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Roles

Purpose​

Define custom roles with granular permissions to control user access across different functional areas of the system, including user management, schedules, background checks, and content areas.

Access​

Navigate to: /organize/roles or Organize → Roles

Screenshot​

Roles page with Create New Role form
Roles page with Create New Role form

Description​

The Roles module provides a comprehensive permission management system that allows administrators to create custom roles with specific access rights. Each role can be configured with group permissions for functional areas and granular individual permissions for specific features, enabling flexible and secure access control tailored to organizational needs.

Key Features​

Role Management

  • Create custom roles with unique names
  • View all existing roles with permission counts
  • Edit role permissions anytime
  • Delete unused roles

Group Permissions

  • Configure access levels for functional areas
  • User management permissions
  • Schedule access control
  • Teams management
  • Background checks access

Individual Permissions

  • Granular control over specific features
  • Settings configuration access
  • Content management
  • Locations management
  • Public page control
  • Group resources access
  • Role management permissions
  • Profile settings

Auto-Save Feature

  • Changes saved immediately
  • No manual save button required
  • Real-time permission updates
  • Instant feedback on changes

Page Structure​

  • Icon: 🔐 Shield/security icon (hourglass-style in screenshot)
  • Title: "Roles"
  • User Info: Current user display (e.g., "Team, Nithya")

Layout​

The page is divided into two main sections:

Left Panel: Roles List​

  • List of all existing roles
  • Permission count per role
  • Create new role button
  • Role selection interface

Right Panel: Role Configuration​

  • Role name input
  • Group permissions dropdowns
  • Individual permissions checkboxes
  • Auto-save indicator

Roles List (Left Panel)​

Roles Header​

  • Icon: 👥 People icon
  • Label: "Roles"
  • Count Badge: Shows total number of roles (e.g., "(5)")
  • Purpose: Overview of defined roles

Create Button​

  • Position: Top-right of left panel
  • Icon: ➕ Plus icon
  • Color: Green
  • Action: Opens "Create New Role" form in right panel
  • Purpose: Add new role to system

Role Items​

Each role displays:

  • Shield Icon: 🛡️ Security badge icon (blue)
  • Role Name: Name of the role
  • Permission Count: Number of permissions (e.g., "6 permissions", "29 permissions")

Example Roles (from screenshot):

  1. Member - 6 permissions
  2. Organizer - 29 permissions
  3. Manager - 13 permissions
  4. gdfgdfgdfg - 2 permissions
  5. TestRole - 22 permissions

Role Selection​

  • Click any role to view/edit its permissions
  • Selected role highlighted
  • Right panel updates with role details

Create New Role Form (Right Panel)​

Create New Role form showing all permission options
Create New Role form showing all permission options

Form Header​

  • Icon: ➕ Plus icon (green)
  • Title: "Create New Role"
  • Purpose: Add new custom role

Role Name Section​

Label: 🏷️ Role Name

Input Field

  • Placeholder: "Enter role name (no spaces)"
  • Type: Text input
  • Validation: Must be unique, no spaces allowed
  • Helper Text: "Must be unique, no spaces allowed"
  • Required: Yes
  • Examples: "TeamLead", "Supervisor", "Coordinator"

Naming Rules:

  • No spaces (use camelCase or underscore)
  • Must be unique across all roles
  • Alphanumeric characters
  • Case-sensitive

Group Permissions Section​

Header: 👥 Group Permissions Subtitle: "Configure permission levels for functional areas"

Group permissions control access to major functional areas. Each dropdown allows selection of access level.

User Permissions​

  • Icon: 👤 User icon
  • Label: "User"
  • Type: Dropdown select
  • Placeholder: "Select user"
  • Purpose: Control user management access
  • Options: Typically None, View, Edit, Full Access
  • Scope: Member management, user profiles

Schedule Permissions​

  • Icon: 📅 Calendar icon
  • Label: "Schedule"
  • Type: Dropdown select
  • Placeholder: "Select schedule"
  • Purpose: Control schedule management access
  • Options: Access levels for schedule operations
  • Scope: Event creation, editing, viewing

Teams Permissions​

  • Icon: 👥 Group icon
  • Label: "Teams"
  • Type: Dropdown select
  • Placeholder: "Select teams"
  • Purpose: Control team management access
  • Options: Team access levels
  • Scope: Team creation, member assignment

Background Checks Permissions​

  • Icon: ✅ Checkmark/verification icon
  • Label: "Background Checks"
  • Type: Dropdown select
  • Placeholder: "Select background checks"
  • Purpose: Control compliance document access
  • Options: Access levels for background check management
  • Scope: Document tracking, verification, upload

Individual Permissions Section​

Header: ☑️ Individual Permissions Subtitle: "Enable specific permissions"

Individual permissions provide granular control over specific features. Each permission is a checkbox that can be toggled on/off.

First Row​

☐ Settings

  • Purpose: Access to organization settings
  • Scope: Basic settings, event settings, documents, contact

☐ Content

  • Purpose: Content management access
  • Scope: Announcements, files, content publishing

☐ Locations

  • Purpose: Location management access
  • Scope: Venue creation, editing, stands configuration

☐ My Profile

  • Purpose: Personal profile access
  • Scope: Own profile editing, preferences

Second Row​

☐ Public

  • Purpose: Public pages management
  • Scope: Home, About, FAQ, Contact Us pages

☐ Group Resources

  • Purpose: Group resource management
  • Scope: Resource assignments, availability

☐ Roles

  • Purpose: Role and permission management
  • Scope: Create/edit roles, assign permissions

Action Buttons​

✕ Cancel Button​

  • Position: Bottom-right, left button
  • Color: White/gray background
  • Icon: ✕ X icon
  • Label: "Cancel"
  • Action: Close form without creating role
  • Result: Returns to roles list view

➕ Create Button​

  • Position: Bottom-right, right button
  • Color: Green background
  • Icon: ➕ Plus icon
  • Label: "Create"
  • Action: Create new role with configured permissions
  • Validation:
    • Role name must be filled
    • Role name must be unique
    • No spaces in role name
  • Result:
    • Role added to list
    • Form closes or resets
    • Success notification

Auto-Save Feature​

Auto-Save Indicator​

  • Icon: ℹ️ Information icon (blue circle)
  • Text: "Changes saved immediately"
  • Position: Bottom-left of form
  • Purpose: Indicates automatic saving
  • Behavior:
    • No manual save required
    • Changes persist in real-time
    • Instant updates
    • Applies when editing existing roles

When Auto-Save Applies​

  • Editing Existing Roles: Changes save immediately
  • Creating New Roles: Must click Create button
  • Permission Toggles: Save as you check/uncheck
  • Dropdown Selections: Save immediately upon selection

Creating a Role​

Step-by-Step Process​

1. Open Create Form​

  1. Navigate to Roles page
  2. Click green ➕ button in left panel
  3. "Create New Role" form appears in right panel

2. Enter Role Name​

  1. Click in "Role Name" field
  2. Type unique role name (no spaces)
  3. Examples: "FieldSupervisor", "EventCoordinator", "CheckInStaff"
  4. Validation occurs as you type

3. Configure Group Permissions​

  1. User Dropdown: Select user management level
  2. Schedule Dropdown: Select schedule access level
  3. Teams Dropdown: Select teams management level
  4. Background Checks Dropdown: Select compliance access level

Permission Level Examples:

  • None: No access
  • View: Read-only access
  • Edit: Can modify
  • Full Access: Complete control

4. Enable Individual Permissions​

  1. Review permission checkboxes
  2. Check boxes for needed permissions:
    • Settings: For organization configuration access
    • Content: For announcements/files management
    • Locations: For venue management
    • My Profile: For profile editing
    • Public: For public pages control
    • Group Resources: For resource management
    • Roles: For permission management
  3. Leave unchecked for restricted access

5. Create Role​

  1. Review all selections
  2. Ensure role name is correct
  3. Verify permissions match intended access
  4. Click Create button
  5. Role added to list
  6. Form closes or resets for next role

Editing a Role​

Access Edit Mode​

  1. Find role in left panel list
  2. Click on role name
  3. Role details load in right panel
  4. Form shows current configuration

Edit Process​

  1. Role name displayed (may or may not be editable)
  2. Modify group permissions via dropdowns
  3. Toggle individual permissions checkboxes
  4. Auto-save: Changes save immediately
  5. No Create button - just make changes
  6. "Changes saved immediately" indicator shows

What Can Be Edited​

  • Group permission levels (all dropdowns)
  • Individual permission checkboxes
  • Role name (depending on implementation)

What Cannot Be Edited​

  • Built-in system roles (if any)
  • Roles assigned to active users (restrictions may apply)

Deleting a Role​

Delete Process​

  1. Select role from list
  2. Look for delete option (may be icon or button)
  3. Confirmation prompt appears
  4. Confirm deletion
  5. Role removed from system

Delete Restrictions​

Cannot delete role if:

  • Assigned to active users
  • System default role
  • Only role in system

Before Deleting:

  1. Reassign users to different roles
  2. Verify no users have this role
  3. Consider deactivating instead
  4. Backup role permissions if needed

Permission Combinations​

Common Role Configurations​

Basic Member Role​

Group Permissions:

  • User: None
  • Schedule: View only
  • Teams: None
  • Background Checks: None

Individual Permissions:

  • ☑ My Profile
  • ☐ All others

Purpose: Basic access for general members

Team Coordinator Role​

Group Permissions:

  • User: View
  • Schedule: Edit
  • Teams: Edit
  • Background Checks: View

Individual Permissions:

  • ☑ Schedule
  • ☑ Teams
  • ☑ My Profile
  • ☐ Settings
  • ☐ Roles

Purpose: Manage team and schedule operations

Administrator Role​

Group Permissions:

  • User: Full Access
  • Schedule: Full Access
  • Teams: Full Access
  • Background Checks: Full Access

Individual Permissions:

  • ☑ All permissions checked

Purpose: Complete system access

Event Manager Role​

Group Permissions:

  • User: View
  • Schedule: Full Access
  • Teams: View
  • Background Checks: View

Individual Permissions:

  • ☑ Schedule
  • ☑ Locations
  • ☑ Content
  • ☑ My Profile

Purpose: Focus on event and schedule management

Use Cases​

Creating Department Roles​

Scenario: Organizing access by department

Process:

  1. Create role for each department (HR, Operations, Finance)
  2. HR Role:
    • Full User access
    • Full Background Checks access
    • View-only Schedule
  3. Operations Role:
    • Full Schedule access
    • Edit Teams access
    • Locations permission
  4. Finance Role:
    • View User
    • View Schedule
    • No edit capabilities
  5. Assign employees to appropriate department roles

Graduated Access Levels​

Scenario: Creating progression path for staff

Process:

  1. Junior role: Minimal permissions, view-only
  2. Staff role: Edit schedules, manage own team
  3. Senior role: Full schedule, teams, locations
  4. Manager role: All functional permissions
  5. Admin role: All permissions including roles and settings
  6. Clear upgrade path as staff gains experience

Temporary Event Staff​

Scenario: Limited access for short-term workers

Process:

  1. Create "EventStaff" role
  2. Group Permissions:
    • Schedule: View only
    • All others: None
  3. Individual Permissions:
    • My Profile only
  4. Assign to temporary workers
  5. Minimal access for security
  6. Easy to remove after event

Compliance Officer​

Scenario: Focus on background checks and documentation

Process:

  1. Create "ComplianceOfficer" role
  2. Group Permissions:
    • Background Checks: Full Access
    • User: View (to see member info)
    • Others: None
  3. Individual Permissions:
    • Settings: For document configuration
  4. Role focused on compliance management

Best Practices​

Role Naming​

  • No Spaces: Use camelCase or underscores (e.g., "TeamLead" or "team_lead")
  • Descriptive: Clear indication of role purpose
  • Consistent: Follow naming convention across all roles
  • Avoid Abbreviations: Unless universally understood
  • Future-Proof: Consider expansion and clarity

Permission Strategy​

  • Principle of Least Privilege: Grant minimum necessary access
  • Regular Review: Audit roles and permissions periodically
  • Document Decisions: Note why certain permissions granted
  • Test Roles: Verify access works as intended
  • User Feedback: Adjust based on actual needs

Role Organization​

  • Logical Grouping: Create roles by function or department
  • Clear Hierarchy: Establish progression levels
  • Avoid Duplication: Don't create nearly-identical roles
  • Standard Roles: Maintain consistent base roles
  • Special Purposes: Create specific roles for unique needs

Maintenance​

  • Regular Audit: Review roles quarterly
  • Remove Unused: Delete obsolete roles
  • Update as Needed: Adjust permissions with system changes
  • User Assignment Review: Verify users have appropriate roles
  • Documentation: Keep record of role purposes

Troubleshooting​

Cannot Create Role​

Problem: Create button doesn't work or disabled

Possible Causes:

  • Role name empty
  • Role name contains spaces
  • Duplicate role name
  • Invalid characters in name

Solutions:

  1. Fill in role name field
  2. Remove spaces (use camelCase or underscores)
  3. Check for existing role with same name
  4. Use only alphanumeric characters and underscores
  5. Review error messages

Role Name Validation Error​

Problem: "Must be unique, no spaces allowed" message

Possible Causes:

  • Space characters in name
  • Duplicate role name
  • Special characters

Solutions:

  1. Remove all spaces from role name
  2. Use camelCase: "TeamLead" or underscores: "team_lead"
  3. Try completely different name
  4. Check roles list for duplicates

Permissions Not Saving​

Problem: Changes don't persist (for editing existing roles)

Possible Causes:

  • Network connectivity issue
  • Browser cache problem
  • Session timeout
  • Permission conflict

Solutions:

  1. Check internet connection
  2. Refresh page and try again
  3. Log out and log back in
  4. Clear browser cache
  5. Try different browser

Cannot Delete Role​

Problem: Delete option disabled or fails

Possible Causes:

  • Users assigned to role
  • System default role
  • Insufficient permissions

Solutions:

  1. Reassign all users to different roles first
  2. Check if system default role (cannot delete)
  3. Verify you have permission to manage roles
  4. Contact administrator

Auto-Save Not Working​

Problem: "Changes saved immediately" not functioning

Possible Causes:

  • Network delay
  • Browser issue
  • Editing newly created role before it's fully saved

Solutions:

  1. Wait a moment and check again
  2. Refresh page to verify changes
  3. Ensure role was fully created first
  4. Check browser console for errors
  • Settings - Organization configuration (requires Settings permission)
  • Members Management - User management (requires User permissions)
  • Teams Management - Team organization (requires Teams permissions)
  • Background Checks - Compliance tracking (requires Background Checks permissions)
  • Locations - Venue management (requires Locations permission)

Tips​

  1. No Spaces Rule: Role names cannot contain spaces - use camelCase or underscores
  2. Unique Names: Each role must have unique name - check list before creating
  3. Auto-Save: When editing existing roles, changes save immediately
  4. Test Access: Create test role and verify permissions work correctly
  5. Start Minimal: Begin with fewer permissions, add more as needed
  6. Document Roles: Keep notes on what each role is intended for
  7. Group Permissions: Use for major functional area access control
  8. Individual Permissions: Use for specific feature access
  9. Regular Review: Audit role permissions quarterly
  10. Permission Count: Note permission count helps track complexity
  11. Reassign First: Move users to different roles before deleting
  12. Principle of Least Privilege: Only grant necessary permissions