Help – Training – Explanations – Hints
Every contact record (every person, also sometimes called a “User”) has to have a “Permission Level” assignment.
When you add a new person, the default Permission Level is “Regular User” unless you change it. You can give any User any of the Permission Levels except the MasterAdmin and Guest levels. However, individual Users can have only one Permission Level setting at a time.
** Important: The specific capabilities of each Permission Level setting are defined in a handy user guide. It will assist you in understanding each Permission Level setting so that you can determine which setting to give to each person. You may view the guide or download it by going to the Home Control Panel screen and clicking on the [Instruction Guides?] help button.
All “Permissions” can log into the Member Portal module. That means every person can login to the Member Portal module if they know their Username and Password, no matter which Permission Level setting they are assigned. (See the Exception Note below.)
The most common assignment for all people (members, prospects, etc.) will be “Regular User”. That is why it is the default.
** Exception Note: Users with a Status of “Pending” or “Banned” cannot login in, no matter what their Permission Level setting. Click the [Need Help ?] button on the Home Control Panel screen for an explanation of the Pending, Verified, Restricted, and Banned status meanings and implications.
** Important: Only people with these Permission Level settings can log into the Administrative module:
- Master Administrator (just one for the entire system)
- System Administrator (MasterAdmin can assign as many as needed)
- Administrator (assign this to as many people as needed)
- Associate Administrator (assign this to as many people as needed)
- Assistant Administrator (assign this to as many people as needed)
** Hint: SysAdmin is functionally equivalent to MasterAdmin. Since the MasterAdmin does not have a contact record in the system, the MasterAdmin often creates one anyway so that their name and address info can appear in the online Photo/Contact Directory; so that the person can be groups and can receive email messages or texts; and so that their info can print on contact lists or rosters; and so on. Since the Username & Password will be different for the MasterAdmin and their personal contact record, we created the SysAdmin level to assign to their personal contact record. That means this person can login every time with their personal Username & Password and do everything that was possible with their MasterAdmin login.
Please be aware that once a person has the SysAdmin Permission Level, that person can give it to others. The MasterAdmin has to provide the first SysAdmin setting, usually to their own contact record. But the church can have as many SysAdmins as needed – just be aware that each (if more than one is granted) has the full powers of the MasterAdmin.
** WARNING!Master Administrator, System Administrator(s) and Administrator(s): Do not give the above Permission Levels to anyone except trusted and trained staff who help to administer MemberLink® for your church.
Only the MasterAdmin and Users with SysAdmin or Administrator Permission Levels can change the Permission Level settings for any other User. AssocAdmins and AssistAdmins do not see the Permission Level settings and cannot change it for any user even though they can login to the Administrative module.
Administrator(s) can grant all Permission Levels to other users except MasterAdmin and SysAdmin levels. Administrator(s) cannot select these two levels to assign them to anybody.
“Guest” is a generic level that can be assigned to only one record in the system. To use Guest, create a dummy contact record with a Username and Password that you can share with anyone you want to be able to login to the Member Portal module without having to give them their own unique Username and Password.
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