Skip to main content

Create a New Staff Access Level

Updated

 

The Goal: Create a new Staff Access Level that controls exactly what functions your staff users can view, edit, create, or delete in the database.

Before You Begin:

  • You need staff permissions to manage Staff & User Access settings.
  • Your database is already populated with default access levels — you can use these as designed, customize them, or create your own.
  • Decide what each access type means for your staff before you begin:
    • View: Allows the user to retrieve and view information from the database in read only mode.
    • Edit: Allows the user to retrieve and change/update existing database information.
    • Create: Allows the user to add new content to the database, as well as view and update existing information.
    • Delete: Allows the user to remove existing content from the database as well as create, update and view.
    • Use Default: When this access level is selected, the user will be given the access level selected for the Info Hub overall.
    • None: By selecting this option, the user will have no access to the specified area.

Step-by-Step Instructions

  1. In the left-hand rail, select Settings.
  2. Click Staff Users in the Staff & User Access section.

  3. Click Staff Access Levels in the Staff & User Access section. The screen will display a list of the pre-configured Staff Access Levels, and the number of people assigned to each level. You may view the permissions that are associated to a particular level by clicking the pencil icon. You will see a list of each of the main functions of the database, and the access level granted. By clicking the numbered link for users you can view the users assigned to that level.

    screenshot

  4. Click the ADD button.

    screenshot

  5. In the Add Access Level window, enter the following:

    screenshot
    • Enter a Name for the new Access Level – best practice would be to provide a name that at a glance tells you what the access level is for.
    • (Optional) Add a description.
    • Select Staff for the Access Level Type.
    • For each function, select the level of access you wish to provide. If you wish to provide access to the entire system with one level of access, you can do this by selecting the access level for System Default. Or, if you wish to set specific access to individual functions, select the access for that function. NOTE: best practice is to grant the lowest possible access level for the System Default and assign customized access levels per module/area. 
  6. Once all selections have been made, click Done.
NOTE: If you set the access to the overall system - this setting will apply to all modules, unless you have specifically set access levels for some of the modules. The module level will super-cede Use Default the System Default. If you do not set the System Default, you must select access level for each and all modules. If you select Use Default the System Default setting will apply. If you select None this will be applied and the user will have no access to a particular module. 

Common Pitfalls

  • Forgetting the System Default: If you do not set the System Default, you must select an access level for every function individually — otherwise staff may end up with unintended access. Best practice is to grant the lowest possible System Default access and raise it only where needed.

Related articles