Making changes to permission groups can have serious implications for your organisation, your volunteers' data and your Assemble licensing costs. Please only proceed if you are confident with what you are doing. If you have any questions or hesitations, please contact Assemble support.
Who can see or do what in Assemble is determined by the permissions given to users (plus the impact of the team structure). Permissions are organised into groups.
Permission groups allow you to set up logical permission groupings for your organisation and assign them to role profiles. Roles profiles, in turn, are assigned to users. So, what features and functionalities users have access to is determined by the permission group assigned to the role(s) the user holds.
As default, Assemble will have the following permission groups configured:
- This is for users who will have the ability to change settings of Assemble for your organisation. It should only be assigned to a few well-trained users.
- This is for users who manage volunteers directly or require access to volunteers' records, but do not need full administrator access.
- This is usually aimed at users who are classed as volunteers without any supervisory functions within the organisation.
Please note that the above permission groups are the default ones in the system and you can create/edit as needed. However, as best practice we recommend keeping groups to the minimum to avoid everything becoming over-complex.
You cannot delete a permission group that is in use. However, you can make as many changes as you want to the permissions in it.
Create new permission group
To add a new permission group, press the "Add group" button. You can then choose whether to create a totally new, blank permission group or use an existing one as the starting point. It's a good idea to use an existing group for volunteers when adding a new volunteer permission group so that you don't accidentally include a manager-level permission.
- Give your new permission group a name. Try to keep this concise but easily identifiable: eg "Volunteer - Shop Supervisor"
- Provide a little more detail so that everyone is clear who this permission group is for eg "This is for volunteers who manage other volunteers within their shops".
- Enable two factor authentication (2FA).
- If this is ticked, then users with this permission group will have to use two factor authentication.
To edit the permissions assigned to permission group, select the "Edit permissions" on the "Actions" drop-down next to the desired permission group. This will load up the permissions that are available on Assemble where you can tick/untick permissions as necessary.
For further information, please read the permissions article.
Edit permission group
This allows you edit the name and description of a permission group and whether or not two factor authentication is enforced. Please note that if two factor authentication is enforced by Assemble, then it will not be possible to untick this option. This is built into the system for specific permissions that are clearly identified with a yellow 2FA tag.
Delete permission group
You can only delete a permission group that is not assigned to any role profiles.
- Organisation Management: Manage permission groups