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Admin: Membership and Roles

Owner access required

Only users with Owner access can manage membership and roles.

Overview

The Membership and Roles page lets you manage who belongs to your group and what they can do. You can assign access levels, grant specific roles, and organise users into subgroups.

How to access: From the main menu, select Admin then Membership and Roles.

Understanding Access Levels and Roles

The system uses two components to control permissions:

Access Level (choose one):

  • User: Standard member with personal workspace access
  • Owner: Full administrative control of the group

Roles (choose any combination):

  • Viewer: Can create assessments on other users
  • Reviewer: Can review diary and plan entries, and run reports
  • Trainer: Can manage exams (group-level only)
  • Communications: Can manage news articles (group-level only)
  • Files Manager: Can upload, delete, and organise files and folders

A member can have multiple roles. For example, a coach might have both Viewer and Reviewer roles.

For detailed information about what each role can do, see Levels of Access.

Finding Members

Search by name

  1. Type a name in the search box
  2. Click Search or press Enter
  3. Matching members appear in the list

Filter by role

  1. Click the Filter dropdown
  2. Select one or more access levels or roles to filter by
  3. Click Apply
  4. Only members with the selected roles appear

To clear filters, click Clear in the filter dropdown.

Adding a Member

Add existing system users to your group.

  1. Click Add Member (appears when viewing a subgroup or group)
  2. Search for the user by name
  3. Click on the user to select them
  4. Choose an Access Level: - User: Standard member - Owner (Admin): Full administrative access
  5. Select any Roles to assign: - Tick the checkboxes for roles this person needs - You can select multiple roles
  6. Click Add Member

The member now appears in your group with the assigned access level and roles.

Tip

Start with the minimum roles needed. You can add more later if required.

Editing a Member

Change a member's access level or roles.

  1. Find the member in the list
  2. Click the Edit button (pencil icon)
  3. Change the Access Level if needed
  4. Tick or untick Roles as required
  5. Click Save

Changes take effect immediately.

What happens when you change roles

  • Adding a role: The member gains access to that feature immediately
  • Removing a role: The member loses access to that feature immediately
  • Changing to Owner: The member gains full administrative access
  • Changing from Owner to User: The member loses administrative access but keeps any assigned roles

Removing a Member

Remove a member from your group.

  1. Find the member in the list
  2. Click the Remove button
  3. Confirm the removal

Removing a member:

  • Removes them from the group only
  • Does not delete their account from the system
  • Does not affect their membership in other groups
  • Can be reversed by adding them again

Working with Subgroups

Subgroups help organise members into teams, regions, or divisions.

Viewing subgroup members

  • Click on a subgroup name to expand it
  • Use Expand All to see all subgroups at once
  • Use Collapse All to close all subgroups

Adding members to a subgroup

  1. Expand the subgroup
  2. Click Add Member within that subgroup
  3. Follow the standard add member process

Members can belong to multiple subgroups.

Subgroup-level roles

Some roles work differently at the subgroup level:

  • Viewer and Reviewer can be assigned at subgroup level
  • Files Manager can be assigned at subgroup level
  • Trainer and Communications are group-level only (not available for subgroups)

For more details about subgroup permissions, see Subgroup Membership.

Role Badges

Members display coloured badges showing their roles:

Badge Role
Owner Owner
Viewer Viewer
Reviewer Reviewer
Trainer Trainer
Communications Communications
Files Manager Files Manager

A member may display multiple badges if they have multiple roles.

Troubleshooting

User not found when adding

The person may not have an account in the system yet. They need to register first, or you can create an account for them in User Management.

Cannot assign certain roles

Some roles (Trainer, Communications) are only available at the group level, not subgroup level. If you are editing a subgroup membership, these options will not appear.

Member cannot access expected features

Check that:

  1. They have the correct role assigned
  2. They are in the correct subgroup (if features are subgroup-specific)
  3. They have logged out and back in (some permission changes require a fresh login)

Duplicate member entries

If someone appears twice, remove the duplicate entry and keep a single membership record with the correct roles.

Tips

  • Apply the principle of least privilege - give only the roles needed
  • Review role assignments regularly, especially for Reviewer and Owner
  • Use subgroups to organise members and control visibility
  • Document role assignments for compliance if required