Admin groups

An Admin Group decides which records its members can see and change. Each group has members and one or more Data Access Rules. Every administrator is in the Default Group, and someone in several groups gets the widest access any of them allows.

Before you start

You need Can manage Admin Groups to see People > Admin groups. Without it the menu entry is not shown, and the page cannot be opened. If someone has just given you the permission, reload the page to see the entry.

See your Admin Groups

1. Go to People > Admin groups.
2. The list shows each group's name, its number of members and its number of Data Access Rules.
3. Select a group's name to open it.

The Default Group is always first and carries a Default badge. The other groups follow in alphabetical order. If your organisation has no other group yet, the Default Group is the only row.

A group with a Managed by Outcomes badge was set up for an Epic's captains or readers. Backed keeps its members up to date from the Epic, so change who is on the Epic rather than the group.

On a phone the list shows each group's name and counts only; the badges appear on a wider screen.

Add a group

1. Go to People > Admin groups and select Add Group. The button is shown only when you can create groups.
2. Enter a Name of up to 100 characters. No other group in your organisation can have the same name, whatever its capitals.
3. Under Members, use Find an Administrator to search by name or email, and tick each Administrator to add. The number you have ticked shows beside the list, for example 3 selected. Administrators who are disabled or removed from your organisation are marked Disabled or Removed.
4. Under Data Access Rules, set the access the group gives. A new group starts with one rule; see Set what a group can see.
5. Select Save. Backed confirms the group was created, and it appears in the list.

A group needs at least one Data Access Rule. Members get the group's access on top of the access their other groups already give them.

Open a group

Select a group's name in the list. Its page shows the group's name, its members and each of its Data Access Rules, and you change any of them on the same page and select Save. Select Cancel to leave without saving.

If someone else saved the group while you had it open, Backed does not save your changes and shows "Someone else saved this group. Reload to see their changes." Reload the page, then make your change again.

Change who is in a group

1. Open the group.
2. Under Members, tick an Administrator to add them, or untick them to take them out.
3. Select Save.

Taking someone out of a group never removes their account or their other groups. The change applies the next time they open a page.

Set what a group can see

Each Data Access Rule sets an access level for each type of record, and the rounds it covers.

1. Open the group, or start a new one.
2. In a rule, choose a level for each type of record: Applicants, Funding Rounds, Applications, Assessments, Conditions, Milestones, Contracts, Payments and Internal Comments (your organisation's own terms if you've renamed them). Each is Full Access, Read Only or No Access.
3. Under Criteria, choose which records the rule covers:
   • Any Criteria: every record of these types in your organisation.
   • Specific Funding Rounds: only the records in the Funding Categories, Funding Rounds and Programs you tick. Funding Rounds are grouped by their category, with each round's stages indented beneath it, and an archived round is marked Archived.
4. Select Save.

Full Access lets members see and change the records. Read Only lets them see the records but not change them. No Access hides the records entirely, as though they were not there.

Ticking a Funding Category also covers rounds added to that category later, so you don't need to come back to the group each time a round is created.

A Specific Funding Rounds rule covers an Applicant through its Applications: the rule reaches an Applicant that owns an Application in one of its rounds, a draft included, and an Applicant in several rounds is reached under any one of them. An Applicant with no Application, and work that names no Applicant such as Add Applicant and Import Applicants, are reached only by Any Criteria. Verifiers own no Applications, so they too are reached only by Any Criteria.

To cover different rounds at different levels, select Add Data Access Rule. A new rule starts at No Access for every type of record, with Any Criteria. Select Remove rule on a rule to take it away; it is shown while the group has more than one rule.

When your organisation uses Outcomes, a group other than the Default Group also has an Outcomes level.

When someone is in several groups

An Administrator in several groups, or covered by several rules, gets the widest access any of them allows. A No Access group never takes access away that another group gives. To narrow what someone can see, lower the access of every group they are in, including the Default Group.

Delete a group

1. Open the group and select Delete group.
2. Backed asks "Delete <name>? Its members keep their accounts and their other groups. This cannot be undone."
3. Confirm to delete it. Backed confirms the group was deleted.

Delete group is shown only when you can delete groups. The Default Group cannot be deleted.

The Default Group

Every Administrator is in the Default Group, and new Administrators join it automatically, so its members are fixed and the page says "Every Administrator is in the Default Group." It also keeps its name.

The Default Group starts with one rule giving Full Access to every type of record with Any Criteria. While it does, every Administrator can see everything, whatever other groups they are in. To restrict access, give the people who need wider access their own group, then lower the Default Group's rule. You can change the Default Group's Data Access Rules, but it cannot give access to Outcomes; give Outcomes access through another group.

Groups Backed manages

A group with a Managed by Outcomes badge was set up for an Epic's captains or readers. Its page is read-only: Backed keeps its members up to date from its Epic, so change who is on the Epic rather than the group. It cannot be edited or deleted here.

See also

• Administrators and permissions
• Access configurations and role profiles
• Your team