Roles and permissions: caretaker, board, reception… with part of the administration
A role gives some people in your community part of the administration permissions: for example, letting the caretaker manage everyone's bookings, the board publish notices and polls, or reception accept people who ask to join, without giving them full control. You create the roles you need, with any name you like, and assign them to each person.
Administrators, roles and members
- Administrator (on the web, Admin): can do everything. There can be several and they all have the same powers. Only an administrator edits the community's details, creates and assigns roles and can delete the community.
- Custom role (Caretaker, Board, Reception…): has only the permissions you tick.
- Member (on the web, User): books under the community's rules, with no special permissions.
Each person has one value: administrator, a role or member.
The Roles screen
Web: in the community panel, People block, Roles card («Permissions & access»). Also from Users › More › Roles and permissions. App: Manage › People › Roles.
- On one side (at the top on a phone) is the list of roles, each with its description and how many people have it. Administrator is always last and can't be edited.
- Choosing a role opens its details: its description and its permissions grouped by type (Bookings, Calendars and rules, People, Communication, Matches and activities), each with a sentence on what it allows and a box to tick or untick it.
- See people opens the Users list with those who have that role.
Creating a role
- Press New role.
- Type the name (up to 20 characters; «Admin» and «User» are reserved; it can't be changed afterwards) and, if you like, a description of what it is for (up to 200 characters).
- Tick its permissions. At least one is required.
- Press Create role. To change it later, open it, change what you need and press Save.
If you use the full guide when creating the community, its roles step suggests roles by type (Caretaker, Chair or Property manager for a residents' community; Booking manager, Board, Treasurer or Coach for a club…). They are created ready to assign, with nobody in them. More in Create your community.
What each permission allows
| Permission | What it allows |
|---|
| Bookings · Manage other people's bookings | Book on behalf of other people and cancel their bookings, without the members' cancellation deadlines or minimum notice; approve bookings waiting for approval; see names on bookings; see and book calendars limited to groups even if not in them. In a business, see every professional's diary. |
| Bookings · Special bookings and blocks | Create special bookings (events and blocks; in a business, Block time) and manage scheduled activities. |
| Calendars and rules · Create and edit calendars | Create and edit the community's calendars on the web (schedule, disabling a calendar, closures…) and edit or delete groups. |
| People · Manage users | The Users list: accept or decline people who ask to join, invite, enable, disable or remove people, change their code or home and their credits, and create and fill groups. They get the pending requests email and messages to the administration, and can resolve home change requests. |
| Communication · Posts and notices | Create and edit the community's posts. |
| Communication · Polls | Create and manage polls and see their results. |
| Matches and activities · Create and manage tournaments | Create community tournaments and manage all of them as their organiser: open registration, generate matches, playing schedule, results, participants and cancelling the tournament. Also book hours in Tournament or Course mode. Only offered where there are tournaments: not in businesses or schools, and it needs a sports calendar. |
People with a role only see the cards for their permissions in the community panel. These remain administrator only: Edit community, booking rules, automatic rules, holidays, the booking list, incidents, homes, documents, meetings, statistics, roles, the QR poster and deleting the community. In the app, managing calendars is for administrators only.
Assigning a role (or making someone an administrator)
- Go to Users, open the person's card and press Edit.
- Under Role (in the app, What they can do) choose the role, Admin (Administrator) to make them an administrator, or User (member) to remove their permissions.
- Save.
Only administrators can change someone's role. In the Users list each person has a label with their role and you can filter by role.
A community cannot be left without administrators: you can't remove the last one, and if you are the only one and want to leave the community, you first have to appoint another.
To delete a role, open it and press Delete. You can only do so if nobody has it: if you try to delete one that some people have, Apoing does not delete it and tells you how many and who they are: first change their role (to another role or to member) from their details in Users.
Roles and groups are not the same
Roles give permissions to manage. Groups organise people (by entrance, team, class…), let you message them or let only some of them see and book certain calendars; they give no permissions. A person can be in several groups and have a role at the same time. More in User groups.
Professionals in a business
In a business, a professional who serves customers doesn't need a role: in their Professional calendar, the Their Apoing account field links their account (they must be a member). They then see and manage only their own diary on the web and in the app. If you want someone (for example, reception) to see everyone's diary, give them a role with Manage other people's bookings. More in Businesses: professionals, services and appointment diary.
Examples
- Caretaker: Manage other people's bookings and Special bookings and blocks, to book on behalf of residents and close a court for maintenance.
- Board: Posts and notices, and Polls.
- Office or reception: Manage users and Manage other people's bookings.
- Coach: Special bookings and blocks, for their classes and activities, and Create and manage tournaments.
Roles are free for every community.