Home

Download this help site
(PDF 80MB)

Download

Managing site administrators

Site administrators can perform administrative functions such as modifying site pages, adding events, and customizing the contact database. Administrator can log in and access the admin backend – an area reserved for site and account administration, and not seen by ordinary members or visitors to your site.

Icon

Site administrators should not be confused with bundle administrators.

You can designate any contact as an administrator, and grant them full or partial administrative privileges. If you designate a member as an administrator, the member can switch back and forth between admin view and member view. If you designate a contact who is not a member as an administrator, the contact can switch back and forth between admin view and public view. For more information on switching between views, see Switching between admin and public views.

Adding an administrator

You can designate any contact in your database – whether a member or not – as an administrator. If you want to add someone as an administrator who is not in your contact database, simply add them as a non-member contact.

Administrators can be granted full or partial administrative privileges.

Icon

The number of administrators you can add depends on your billing plan.

To grant administrative access privileges to a contact, follow these steps:

 Read more/less
  1. Hover over the Contacts menu and select the List option.
  2. Display the contact record of the contact to be granted admin access.
  3. Click the Edit button to the right of the Login details heading. 

  4. From the Edit login options screen, choose the access privileges to be granted to the contact. 



    You can choose from the following options:

    Option

    Description

    No administrative privileges

    Select this option to remove admin access for existing administrators.

    Account administrator (Full access)

    Grants full access to all administrative functions. Take care when granting this level of access since full admins can delete other admins and even the entire site.

    Account administrator (Read-only access)

    Allows viewing of nearly everything in the admin backend without being able to make any changes.

    Limited access

    Provides administrative access to selected Wild Apricot modules. Use this option if you have dedicated personnel in charge of events, memberships, editing webpages, or managing donations. With this option selected, you can limit access to one of the following roles:

    Membership manager – can create new contacts, modify all existing ones
    Event manager – can create and manage all events
    Donations manager – can manage all donations
    Website editor – can modify your website pages. With this option selected, you can provide access to all pages on your site or to selected pages. When you grant access to a page, you automatically grant access to all of its child or sub pages.

  5. Click the Save button.

When a contact is granted administrator privileges, an email is sent to the contact with links to more information about managing Wild Apricot sites.

Features by admin access level

The following table summarizes what each different type of administrator is allowed to see and/or change:

Visual settings

 Read more/less

 

Full admin

Read-only admin

Membership manager

Event manager

Donations manager

Website editor

Restricted website editor

Change visual theme

Yes

 

 

 

 

Yes

 

Customize colors and styles

Yes

Read-only

 

 

 

Yes

 

CSS customization

Yes

Read-only

 

 

 

Yes

 

Theme overrides

Yes

 

 

 

 

 

 

File management

Yes

 

 

 

 

Yes

Yes

Page management

 Read more/less

 

Full admin

Read-only admin

Membership manager

Event manager

Donations manager

Website editor

Restricted website editor

View site pages

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Add/edit/trash pages

Yes

 

 

 

 

Yes

Only allowed pages or subpages

View templates

Yes

Yes

 

 

 

Yes

Yes

Add/edit/trash templates

Yes

 

 

 

 

Yes

 

Reorder pages

Yes

 

 

 

 

Yes

Only allowed pages or subpages

View system pages

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Edit system pages

Yes

 

 

 

 

Yes

 

View page/template change history

Yes

Yes

 

 

 

Yes

 

Restore page/template version

Yes

 

 

 

 

Yes

 

View trash

Yes

Yes

 

 

 

Yes

Only allowed pages or subpages

Restore from trash

Yes

 

 

 

 

Yes

Only allowed pages or subpages

Empty trash

Yes

 

 

 

 

Yes

Only allowed pages or subpages

Contacts management

 Read more/less

 

Full admin

Read-only admin

Membership manager

Event manager

Donations manager

Website editor

Restricted website editor

View contacts tab

Yes

Yes

Yes

Yes

Yes

 

 

Customize contact fields

Yes

Read-only

Yes

 

 

 

 

Add new contact

Yes

 

Yes

Yes

Yes

 

 

Archive contact

Yes

 

Yes

 

 

 

 

Delete contact

Yes

 

Yes

 

 

 

 

Add/edit access role/delete administrators

Yes

 

 

 

 

 

 

View contact details (summary, all tabs)

Yes

Yes

Yes

Yes

Yes

 

 

View Financial transactions link  

Yes

Yes

Yes

Yes

Yes

 

 

Generate Account statement report

Yes

Yes

Yes

Yes

Yes

 

 

Edit contact/membership card (Contact details tab)

Yes

 

Yes

Yes

Yes

 

 

Edit login details (Contact details tab)

Yes

 

Yes (excluding admins)

 

 

 

 

Edit internal use (Contact details tab)

Yes

 

Yes

 

 

 

 

Assign/Edit membership (Membership tab)

Yes

 

Yes

 

 

 

 

Renew membership (Membership tab)

Yes

 

Yes

 

 

 

 

Actions from warning boxes (Membership tab)

Yes

 

Yes

 

 

 

 

Suspend/resume membership (Membership tab)

Yes

 

Yes

 

 

 

 

Add to bundle (Membership tab)

Yes

 

Yes

 

 

 

 

Add member to bundle (Membership tab)

Yes

 

Yes

 

 

 

 

Record event registration (Events tab)

Yes

 

Yes

Yes

 

 

 

Record payment for unpaid registration   (Events tab)

Yes

 

Yes

Yes

Yes

 

 

Cancel registration/Confirm registration without invoice   (Events tab)

Yes

 

 

Yes

 

 

 

Record donation (Donations tab)

Yes

 

Yes

 

Yes

 

 

Edit contact's email preferences (Email settings tab)

Yes

 

Yes

 

 

 

 

Disable all emails for a contact (Email settings tab)

Yes

 

Yes

 

 

 

 

Change a contact's Event announcements preference (Email settings tab)

Yes

 

Yes

 

 

 

 

Change a contact's Email blasts preference (Email settings tab)

Yes

 

Yes

 

 

 

 

Change a contact's forum/topic subscriptions (Email settings tab)

Yes

 

Yes

 

 

 

 

Edit privacy settings (Privacy tab)

Yes

 

Yes

 

 

 

 

View full contact list

Yes

Yes

Yes

Yes

Yes

 

 

Record payment (contact list)

Yes

 

Yes

Yes

Yes

 

 

Save searches

Yes

Yes

Yes

 

 

 

 

Run saved searches

Yes

Yes

Yes

Yes

Yes

 

 

Export contacts

Yes

Yes

Yes

Yes (excluding Internal use fields)

Yes (excluding Internal use fields)

 

 

Email contacts

Yes

 

Yes

Yes

Yes

 

 

Import contacts

Yes

 

Yes

 

 

 

 

Delete all contacts

Yes

 

 

 

 

 

 

Members management

 Read more/less

 

Full admin

Read-only admin

Membership manager

Event manager

Donations manager

Website editor

Restricted website editor

View members tab

Yes

Yes

Yes

 

 

 

 

View member list

Yes

Yes

Yes

 

 

 

 

Save & rerun saved searches

Yes

Yes

Yes

 

 

 

 

Customize membership fields

Yes

Read-only

Yes

 

 

 

 

Add/edit/delete member levels

Yes

Read-only

Yes

 

 

 

 

Add/edit/manage/delete groups

Yes

Read-only

Yes

 

 

 

 

Customize member profile display settings

Yes

Read-only

Yes

 

 

 

 

Customize automatic member renewals

Yes

Read-only

Yes

 

 

 

 

Customize member application workflow and emails

Yes

Read-only

Yes

 

 

 

 

Create/edit search result layouts

Yes

Read-only

Yes

 

 

 

 

Discount codes for membership

Yes

Read-only

Yes

 

 

 

 

Extra costs for member application form

Yes

Read-only

Yes

 

 

 

 

Customize member directory settings

Yes

 

 

 

 

Yes

Yes (if allowed)

Edit member photo album

Yes

 

Yes

 

 

 

 

Events management

 Read more/less

 

Full admin

Read-only admin

Membership manager

Event manager

Donations manager

Website editor

Restricted website editor

Customize event list settings

Yes

 

 

Yes

 

Yes

Yes (if allowed)

View events tab

Yes

Yes

 

Yes

 

 

 

Add/edit/delete event

Yes

 

 

Yes

 

 

 

Customize event registration form

Yes

 

 

Yes

 

 

 

Add/edit/delete event registration types

Yes

 

 

Yes

 

 

 

Add attendee

Yes

 

Yes

Yes

 

 

 

Edit/cancel/delete event registration

Yes

 

 

Yes

 

 

 

Add guest

Yes

 

Yes

Yes

 

 

 

Generate invoice/record payment

Yes

 

Yes

Yes

Yes

 

 

Confirm without invoice

Yes

 

 

Yes

 

 

 

Restore canceled registration

Yes

 

 

Yes

 

 

 

Send notification to attendee

Yes

 

 

Yes

 

 

 

Export event attendees

Yes

Yes

 

Yes

 

 

 

Email event attendees

Yes

 

 

Yes

 

 

 

Customize event registration emails

Yes

Read-only

 

Yes

 

 

 

View event payment report

Yes

Yes

 

Yes

 

 

 

Generate event registration report

Yes

Yes

 

Yes

 

 

 

Tracking event attendeesYesRead-only Yes  

Donations management

 Read more/less

 

Full admin

Read-only admin

Membership manager

Event manager

Donations manager

Website editor

Restricted website editor

View donations tab

Yes

Yes

 

 

Yes

 

 

Customize donation confirmation email

Yes

Read-only

 

 

Yes

 

 

Export donations

Yes

Yes

 

 

Yes

 

 

Record donation

Yes

 

Yes

 

Yes

 

 

Edit/delete donation

Yes

 

 

 

Yes

 

 

Refund donation

Yes

 

Yes

Yes

Yes

 

 

Preview/print email/donation receipt

Yes

Yes (except email)

Yes

Yes

Yes

 

 

Customize donation fields

Yes

Read-only

 

 

Yes

 

 

Financial management

 Read more/less

 

Full admin

Read-only admin

Membership manager

Event manager

Donations manager

Website editor

Restricted website editor

View invoices/payments list

Yes

Yes

Yes

Yes

Yes

 

 

Export invoices/payments

Yes

Yes

Yes

 

 

 

 

Add/view/edit/delete invoice

Yes

View-only

Yes

Yes

Yes

 

 

Preview/print/email invoice

Yes

Yes (except email)

Yes

Yes

Yes

 

 

Record/view/edit/delete payment

Yes

View- only

Yes

Yes

Yes

 

 

Settle/unsettle payment

Yes

 

Yes

Yes

Yes

 

 

Preview/print/email payment receipt

Yes

Yes (except email)

Yes

Yes

Yes

 

 

Add/view/edit/delete refund

Yes

View- only

Yes

Yes

Yes

 

 

View activity log/entry details

Yes

Yes

Yes

Yes

Yes

 

 

View/generate/ export  reports
(Income, Payments etc)

Yes

Yes

Yes

Yes

Yes

 

 

View/customize invoice

Yes

Read-only

Yes

Yes

 

 

 

View/customize payment receipt

Yes

Read-only

Yes

Yes

 

 

 

View/customize donation receipt

Yes

Read-only

 

 

Yes

 

 

View/edit payment settings

Yes

Read-only

 

 

 

 

 

Tender management

Yes

Read-only

 

 

 

 

 

Account and billing

 Read more/less

 

Full admin

Read-only admin

Membership manager

Event manager

Donations manager

Website editor

Restricted website editor

View/edit organization details

Yes

Read-only

 

 

 

 

 

Account and Billing

Yes

Read-only

 

 

 

 

 

Upgrade account

Yes

 

 

 

 

 

 

Change billing plan

Yes

 

 

 

 

 

 

Change billing contact

Yes

 

 

 

 

 

 

Change credit card details

Yes

 

 

 

 

 

 

Delete account

Yes

 

 

 

 

 

 

Other functionality

 Read more/less

 

Full admin

Read-only admin

Membership manager

Event manager

Donations manager

Website editor

Restricted website editor

Domain name management

Yes

Read-only

 

 

 

 

 

Global Javascript (Web analytic integration)

Yes

Read-only

 

 

 

 

 

Get widgets code

Yes

Yes

 

 

 

Yes

 

View log of email blasts/drafts, use email drafts

Yes

Read-only

Yes

Yes

Yes

 

 

View referrals section, send email invitation

Yes

Yes

 

 

 

 

 

Meta tags (for search engines)

Yes

Read-only

 

 

 

 

 

Anti-spam settings (Captcha)

Yes

Read-only

 

 

 

 

 

Authorization required message

Yes

Read-only

 

 

 

 

 

Routing of system emails

Yes

Read-only

 

 

 

 

 

Searching for administrators

To view a list of currently assigned administrators, follow these steps:

 Read more/less
  1. Hover over the Contacts menu and select the List option.
  2. On the Simple search page, click the Filter drop-down list and select Administrators

Within any contact list, administrators have a star icon appearing beside their name.

To narrow the list to display only certain types of administrators, you can enter the administrator type – e.g. "membership manager" – in the Search field. 


Video: Managing site administrators (4:10)

On this page: 

See also:

 
Wild Apricot Inc. 144 Front Street West Suite 725, Toronto, Ontario, Canada M5J 2L7