Add user role.
Select an existing role to copy from, enter a name for the new role, and click Create Role.
The new role will be added to your list of user roles. Modify the permissions for your new role as described below. Once that is done, you can assign the new role to any of your users and that will adjust their permissions to match those selected for this role.
How do I view or edit the permissions for an existing user role?
To view or change the permissions for an existing user role go to My MonkeyPod then select Permissions.
(Alternatively, you can also just choose the Permissions tab when viewing your users or roles.)
The permissions are broken down by category, represented by the tabs: Admin, Financial, Relationships, Fundraising, Apps. Your user roles appear as the columns here. Select the tabs to review the options enabled for each of your user roles. Just select a checkmark to enable (or unselect to disable) any permission as it relates to that role.
How can I delete a user role?
User roles may only be deleted if there are no users assigned to that role. So before deleting a role, first verify that there are no users with that role. To do so, go to My MonkeyPod > Manage Users and select Roles to see a listing of your roles and any users in those roles. If you need to reassign users, do that now as described above.
If a role has no users, a delete icon will appear to the right of the role in the list and can be used to permanently delete the user role.
Admins are Here to Stay
The one exception to these guidelines is the "Admin" role, which is hard-coded with permission to do just about anything and cannot be changed or deleted. In addition, each organization must have at least one Admin user, so if there is only one Admin you won't be able to change that user's User Role or delete the user's account.
Frequently Asked Questions
What is the "Owner" designation all about?
When viewing the list of users in your MonkeyPod, you may have noticed that one user has an "Owner" designation.
The owner, by default, is the first admin user (typically the person who setup your MonkeyPod to begin with). Currently, the owner designation is only meaningful in that it determines the contact person for some critical notifications. There are no owner-specific permissions except for the ability to transfer ownership to another admin. To do so, click the icon associated with the admin you want to be the new owner, and then confirm your selection.
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