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Setting Up Sub-Admin Roles

Setting Up Sub-Admin Roles

Also searched as: delegate admin access, additional admins, limited admin access, assign staff permissions

Sub-Admin roles let full Admins delegate parts of their community management duties to other members, without giving them full administrative access. Only full Admins can view and change all features.

Full-Access vs. Limited-Access
  • Full-Access Sub-Admin – Can work on all aspects of a feature they're assigned to (e.g., create and edit all custom forms, and manage submissions to any of them).
  • Limited-Access Sub-Admin – Can only work on the *specific* items they're assigned to within a feature (e.g., only certain forms, not all of them). Only Admins and Full-Access Sub-Admins can create new items (like a new form or folder) in the first place.

Note: Each member can only be assigned to one Sub-Admin role, so plan your roles carefully before assigning people.

 How to Create a New Sub-Admin Role

Search terms: new role, add sub-admin, create admin role

  1. Click Membership, then Sub-Admin Roles.
  2. Click + New Role to open Add New Sub-Admin Role.
  3. Enter a Name and Description (both required) that make clear what the role does.
  4. Check the box next to each feature you want this role to include.
  5. In Role Members, click the box and select the member(s) to assign to this role from the dropdown (shown with their email addresses).
  6. Click View Summary to review, then:
    • Back to make changes, or
    • Save Sub-Admin to finish.

 Setting Full vs. Limited Access

Search terms: access management, permission level, full access, limited access

If the role includes features that support both access levels, the Sub-Admin Access Management window opens automatically after you click Save Sub-Admin.

  1. For each feature, set the radio button to Full Access or Limited Access.
  2. For Limited Access, you must also assign the Sub-Admin to the specific items (e.g., specific amenity, calendar, form, or document folder):
    • Open that individual item.
    • In the Actions column, choose Access Management.
    • Check the box next to the Sub-Admin's name.
  3. Click Save to finish, or Cancel to abandon the change.

### Features That Can Be Full or Limited Access

  • Amenities
  • Calendars
  • Committees
  • Custom Forms
  • Document Repository
  • Events
  • Surveys and Polls
  • Ticketing System
### Features That Are Always Full Access Only
  • Help Desk
  • Member Form
  • Members
  • Newsfeed
  • Site Setup
  • Sponsorships
  • Violations

 How to Edit, Deactivate, or Delete a Role

Search terms: change sub-admin role, remove sub-admin, deactivate role

  • Click the Edit icon (pencil) in the Actions column to open Edit Sub-Admin Role and change any setting.
  • Click the Deactivate icon to make a role inactive without deleting it.
  • Click the Delete icon to remove a role permanently.
  • Turn on "Show Inactive" to view deactivated roles in the list.

 How to Search for Roles

You can search the Sub-Admin Roles list by:

  • Role name (full or partial)
  • Assigned member's name or email address (full or partial)
  • A specific feature assigned to the role

 How to Spot a Sub-Admin on the Members List

On the Members window, a Sub-Admin's entry shows "Member +" in the Role column. Click the blue "+" to open a window showing the role name, description, and its editing/access privileges.

 How to Review All Sub-Admins at Once

Click View All Sub-Admins to open the Sub-Admin Breakdown window. Click the disclosure triangle next to a person's name to see their assigned role and privileges.