Can I create a custom user role in getregistered?

Note - custom user roles can only be created in getregistered® if your organization has the RBAC feature enabled.

As an administrator in your organization, you have the ability to build customized user roles for you organization's events using the 'Roles' tab in your Team area. In this area you can both review the permissions of all default user roles as well as creating your own - please note that you can only create 'Member' user role types in the 'Roles' tab - for information on 'Member' user roles, please consult this article.

Accessing and interacting with the Roles area

To begin interacting with the 'Roles' area, select the 'Manage Users' option from your account menu:

On the following page, select the 'Roles' tab, and you should see something similar to the screenshot below:

On the main area of the page, you will see a grid displaying a list of all current user roles available within your organization. These are sorted alphabetically by default, and list each role's 'Type', 'Permissions' and 'Assignments', as well as a brief description.

A user role 'Type' is defined by whether it is a 'System' (default) or 'Custom' (manually created) user role - 'Custom' roles can be cloned, edited and deleted, but 'System' can only be viewed or cloned. The 'Permissions' column is a tally of the number of permissions granted to the user role, and 'Assignments' shows how how many users are actively assigned to the role.

All columns can be sorted ascending/descending, as well as being filtered where available.

To the left of the page, you will see the 'View Permissions Matrix' button, and at the top right of the page you will see the + New Role option, which is where you will click on when you wish to create a brand new role!

What is the Permissions Matrix?

When you select to view your organization's permission matrix, you will see something similar to the screenshot below:

The Permissions Matrix allows you to easily view the enabled permissions for user role at a glance, and easily compare roles to ensure that your custom roles have similar permissions if needed.

In this area, you will see a grid showing all permission sets available listed to the left of the grid, and each individual user role listed at the top of the grid. Above each user role will show a tally of selected permissions, and as you scroll down the grid, you can see the enabled permissions for the role represented by a ticked checkbox. We provide handy tool tips for each individual permission to help with understanding what the abilities and access the permission enables when selected.

You can easily compare roles by clicking on the selector at the top of the column and choosing the order of the roles you wish to be displayed in:

How do I create a new user role?

There are two methods to create a new user role - you can either create a brand new user role from scratch using the '+ New Role' button, or select to 'clone' an existing role by selecting the 'Clone' option under the 3 dots displayed inline with the user role you wish to clone from the 'Roles' grid:

When cloning a role, the permissions associated with the original role will be carried over to your new role. You can still change the permissions of the role (including those carried over), whereas creating a brand new role will require you to create the entire permissions set for the role yourself. All cloned user roles will be given a default name of 'ORIGINAL ROLE NAME (Copy)', eg 'Check-in Staff (Copy)' - this can be changed during cloning or after (by editing). Please note that each user role name must be unique, they cannot match the name of an existing role!

For this example, we will walk through how to create a new user role from scratch. There is very little difference in the steps you will need to take when either creating from scratch or cloning, with the exception of the permissions carried over when cloning.

So - to begin, click on the '+ New Role' button, and you will see the following page:

On this page you will be adding your user role 'Role Name' (mandatory field) and providing a description of the role (optional field).

Once you have populated these fields, click on 'Create Role', and you will be taken to the 'Permissions' page:

In the 'Permissions' area, you will now be selecting the permissions you wish to enable for the role. Each permission set is grouped under a menu, and some permission sets will have multiple menus nested within. Each individual permission has a handy tooltip displayed at the end of the row to help with identifying what the permission will allows the user to do - just hover over it to see what it does!

You can also search for specific permissions by entering a search term into the field at the top of the page:

To begin selecting permissions, click on the checkboxes displayed inline to the right of the permission row. To select all permissions in a permission set, click on the top checkbox, for individual permissions, select the relative checkbox displayed:

All permissions selected

Individual permissions selected

When you have selected all permissions you wish to save for the new user role, click on the 'Save Permissions' button at the top of the page. When you return to the 'Roles' page, you will now see your new user role displayed on the 'Roles' grid:

Congratulations - your new user role is now ready to be used! This can now be assigned to a user when editing or creating new users:

How do I manage a custom user role after I've created it?

To manage your custom user roles, simply enter the 'Roles' area and click on the 3 dots displayed at the end of the user role you wish to manage. You will then see a window displayed with the following options:

• Permissions - selecting this option will take you to the 'Permissions' page, where you enable/disable permissions for the user role.
• Edit - this option allows you to change the role name and/or description.
• Clone - selecting this will clone the current user role, allowing you to create a new user role based on the permissions set of the original user role.
• Delete - this option will only be displayed if there are no users in your organization assigned to it, a user role with assignments cannot be deleted! Select the option and confirm and the role will be removed from your organization.