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RescueGroups.org's security features allow you to grant restricted access to the features of your service to other members of your organization.

When your account was created, one person was given full administrative (Site Admin) permissions. That person can then grant permission to other volunteers.

For example, one of your volunteers may need to add new animals but does not need to add animal Journal entries or add new News items. You can give that user only the permissions he or she needs to do their job.

role is a task a volunteer performs; permissions give them the capability to do the task and are connected to the role.  Roles are assigned to a volunteer's User Login Account.

IMPORTANT

Depending on the service you are using, you may be able to make use of all or only some of the roles and permissions outlined in this chapter.  If you are having trouble with any of this information, please fill out a support ticket so that we can help you.

Where do I find it?

You can assign roles to the User Login Accounts of your volunteers by going to Contacts > User Login Accounts.


The following security roles are available to assign to User Login Accounts. Find the description of the activities you want your volunteer to perform, and then assign the corresponding role.

All of your organization's helpers with the role of Volunteer, that is, anyone with a RescueGroups.org login who is assigned at least one volunteer-level role, is able to access some of your basic information about Contacts and Animals. See the Volunteer role information in the table below.

Role Name

Activities the volunteer can perform

Accounting Admin

Manages invoices and payments online

AdopterAccess their My Rescue page (Website Service only) and view any online forms they have submitted, animals they have sponsored, and favorite animals and breeds

Animal Add

Please also see the Animal Admin role, below.

  • Add, edit, and delete animal entries
  • Add and edit animal templates
  • Upload, view, and print animal files
  • Add animal relationships
  • Add an adoption for an animal
  • Manages meet requests for the animals
  • Manage Rainbow Bridge entries
  • Manage custom special lists
  • View animal history
  • Create adoption contract PDF
  • View a contact's adoption history

Animal Admin

Manages all facets of the organization's animals, including all of the activities for the Animal Add role, plus:

  • Configure animal options
  • Set fields to "required"
  • Enable and disable fields
  • Update multiple animals (mass update of animals)
  • Delete animal files
  • Manage animal sponsorships
  • Can create and manage Pet Adoption Toolkits 

Animal Attendance Admin

Updates animal event attendance

NOTE: This role is being remodeled. At this time, please also add the Animal Add role for your volunteer in order to completely manage event attendance.

With both roles, this volunteer can:

  • View animal attendance
  • Add, edit, and delete animal attendance information

Animal Foster Update

Can update their own foster animals as well as mark them deleted, but cannot add animals to the organization's account.

Animal Network AdminCan view any animals that are shared in the Animal Network

Animal Picture User

Can upload pictures to the animal detail pages on the organization's website.

Board of Directors

Members of the Board of Directors

Calls Admin

Adds and modifies call information as well as emails the contact

Calls Operator

Updates calls assigned to them, but not all calls

Campaign Admin

Administers campaigns

Certificates Admin

Can create, void and run reports on certificates
NOTE: This role is in place for future expansion and has no use in the current features for your account.

Certificates User

Can create and print certificates
NOTE: This role is in place for future expansion and has no use in the current features for your account.

Colony Admin

Can update animals, caretakers and journal information related to Colonies

Contacts Add

Add contacts
Can assign a contact to a Contacts Group

Contacts Admin

Add and edit contacts
Can add and edit custom Contacts Groups
Can remove a contact from a Contacts Group

Content Admin

Volunteers who can update content on the website

Doc Admin

Can add, and delete website files (this role is only pertinent to the Website Service)
Does not pertain to animal files

Document User

Can view website files (this role is only pertinent to the Website Service)

Email Services Admin

Can manage Email Hosting services for your organization

Event Admin

Add, update, and delete events

ExtsyncAdmin

The external synchronization admin can view, change, enable, and disable all animal exports. However, this role is only pertinent to the Website Service. Outside of the Website Service, the Animal Add role can view exports, but only the Site Admin can change, enable, or disable animal exports. 

Guestbook Admin

Can edit and delete guestbook entries posted by guests

Image Admin

Uploads or deletes images

Image User

Uploads images

Inventory Admin

Manages physical inventory and loaner equipment

Journal Admin

Adds, updates, and deletes medical information or any other journal entry information

Journal User

View journal entries

Look and Feel Admin

Manages the layout selection, logo, custom CSS and color selections for your Website Service

Media Admin

Add, update, and delete animal pictures and other media

News Admin

Add and delete news items

Online Form Admin

  • Sets up and configures online forms
  • Manages online forms questions
  • Manages steps for a submitted form
  • Can view all submitted forms
  • Can view all comments on submitted forms
  • Can comment on submitted forms
  • Can assign a submitted form
  • Can change submitted form status
  • Can contact applicant through form
  • Can complete a form for a contact
  • Can create, edit and run Online Forms reports with the Website Service
  • Can share blank PDF of online forms
  • Can edit submitted form answers

Online Form Manager

  • Can view all submitted forms
  • Can view all comments on submitted forms
  • Can comment on submitted forms
  • Can assign a submitted form
  • Can change submitted form status
  • Can contact applicant through form
  • Can complete a form for a contact
  • Can change Pass/Fail status of step
  • Can run reports with the Website Service

Online Form Reviewer

  • Can view all submitted forms
  • Can view all comments on submitted forms
  • Can comment on submitted forms
  • Can assign a submitted form
  • Can change submitted form status
  • Can contact applicant through the form
  • Can run reports with the Website Service

Online Form User

  • Can view all submitted forms
  • Can view all comments on submitted forms
  • Can comment on submitted forms
  • Can assign a submitted form
  • Can change submitted form status
  • Can contact applicant through the form
  • Can complete a form for a contact
  • Can change Pass/Fail status of step
  • Can run reports with the Website Service

Photogallery Admin

Can add, delete, and reorder photo gallery pictures

Memorials Admin
(Rainbow Bridge)

Can add and delete memorials and upload pictures to memorials

Reports

Can create and run reports

Shop Admin

Administers the organization's online store

Site Admin

Includes all permissions for all roles, and also includes permission to administer users, layout, custom pages, and can manage other RescueGroups.org services.

The Site Admin is the only role which can view and edit the Animal Description Header & Footer and Enable and Add Microchips.

Voicemail Admin

Can administer mailboxes and voicemail passwords

Volunteer

Can view all of the following:

  • All animal information listed on the animal's record, including that for deceased or adopted animals
  • Animal locations marked as private
  • (Website Service only) All animal files, including those marked as private, only when logged into your organization's website. Please note, without the website service, or to access animal files when not logged into the organization's website, a volunteer must also have the role of Animal Add.
  • Contacts
  • Animal foster information
  • All colonies
  • All adoptions
  • Volunteers-only pages
  • Adopters-only pages
  • Can view and print kennel cards

NOTE

When adding users to a security role, you may see the roles of Certificate Admin and Certificate User. These roles are in place for future expansion and have no use in the current features for your account.

You can see a report of everyone who has a permission on your Website account by going to Reports > Reports List and running the Users with Website Permissions report.


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