Account administrators

Wild Apricot account administrators can perform administrative functions such as modifying site pages, adding events, and customizing the contact database. Administrator can log in and access the admin backend – an area reserved for site and account administration, and not seen by ordinary members or visitors to your site.

Account administrators should not be confused with bundle coordinators.

You can designate any contact as an administrator, and grant them full or partial administrative privileges. 

Accounts with paid plans can have an unlimited number of administrators. The trial plan is limited to 5 administrators.

If you designate a member as an administrator, the member can switch back and forth between admin view and member view. If you designate a contact who is not a member as an administrator, the contact can switch back and forth between admin view and public view. For more information, see Switching views.

Don't lose or get locked out of your own account

Take care when granting full administrative privileges since full admins can delete other admins and even delete the entire account. A full admin can delete any other admin, including the one who created the account and/or pays for the account. A full admin can delete the account without the approval of the account creator.

If you want someone to have almost all the authority of a full account administrator, without the ability to delete other admins or the entire account, you can set them up as a limited administrator then enable all the limited administrator roles – membership manager, event manager, donations manager, and website editor. They will be able to perform most of the functions of a full account administrator, except the following:

• Manage administrators
• Delete all contacts
• Delete or upgrade account 
• Change organization details
• Change billing details
• Modify payment settings
• Delete any file or folder
• Online store
• Global JavaScript
• Theme overrides
• Manage meta-tags
• Anti-spam settings
• Request a site clone
• Request a security certificate

Managing account administrators

There are two ways you can manage your account administrators: one at a time from individual contact records, or all together from a single screen where you can view, add, modify, remove, and email your account administrators.

To manage all your administrators from a single screen, hover over the Profile menu in the menu bar on the left and select the Manage account administrators option.

For instructions on adding, viewing, modifying, removing, and emailing account administrators, see below.

Adding an administrator

You can designate any contact in your database – whether a member or not – as an administrator. If you want to add someone as an administrator who is not in your contact database, simply add them as a non-member contact.

Administrators can be granted full or partial administrative privileges. You can add as many administrators as you want, regardless of your billing plan.

Only full account administrators can set administrator privileges for others. Only full admins can submit requests for plan or account changes to our billing department.

To grant administrative access privileges to a new or existing contact, follow these steps:

1. Hover over the Profile menu in the menu bar on the left and select the Manage account administrators option.
   
2. On the Account administrators screen that appears, click the Add administrator button.
   
3. To add a new contact as administrator, enter the contact details in the fields provided. To designate an existing contact as an administrator, click the Select existing contact button and choose the contact.
   
4. Within the Access role section, choose the access privileges to be granted to the contact.
   You can choose from the following options:
   
   No administrative privileges
   Select this option to remove admin access for existing administrators.
   
   Account administrator (Full access)
   Grants full access to all administrative functions. Take care when granting this level of access since full admins can delete other admins and even the entire site.  Only full administrators can set administrator privileges for others or submit requests for plan or account changes to our billing department.  
   
   Account administrator (Read-only access)
   Allows viewing of nearly everything in the admin backend without being able to make any changes. See Features restricted by admin type (below) for details.
   
   Limited access
   Provides administrative access to selected Wild Apricot modules. Use this option if you have dedicated personnel in charge of events, memberships, editing web pages, or managing donations. With this option selected, you can limit access to one of the following roles:
   • Membership manager – can create new contacts, modify all existing ones
   • Event manager – can create and manage all events
   • Donations manager – can manage all donations
   • Newsletter manager – can send and manage manual emails (e.g. newsletters)
   • Online store manager – can manage products and orders in the online store
   • Website editor – can modify your website pages. With this option selected, you can provide access to all pages on your site or to selected pages. When you grant access to a page, you automatically grant access to all of its child or subpages. Website editors with access to selected pages will see all pages but can only edit the ones assigned to them.
5. Click the Save button.

When a contact is granted administrator privileges, an email is sent to the contact with links to more information about managing Wild Apricot sites.

You can also assign administrative privileges from a contact's Contact details tab. To do so, click the Edit button to the right of the Login details heading.

From the Login settings screen, choose the access privileges to be granted to the contact then save your changes.

Searching for administrators

There are two ways to view a list of currently assigned administrators.

To view and manage your account administrators, hover over the Accounts menu in the menu bar on the left and select the Manage account administrators option. The Account Administrators screen will appear.

From here, you can view, add, modify, remove, and email your account administrators.

To view a list of account administrators from your contacts list, follow these steps:

1. Hover over the Contacts menu and select the List option.
2. On the Simple search page, click the Filter drop-down list and select Administrators.
   

Within any contact list, administrators have a star icon appearing beside their name.

To narrow the list to display only certain types of administrators, you can enter the administrator type – e.g. "membership manager" – in the Search field.

Modifying administrator privileges

There are two ways to change the administrative privileges for an existing account administrator.

To change the administrative privileges for an existing administrator from the Account administrators screen, click the name of the administrator within the list.

On the Access role screen that appears, select a different access role then click Save.

To change administrative privileges from a contact's Contact details tab, click the Edit button to the right of the Login details heading.

From the Login settings screen that appears, choose a different access role then click Save.

An email will not be sent to the contact to inform them of the change.

Removing administrator privileges

There are two ways to remove administrative privileges for an existing account administrator.

You cannot remove your own administrator privileges.

To remove administrative privileges for an existing administrator from the Account administrators screen, click the name of the administrator within the list. On the Access role screen that appears, choose the No administrative privileges option then click Save.

To remove administrative privileges from a contact's Contact details tab, click the Edit button to the right of the Login details heading. Within the Login settings screen that appears, choose the No administrative privileges option then click the Save button.

An email will not be sent to the contact to inform them of the change.

Emailing account administrators

To send an email to all your account administrators, follow these steps:

1. Hover over the Accounts menu in the menu bar on the left and select the Manage account administrators option.
2. On the Account administrators screen that appears, click the Email administrators button.
   
3. Choose the email template you want to use as the basis for your message. For more information, see Email templates.
4. Click the Design tab and finalize the content for your email blast.
5. Click the Recipients tab and specify a subject for your message.
6. Click the Review and send tab and send or schedule your email.

For more information on sending email blasts, click here.

Changing contact details for an administrator

To change contact details, including email address, for an administrator, follow these steps:

1. Hover over the Accounts menu in the menu bar on the left and select the Manage account administrators option.
   
2. Within the list of administrators, click the administrator whose contact details you want to modify.
3. Click the Go to full contact details option.
   
4. Within the Contact details tab, click the Edit button.
   
5. Adjust the contact details as required then click the Save button.
   

Available administrator roles

The following administrator roles are available

Full administrator

Full administrators can perform any administrative function in admin view.

Read-only administrator

Read-only administrators can view nearly everything in the admin backend without being able to make any changes.

Read-only administrators cannot access any of the Store menu options, and cannot view the following screens under Website: Files, Themes, and Theme Overrides.

Membership manager

Membership managers can add new members and contacts, and view and modify existing ones. They can also set up membership levels and member groups, update member privacy settings, and renew and approve memberships

Events manager

An events manager can add new events, and modify existing ones. They can add new registrants, and modify, confirm, or cancel existing registrations. They can also email registrants and customize event emails. As well, they can view and manage invoices and payments, and customize the invoice and payment receipt templates. 

Donations manager

The donations manager can record donations and view, modify, or refund existing donations. They can customize donation fields and donation emails. They can also email donation receipts and customize the donation receipt email template.

Newsletter manager

A newsletter manager can create and send manual emails (e.g. newsletters). They can email any contacts, view email drafts and scheduled emails, and create or modify email templates. Newsletter managers can access the email log, but will only see manual emails, not automatic system emails. 

Macros included in emails sent to a single recipient will be replaced by actual data in the email preview and email log. This could possibly include contact details.

On their Dashboard, newsletter managers can view the latest manual emails. Newsletter managers cannot modify a contact's email settings, cannot create advanced searches, cannot set up CC emails or specify system email recipients, and cannot customize event emails, or invoices or receipts. 

Store manager

Store managers can add and modify products on your online store, and view, fulfill, cancel, or export store orders. They can also view a list of the latest unfulfilled orders on their Dashboard. Store managers cannot add or modify delivery options, modify store emails, or set store payment methods.

Website editor

Website editors can modify your website pages. With this role selected, you can provide access to all pages on your site or to selected pages. When you grant access to a page, you automatically grant access to all of its child or subpages. Restricted website editors - those with access to selected pages - will see all pages but can only edit the ones assigned to them. Full website editors can also add pages to your site.

Restricted features by functional area

The tables below indicate which types of administrators are allowed to view or modify restricted features.

Visual settings

* Website editors can only delete files that they have added themselves. 

Page management

* on selected pages/subpages

Contacts management

* Cannot modify login details for full administrators
** Excluding Internal use fields

Members management

Events management

Donations management

Email

Store management

Financial management

Account and billing

Other functionality