Custom Roles & Permissions

Control what your team members can do in your group with roles and permissions. Assign default roles or create custom roles tailored to your group's needs.

Understanding Roles & Permissions

Roles define what actions a member can take within your group. Each role has a set of permissions that control access to features like:

• Creating and managing events
• Approving new members
• Viewing analytics
• Managing payments
• Sending announcements

Default Roles

Every group comes with four built-in system roles:

Owner

Full administrative control of the group:

• All permissions enabled
• Manage payment settings and payouts
• Transfer or delete the group
• Assign any role to members
• Cannot be deleted or demoted

One Owner Required

Every group must have exactly one Owner. To transfer ownership, contact support.

Co-Leader

Trusted administrators who help manage the group:

• Create, edit, and cancel events
• Approve or decline member requests
• Manage member roles (except Owner)
• Send group announcements
• View analytics and billing
• Access all group settings

Event Manager

Focused on event operations:

• Create and edit events
• Set event pricing
• Manage RSVPs
• Take attendance at events
• View event analytics

Member

Standard group participant:

• View group content and events
• RSVP for events
• See the member directory
• Participate in group activities

Creating Custom Roles

Create specialized roles that fit your group's unique needs.

Access Role Settings

1. Go to your group page
2. Click Settings in the group menu
3. Select Roles from the settings sidebar

Create a New Role

1. Click Create Role
2. Fill in the role details:
   • Name - A clear, descriptive name (e.g., "Volunteer Coordinator")
   • Description - Explain what this role is for
   • Color - Choose a color to identify this role
3. Select the permissions for this role
4. Click Save

Role Color

Choose a color that helps identify the role at a glance. Colors appear:

• Next to the role name in lists
• On member badges
• In the roles management page

Available Permissions

Permissions are organized into categories:

General

Permission	Description
View Group	See group content and member directory
Edit Group	Modify group settings and details

Events

Permission	Description
Create Events	Create new events for the group
Edit Events	Modify existing event details
Cancel Events	Cancel or delete events
Edit Event Pricing	Change ticket prices and add-ons
Manage RSVPs	View and manage event registrations
Take Attendance	Check in attendees at events

Members

Permission	Description
Approve Members	Accept or decline join requests
Manage Messages	Send announcements and communications
Manage Roles	Assign roles to group members

Billing

Permission	Description
Manage Payments	Process refunds and payment issues
View Payouts	See payout history and details
View Billing	Access billing information

Analytics

Permission	Description
View Analytics	See group and event statistics

Assigning Roles to Members

Assign a Role

1. Go to Members in your group
2. Find the member you want to update
3. Click on their name or the options menu
4. Select Change Role
5. Choose from:
   • Default roles (Member, Event Manager, Co-Leader)
   • Custom roles you've created
6. Click Save

Bulk Role Assignment

For multiple members:

1. Go to Members
2. Select members using checkboxes
3. Click Change Role from bulk actions
4. Choose the new role
5. Confirm the change

Editing Custom Roles

Modify a Role

1. Go to Settings > Roles
2. Find the role you want to edit
3. Click the Edit (pencil) icon
4. Update the name, description, color, or permissions
5. Click Save

Permission Changes

When you change a role's permissions, the changes apply immediately to all members with that role.

Edit System Roles

System roles (Owner, Co-Leader, Event Manager, Member) can be customized:

• You can modify their permissions
• You cannot delete them
• Only Owners can edit system roles

Duplicating Roles

Create a new role based on an existing one:

1. Go to Settings > Roles
2. Find the role to duplicate
3. Click the Duplicate (copy) icon
4. Modify the name and permissions as needed
5. Click Save

This is useful when:

• Creating similar roles with slight variations
• Starting from a system role's permissions
• Setting up multiple event coordinator roles

Deleting Custom Roles

Delete a Role

1. Go to Settings > Roles
2. Find the custom role to delete
3. Click the Delete (trash) icon
4. Confirm the deletion

Deletion Requirements

You can only delete a role if:

• It's a custom role (not a system role)
• No members are currently assigned to it

If members have the role, reassign them first:

1. Go to Members
2. Filter by the role you want to delete
3. Reassign each member to a different role
4. Return to Roles and delete

Best Practices

Designing Your Role Structure

Start simple:

• Use default roles until you have specific needs
• Add custom roles as your group grows

Common custom roles:

• Volunteer Coordinator - Manage events without billing access
• Social Media Manager - Send announcements only
• Treasurer - Billing and payments without event management
• Activity Lead - Create and manage specific event types

Permission Guidelines

Principle of least privilege:

• Give only the permissions needed for the role
• It's easier to add permissions than remove them

Sensitive permissions:

• Manage Payments - Can process refunds
• Manage Roles - Can change other members' access
• Edit Group - Can modify group settings

Role Documentation

For your team:

• Use clear, descriptive role names
• Add descriptions explaining each role's purpose
• Document any custom roles in your group's procedures

Troubleshooting

Member Can't Access a Feature

1. Check their assigned role
2. Verify the role has the required permission
3. If using a custom role, ensure all needed permissions are enabled

Can't Delete a Role

The role still has members assigned:

1. Go to Members and filter by the role
2. Reassign all members to different roles
3. Return to delete the role

Permission Not Working

1. Have the member log out and log back in
2. Check if the feature requires multiple permissions
3. Verify the role settings saved correctly

What's Next?

1. Manage Members - Assign roles to your members
2. Create Events - Set up events for your group
3. Analytics - View group statistics and reports