Organising Team Access with Access Groups

An access group sets which campaigns a team member can see. You choose the campaigns once, give the group a name such as 'Southern Region', then give the access group to the people who need it. You don't have to pick campaigns one by one for every person.

Good to know:

• Changes to an access group apply to all its members straight away.
• A person sees every campaign from all their access groups, plus any specific campaigns you pick for them.
• Admins, and anyone with full access, always see every campaign.

Who it's for: charity staff with Administrator access. The Access Groups tab is hidden from everyone else.

Create an access group

1. Go to Settings > Team and click the Access Groups tab.
2. Click Create group.
3. Under Group name, type a clear name, for example 'Southern Region'. It can be up to 60 characters.
4. Under What members can see, tick what the group should include (see below).
5. Click Apply.

In What members can see:

• Tick a campaign group to include everything in it, including its sub-groups. Campaigns added to that campaign group later are included automatically.
• Tick single campaigns for anything else.
• Use the pills to show QR + Card Reader, Community or Silent Auction campaigns. One access group can include campaigns of every type.
• Use Search campaigns and groups to find something by name. Select all shown and Clear all are quick shortcuts.
• Click Selected to see only what you've ticked so far.

The line at the bottom shows what you've picked and how many campaigns that adds up to, for example '1 campaign group and 0 campaigns selected · 2 campaigns visible in total'.

The access groups list

Each access group shows how many campaigns and campaign groups it includes and how many members it has, for example '2 campaigns · 1 campaign group · 0 members'. Click Edit to change what it includes, or Delete to remove it.

Click the number of members to see who has the access group. You can see each person's role and when they last signed in, and search by name or email. People you've invited who haven't accepted yet join the group when they accept. You can see them under Invited Users.

Give a team member access

1. On the Portal Users tab (or Mobile App Users), find the person.
2. In their row, click the link next to Campaigns:. It shows their current access, for example All campaigns, and has a pencil icon.
3. Choose what they can see (see below).
4. Click Apply.

• Full access: turn this on and the person sees every campaign, including new ones. Turn it off to choose what they see.
• Access groups: tick one or more access groups. Click See who is in each group to check who already has them.
• Specific campaigns: tick campaign groups or single campaigns that this person needs on top of their access groups.

You don't need to tick a campaign under Specific campaigns if one of the person's access groups already covers it.

Admins always see every campaign, so their row shows All campaigns with no link.

Delete an access group

1. On the Access Groups tab, click Delete next to the group.
2. Click Yes, delete to confirm.

Members lose access to the group's campaigns, unless another access group or their specific campaigns still cover them. Anyone for whom this was their only access will see no campaigns until you give them access again.

Invite people with access groups

The single invite form doesn't have an access group field yet. To give access groups as you invite people, use bulk invite:

1. Go to Settings > Team. Next to Invite New User, click Invite in bulk.
2. Click Download the template. You can also click Download your access groups to get their exact names.
3. Fill in one row for each person. In the Access groups column, type each person's access groups exactly as they appear in Settings, separated by semicolons.
4. Upload the file and check the review.
5. Under For people already in your team, choose Add access groups to add to what they have now, or Replace access groups to swap their current access groups for the ones in the file.
6. Click Import (the button shows how many rows will be imported).

If you leave the Access groups column out of the file, people are invited without access groups. For more on inviting, see Invite People to Join Your Admin Panel.

See who can see a campaign group

On a campaign group's page, the Who can see this group card shows which access groups include it and how many team members that covers. Admins and anyone with full access can always see it. Click Manage access groups to go to the Access Groups tab.

Troubleshooting

• I can't see the Access Groups tab. Only Administrators can see it, and your plan needs to include access groups (Plus or Silent Auction).
• A team member can't see a campaign. Check their access groups and specific campaigns. If the campaign was moved to a different campaign group, their access group may no longer cover it.
• A team member sees no campaigns. They have no access groups or campaigns. Open their Campaigns: link and give them some, or turn on Full access.
• Bulk invite says access groups are part of the Plus plan. Remove the Access groups column to invite without them.

Related guides

• Organising campaigns into campaign groups
• Invite People to Join Your Admin Panel