Conference Manager utilizes a number of roles in order to grant and restrict access to various components of the system. Every User has a role. The Roles tool can be found from the Tools menu, under Users.
To create a new role, click New Role. To edit an existing role, click on the role's name. Click Rename to assign a unique and descriptive name to the role. The characters < > & and # cannot be used in your role name. Next, click Change Permissions to add or remove Tool Permissions for that role.
If you wish to delete the role, click Delete. There is no failsafe to prevent accidental deletion of a role. It is not possible to delete a role that has users; if you wish to delete such a role first you must change the users attached to that role to a different role.
Each role grants users access to a certain array of tools. Each role can have a different set of tool permissions. Tick the box next to the tool name and save changes to assign a tool or tools to a role. Assigning a tool permission to a role will allow users who have that role to use all of the administrative options available to that tool, so it is recommended that admins choose Tool Permissions carefully, especially for the Default Role.
The tool permissions in your community will depend on which components of the Conference Manager system your conference uses. A full list of tools in the Conference Manager system is available on the Tool Numbers list.
Administrator roles are default roles that are created when a new community is created. By default, administrators have access to every tool available in your community. Which tools will depend on the terms of your Conference Manager contract. It is possible to alter the tool permissions for administrators, however it is highly discouraged.
The Public role will automatically be set as the Default Role for a new community. The Public role does not include any Tool Permissions. Users with the Public role will still be able to access the following functions and tools (see Tool Numbers for full explanation of all TID numbers)
The Reviewer role is a role which is created by default in communities which include the Abstract Management Tool options. This role has permission to access the Abstract Review tool (TID 61), as well as the functions available to users in the Public role. Additional permissions can be added to this role if necessary.
When a new user creates an account using the Membership Form, they are assigned to the Public role. Once they have completed payment for their membership, they are assigned to a new role. The role for paid members is defined by the administrator on page 2 of the Membership Form - Setup tool. It is not possible to renew a membership by changing a user's role to the paid membership role; renewing a membership can only be done using the Membership Form tool.
If your organization renews memberships to a certain date (e.g., all current memberships expire on December 31), you may opt to create an additional role for expired members in order to facilitate communication by role. Changing users to this role will not be automatic on expiration of their membership.
Administrators can create custom roles to satisfy necessary categories for their organization. For example, a designer might need access to the Community Skin, Edit Conference, Email Generator, and Manage Content tools only. Accordingly, a custom role can be created for them with access to these tools. Custom roles are recommended for any user who will require specific access to small components of the conference.
To see a list of all the people currently subscribed to a certain role, click on the number in the Users column for that role name. This will produce the Manage Users page, with a filter applied to show only the users from that role.
Default Roles are the roles which new users in your community are assigned to upon creation of their user account. The standard Default Role is Public. To change the Default Role to a different role simply rename the default role. You can also change the role that a user is given when they complete the Membership Form. See Membership Form - Setup for more information.