Administrators and permissions

People > Administrators lists everyone who administers your organisation. Each administrator holds a set of access permissions that decides which menus, pages and actions they see.

Before you start

You need Can access Users > Admins to open the list, and Can edit Permissions to change what someone else can do.

Invite an administrator

Go to People > Administrators and select Invite an Admin.
Enter their details.
Tick what they can do once they accept. Only an administrator with Can edit Permissions can choose; anyone else sees the permissions the new administrator will hold.
Untick any email they should not receive.
To give them access for a limited time, choose an Access expires on date. It is optional, and the earliest day you can choose is today in your organisation's time zone.
Send the invitation. They choose their own sign-in when they accept.

If the address belonged to an administrator who was removed from your organisation, they get back the permissions they held before as well as the ones you tick.

End someone's access on a date

Access expires on is also on Invite Assessor. When the invitation is accepted, the date moves to their access. They are emailed seven days before, and at the end of that day (11:59 pm in your organisation's time zone) they are disabled and can no longer sign in to your organisation. Enable them again to give their access back; that also clears the date.

If they are the last owner, or the only person who can manage administrators, their access is not ended. The owners and the person are told in Backed instead, with a link to People > Administrators.

You need both Can access Users and Can access Users > Admins to see the Export menu at the top of People > Administrators.

Export access review makes a CSV of everyone with access to your organisation: their role, Admin Groups, permissions, two-factor, single sign-on, last sign-in, when their access expires and whether it has expired.
Export login history makes a CSV of every sign-in to your organisation between a From and a To date. It goes back 13 months, so a start date older than that is refused.

Select Export CSV, wait while the file is prepared, then select Download. The file is kept for 24 hours. Each export is recorded in your organisation's audit log.

View an administrator

Select View on a row to open their page: Details, Signature, Approval Limits, Activity (when they were created, accepted their invitation and last signed in) and the Assessments assigned to them. An email address they have not confirmed is marked Unconfirmed; emails are still sent to it. Select Profile on a row to open their profile, with every role they hold in your organisation in one place.

From their page you can:

Send sign-in link to email them a link to sign in.
Disable them. They can no longer sign in to your organisation; their account and permissions are kept and you can Enable them again at any time.
Delete them from your organisation. Their account, their other organisations and the records they worked on are kept. Open tasks assigned to them are marked complete.

Edit an administrator and their permissions

Select Edit on their page.
Under Details, change their Name or Role. The role is their title in your organisation, such as Grants Manager; it does not change what they can do. If they rank above you, you cannot edit their details.
Under Signature, upload a PNG or JPEG of up to 2 MB. Letters and contracts generated after you change it use the new one.
Under Access Permissions, tick and untick permissions. They are grouped as Applications, Grants and Assessments, Contracts, Milestones and Payments, Reviews and Reports and Users and Settings. Some are marked Off by default; an owner always keeps the permissions marked An owner always keeps this. Can manage the Rounds profile makes someone an owner of your organisation's page on Rounds; see Your Rounds profile.
Select Save. You see Access permissions saved.

Check your own access

Open Your account from your account menu and select the My access tab to see the permissions you hold. Every administrator can see their own, whatever else they hold. An old link to /access-permissions opens the same tab.