Administrator Tools and Resources

Creating and Assigning Admin Roles

These terms define how the platform rules work in relation to admin roles and permissions:

Full-access Admin: an admin with the ability to create, edit, and delete all information related to the group. There is at least one person within a group with this role, and it is initially assigned to the person who created the group.  This is the only role wherein the permissions are not editable.

Admin: a person who has been assigned an administrative role within the group with view and/or edit permissions.

Role: a set of permissions defined by the full-access admin or another admin with role management permissions, and assigned to admins of the group.

Feature: a distinct service relating to a set of actions that can be taken on the platform.

Permissions: rules within each feature that determine whether an admin can only view items within that feature or whether they can also edit the items.

How do I create and assign a new admin role?

Each group has at least one full-access admin. This role is initially assigned to the person who created the group.  A full-access admin can assign this role to other admins as well as edit others’ permissions and roles. To help manage your organization, you can assign an unlimited number of admins and create an unlimited number of roles.

Important note: Users with the full-access admin role (or the role management feature as part of their role) are able to remove roles from other admins, which could inadvertently prevent them from being able to manage the group. Do not assign the full-access admin role or the role management feature to anyone unless you want him or her to have the ability to revoke other admin’s roles.

1. On the left navigation bar, click Admins

2. Click the Add a New Role button on the top right

3. Type the name of your role in the Role Name field
4. Select the features you want the admin to have access to

• When selected, the permissions associated with the feature appears. The default permissions is set to Edit & View.

5. If you desire to only assign view permissions, select Only View
6. Click the Save & Close button at the bottom

Note: Membership is the only admin role with a third option besides Edit and View and Only View. This role has an Assign Offline Payments permission that can also be assigned. 

How to assign an existing admin role:

1. On the left navigation bar, click Admins
2. Select the gear icon for the role you’d like to assign or edit
3. Click Add This Role to Members from the dropdown menu

4. Select the checkbox next to the member(s) you want to assign the role to
5. Click Assign Role to Selected Members at the bottom right

•  On the View Leaders page you will be redirected to, you will need to send the activation email to the admin(s) you have assigned. The admin(s) will need to access this email to claim and activate their administrative account.

6. Click the Send Activation Email button for the admin(s) you wish to activate

• An onscreen notification will appear to confirm that the email has been sent. Close the notification to return to the View Leaders page.

Sample email:

Once admins claim their account, they will be able to access the admin portal.

How to edit an existing admin role:

1. On the left navigation bar, click Admins
2. For the role you wish to edit, click the gear icon, then select Edit Role from the dropdown menu

• You will not be able to edit the Full-Access Admin role.

• You'll be taken to the Role Details page. Here you can change the role name, add or remove role features by checking or unchecking the box, as well as assign edit and view functions to the role.

3. Make desired edits to the role, then click Save & Close at the bottom to complete the process

Manage Bank Access for Administrators

You can selectively allow or restrict individual administrators from accessing the bank account settings. This is a good option for groups with multiple administrators who want added security when managing payment processing.

Follow these steps to create an admin role specific to an admin’s bank access:

1. Select Admins on the left navigation bar
2. Click the Add a New Role button on the top right
3. Title your role name

Example: You may want to make the title descriptive of an admin’s permissions, such as “Bank access view only” or “Bank access edit.”

4. Select the checkbox next to Bank Accounts

• When selected, the permissions associated with the feature appears. The default permissions is set to Edit & View.

5. If you desire to only assign view permissions, select Only View
6. Click the Save & Close button at the bottom
7. On the same row of the role you created, click the gear icon
8. In the dropdown menu, select Add this Role to Members
9. Select the checkbox next to the member you wish to assign the role to
10. Click the Assign Role to Selected Members button at the bottom

For more details on creating, editing, and assigning admin roles, please see Assign and Edit Admin Roles.

How Do I Alert Admins When a New Member Joins?

Admins whose emails are listed in the New Member Actions – Alerts section will receive an email notification whenever a member has joined your group on memberplanet or is requesting to join. This set-it-and-forget-it feature helps to ensure that your designated admins are made aware of anyone trying to join your organization. They won’t have to constantly monitor the membership database.

To set alerts:

1. On the left navigation bar, hover over Membership
2. Click on Membership Dashboard in the submenu
3. In the New Member Actions section, select Send an Alert When a Member Joins or Requests to Join

4. In the overlay, select the checkbox next to Send an Email Alert When Someone Requests to Join the Group
5. Type in email addresses to receive the alert and click Save

Member Portal Overview

As an admin it is beneficial to understand how the platform looks to your group members. Watch the video to get an understanding of the Member Portal.

Create a ‘Join Our Group’ Button for an External Site

As a group admin, you have many options to reach potential members, including through an external website. You can add a Join Our Group button to your site, which is one of the most effortless ways to get the word out without emailing.   

1. On the left navigation bar, click Membership
2. In the Get the Word Out section, select Create a Join Our Group Button for Your External Website

3. Admins have one of two options to select:

• Choose a Button: Use the dropdown menu to select the desired button text, then click on the color of your choice.
• Upload Your Own Image: Click the Choose Image button, and drag and drop your desired image into the allotted area, or click to browse and upload. Complete the prompts to upload and crop your image if needed, then click Get Code Snippet

Note: Recommended image size is 580 px wide or smaller.

4. Copy the entire HTML code provided and paste it into your website builder
5. Hit the Save & Close button

Each external website builder is different. Check out the customer support for your website hosting company for instructions on embedding the code.

How to View and Edit Recurring Payments

Recurring payments are already enabled by default when your group is set up. Recurring payments can also be edited or disabled by individual module. For example, recurring payments can be enabled for membership payments, and disabled for donations.

View and edit recurring payments

Disable a member’s recurring payment

View and edit recurring payments

If you want to edit or view recurring for any module, follow these steps:

1. Hover over the section on the left navigation bar you wish to edit, then click the manage link in the submenu (For example, hover over Donation Sites, then click Manage Donation Sites)
2. Select which event, donation campaign, or member you would like to view or edit recurring payments for
3. On the features list, click Manage Recurring and Installment Payment Options

4. Edit your recurring payment options

• You can disable/enable recurring payment options in the top row by clicking the Disable or Enable button.

• You have the option to choose the frequency default/custom options available to the payer: Monthly, Quarterly, Semi-Annually, or Annually

5. Click Save & Close

Disable a member’s recurring payment

Members are able to log on at any time to cancel or change the settings for recurring payments. Only the member making the payment has the ability to manage his or her personal recurring payments; administrators cannot act as a member's agent for this task. Below are the steps for members to access these options:

1. Hover over History on the left navigation bar, then click Recurring Payments
2. Click Recurring Payments tab
3. Click the gear icon beside the appropriate form and select View/Edit Details
4. From the form page, members have the option to edit payment amount and frequency, or to stop the payments

Glossary - Administrator Tools and Resources

Full-access Admin: an admin with the ability to create, edit, and delete all information related to the group. There is at least one person within a group with this role, and it is initially assigned to the person who created the group. This is the only role wherein the permissions are not editable.

Admin: a person who has been assigned an administrative role within the group with view and/or edit permissions.

Role: a set of permissions defined by the full-access admin or another admin with role management permissions, and assigned to admins of the group.

Feature: a distinct service relating to a set of actions that can be taken on the platform.

Permissions: rules within each feature that determine whether an admin can only view items within that feature or whether they can also edit the items.