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SStandShare

Create custom permission roles

Admin

Custom roles let you tailor access control to match your organization's structure. Each role is a named collection of permissions that determines what users can see and do in StandShare.

Prerequisites​

  • You must have the Admin role or a role with the system_admin.create_edit_roles permission.

Creating a new role​

  1. Navigate to Settings and select the Roles tab (or go to the role management page from the admin navigation).
  2. Click Create Role.
  3. Enter a Role name -- choose something descriptive that matches the responsibility (e.g., "Event Lead" or "Finance Officer").
  4. Optionally add a Description to clarify the role's purpose for other administrators.
  5. Select permissions from the grouped permission list. Permissions are organized by category:
    • Family Accounts -- viewing and managing family profiles and financial data
    • Event Management -- creating events, managing rosters, entering commissions
    • Scholarships -- submitting and processing scholarship requests
    • Fund Management -- fund configuration and tracking
    • Documents -- uploading and managing compliance documents
    • Communication -- announcements, notifications, messaging
    • System Administration -- platform configuration and oversight
    • Library -- document and media library content
    • Guest -- guest worker access
  6. Use the category toggle to select or deselect all permissions in a category at once.
  7. Click Save to create the role.

A success message confirms the role was created. The new role appears in the roles list and is immediately available for assignment to users.

Editing an existing role​

  1. In the roles list, click the role you want to modify.
  2. The edit modal opens with the current name, description, and selected permissions pre-populated.
  3. Change the role name, description, or permission selections as needed.
  4. Click Save to apply your changes.
info

Permission changes take effect immediately. Any user assigned to the modified role gains or loses access on their very next interaction with the platform.

Deleting a role​

  1. In the roles list, click the Delete button next to the role you want to remove.
  2. A confirmation dialog appears showing the role name and how many users are currently assigned to it.
  3. Confirm the deletion.
caution

Deleting a role removes it from all users who have it. Those users lose any permissions that were granted exclusively through that role. Review user assignments before deleting.

The Admin role cannot be deleted or modified. It is a system role with full access that always exists in every organization.

Understanding system roles vs. custom roles​

  • System role (Admin): Fixed, cannot be edited or deleted. Grants full access to everything.
  • Custom roles: Created by administrators. Can be renamed, edited, or deleted at any time. StandShare seeds new organizations with starter roles (Event Coordinator, Treasurer, Family Lead, Family Worker, Board Member, Document Manager, Guest Worker), but these are regular custom roles you can modify freely.

Tips for role design​

  • Start with the templates. The seeded roles cover common organizational structures. Adjust them rather than building from scratch.
  • Use the principle of least privilege. Grant only the permissions each role actually needs.
  • Combine roles when needed. A user can have multiple roles. If someone serves as both Event Coordinator and Treasurer, assign both roles rather than creating a combined role with all permissions.
  • Review regularly. As your organization evolves, revisit roles to ensure they still match responsibilities.

Next Steps​