Permissions Setup and User Permissions for Regular-Access Administrators

49 STEPS

1. This tutorial reviews available Permissions that can be given to administrators who are not full-access.

These "regular-access" administrators may be assignors, administrative assistants, or others who have specific administrative duties.

2. Only full-access administrators and administrators with the Permissions Admin permission can grant them.

To start, click the arrow next to Security to expand the dropdown.

3. Click Permission Setup

4. The list of available Permissions is visible within the dropdown menu.

Contact support@refinsight.com if your organization requires a new permission.

5. Regular-access administrators who have this permission will be displayed here. The list does not include full-access administrators, as they automatically have all permissions.

6. Regular-access administrators are selected from the dropdown list. Only regular-access administrators are listed since full-access administrators have all permissions.

7. This tutorial will review each of these permissions and provide a description of what each one entails.

8. Let's start with the Assigning - Import Schedules permission.

This permission allows the user to import competitions and schedules from Excel in the Competitions area of the platform.

9. We will choose Jane Smith as our example.

10. Click Save to give Import Schedules permission to this person.

11. The Start Date will default to the date you provided this permission to this person. To edit this date or set an End Date, click the edit icon.

12. To remove this permission from this person entirely, click the garbage can.

13. Click the calendar icon to edit a date or set a date. Leave the End Date blank to allow this person to have this permission indefinitely. It can be edited when needed.

You can add a description or reason if you wish in the text box below.

14. Use the arrow to advance the calendar.

15. Select the relevant date and click Apply Changes when finished.

16. The start and end dates for the Import Schedules permission for Jane Smith is displayed here.

Repeat these steps to give this permission to other administrators who are not full-access.

17. The next permission is Assigning - Site Admin.

This user can create new sites. Ensure that Site Administrators are trained in thoroughly searching for sites to prevent duplicates, and enter sites in proper format. See this tutorial.

18. We will give all permissions to Jane Smith, so the remainder of the tutorial will skip selecting this person and saving the permission.

19. Click the Permission dropdown list to make our next selection.

20. Click Blockouts - Admin

21. The Blockouts - Admin permission allows the administrator to edit or delete a blockout on behalf of an official

See this tutorial.

22. The next permission in the list is Permissions Admin

23. The Permissions Admin allows a regular-access administrator to give permissions to other regular-access administrators, such as assignors and admin assistants.

24. The next permission in the list is Directory - View Contact Details

25. All administrators can see basic contact details, such as First and Last Name, Nickname, Gender, Age, City, State, Zip or Postal Code, Timezone, Pools, Years of Experience, and Availability Method the official has chosen to use.

26. This View Contact Details permission must be provided to others for additional details to be visible, which are Email address, Phone numbers, USSF ID, Street Address, and Activation Status.

27. Date of Birth is visible only to Full-Access Administrators.

28. The next permission in the list is Events - Admin

29. This permission allows the regular-access administrator to create and edit Events, such as virtual meetings (Zoom) or in-person events.

Events - Admin also allows the person to send invitations to attendees through the platform.

30. The Events - View permission allows users to view the events and attendees created by Event Admins, but does not allow them to create or edit events, nor invite attendees.

31. The next permission is Payor Admin. If an assignor is a user in a payor's portal, they are able to tie the payor to a competition. If not, they make a Payor modification request.

32. Full-access administrators and users with this permission can process payor modification requests and tie payors to competitions.

Users with this permission are displayed on the Payor Modification request page.

33. The next permission in the list is Permissions View. This permission allows regular-access administrators to view permissions granted to other regular-access administrators.

See the Permissions Given Report under the Reports section of the menu.

34. The next permission in the list is Scouting & Development - Import Zoom. This permission allows regular-access administrators to import Zoom meeting or webinar datafiles within the Events area.

35. The information within these datafiles, such as attendance and engagement, is then connected to the users within the Tracks and Tiers that have been set up in the Scouting and Development area.

36. Permissions can also be granted by individual users rather than by Permission.

Click Security then User Permissions to access this area.

37. Using this method, search and select the relevant regular-access administrator from the dropdown list under Select Admin. We will continue with Jane Smith as our example.

38. We see the custom permissions already granted to Jane. We can also grant additional permissions to a user from this page.

Click Add Permission.

39. The person is displayed and the Start Date defaults to the current date.

Click Permission to expand the dropdown.

40. Let's add the two remaining permissions in the list.

Tier Admin allows the user to create and edit Tracks and Tiers in the Scouting & Development area of the platform.

41. Tier Admin also allows this administrator to add or remove users, and determine weighted scoring for attendance and performance -- used to calculate composite scores for individuals.

Composite scores can be used as milestones for Tier placement.

42. Add in an End Date and Description or Reason if you wish. Click Create when finished.

43. Let's add our last permission to this user. Click Add Permission.

44. Click Tier View

45. Tier View allows this person only to view Tracks and Tiers, users within each Tier, weightings, and composite scores. The user cannot create or edit existing tracks or tiers, the users within them, or weighting/scoring.

Click Create when finished.

46. Grant custom permissions to other regular-access administrators by selecting the next person from the Select Admin dropdown list.

47. The custom permissions for this regular-access administrator are listed within the page. Click the edit icon next to the relevant permission to adjust the Start or End Date or the Reason.

48. Permissions let you give regular-access administrators exactly what they need to do their job—view certain information, or perform specific tasks—while blocking access to other features. Each person gets the right tools to help things run smoothly.

49. Thank you for watching the tutorial on granting custom Permissions for regular-access administrators.