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Site administrators

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Site 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.

Site administrators should not be confused with bundle administrators.

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

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.

Only full administrators can set administrator privileges.

Administrators can be granted full or partial administrative privileges.

The number of administrators you can add depends on your billing plan.

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

  1. Hover over the Contacts menu and select the List option.
  2. Display the contact record of the contact to be granted admin access.
  3. Click the Edit button to the right of the Login details heading.
  4. From the Login settings screen, 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.

    Account administrator (Read-only access)
    Allows viewing of nearly everything in the admin backend without being able to make any changes.

    Limited access
    Provides administrative access to selected Wild Apricot modules. Use this option if you have dedicated personnel in charge of events, memberships, editing webpages, 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
    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 sub pages.
  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.

Searching for administrators

To view a list of currently assigned administrators, 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.

Removing an administrator

To remove administrative privileges for an existing administrator, follow these steps:

  1. Display the administrator's contact record.
  2. Click the Edit button to the right of the Login details heading (beside the Email new password button).
  3. Within the Login settings screen, choose the No administrative privileges option.
  4. Click the Save button.

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

Features restricted by admin type

The list below indicates which types of administrators are allowed to view or modify restricted features.

Visual settings

Change visual theme:
Full admin, Website editor (full)

Customize colors and styles:
Full admin, Website editor (full), Read-only admin (view only)

CSS customization:
Full admin, Website editor (full), Read-only admin (view only)

Theme overrides:
Full admin

File management:
Full admin, Website editor (full), Restricted website editor

Page management

View site pages:
All

Add/edit/trash pages:
Full admin, Website editor (full), Restricted website editor (on selected pages or subpages)

View templates:
Full admin, Read-only admin, Website editor (full), Restricted website editor

View page/template change history:
Full admin, Read-only admin, Website editor (full), Restricted website editor

Add/edit/trash templates:
Full admin, Website editor (all pages)

Restore page/template version:
Full admin, Website editor (all pages)

Reorder pages:
Full admin, Website editor (full), Restricted website editor (on selected pages or subpages)

View system pages:
All

Edit system pages:
Full admin, Website editor (full)

View trash:
Full admin, Read-only admin, Website editor (full), Restricted website editor (on selected pages or subpages)

Restore from trash:
Full admin, Website editor (full), Restricted website editor (on selected pages or subpages)

Empty trash:
Full admin, Website editor (full), Restricted website editor (on selected pages or subpages)

Contacts management

View contacts tab:
Full admin, Read-only admin, Membership manager, Event manager, Donations manager

View/customize contact fields:
Full admin, Read-only admin (view only), Membership manager

Add new contact:
Full admin, Membership manager, Event manager, Donations manager

Archive contact:
Full admin, Membership manager

Delete contact:
Full admin, Membership manager

Add/edit access role/delete administrators:
Full admin

View contact details (summary, all tabs):
Full admin, Read-only admin, Membership manager, Event manager, Donations manager

View Financial transactions link:
Full admin, Read-only admin, Membership manager, Event manager, Donations manager

Generate Account statement report:
Full admin, Read-only admin, Membership manager, Event manager, Donations manager

Edit contact/membership card (Contact details tab):
Full admin, Membership manager, Event manager, Donations manager

Edit login details (Contact details tab):
Full admin, Membership manager (excluding admins)

Edit internal use (Contact details tab):
Full admin, Membership manager

Assign/Edit membership (Membership tab):
Full admin, Membership manager

Renew membership (Membership tab):
Full admin, Membership manager

Actions from warning boxes (Membership tab):
Full admin, Membership manager

Suspend/resume membership (Membership tab):
Full admin, Membership manager

Add to bundle (Membership tab):
Full admin, Membership manager

Add member to bundle (Membership tab):
Full admin, Membership manager

Record event registration (Events tab):
Full admin, Membership manager, Event manager

Record payment for unpaid registration (Events tab):
Full admin, Membership manager, Events manager, Donations manager

Cancel registration/Confirm registration without invoice (Events tab):
Full admin, Events manager

Record donation (Donations tab):
Full admin, Membership manager, Donations manager

CC mails settings:
Full admin, Read-only admin (view only), Membership manager, Events manager, Donations manager

Edit contact's email preferences (Email settings tab):
Full admin, Membership manager

Disable all emails for a contact (Email settings tab):
Full admin, Membership manager

Change a contact's Event announcements preference (Email settings tab):
Full admin, Membership manager

Change a contact's Email blasts preference (Email settings tab):
Full admin, Membership manager

Change a contact's forum/topic subscriptions (Email settings tab):
Full admin, Membership manager

Edit privacy settings (Privacy tab):
Full admin, Membership manager

View full contact list:
Full admin, Read-only admin, Membership manager, Event manager, Donations manager

Record payment (contact list):
Full admin, Membership manager, Event manager, Donations manager

Save searches:
Full admin, Read-only admin, Membership manager

Run saved searches:
Full admin, Read-only admin, Membership manager, Event manager, Donations manager

Export contacts:
Full admin, Read-only admin, Membership manager, Event manager (excluding Internal use fields) , Donations manager (excluding Internal use fields)

Email contacts:
Full admin, Membership manager, Event manager, Donations manager

Import contacts:
Full admin, Membership manager

Delete all contacts:
Full admin

Members management

View members tab:
Full admin, Read-only admin, Membership manager

View member list:
Full admin, Read-only admin, Membership manager

Save & rerun saved searches:
Full admin, Read-only admin, Membership manager

View/customize membership fields:
Full admin, Read-only admin (view only), Membership manager

Add/edit/delete member levels:
Full admin, Read-only admin (view only), Membership manager

Add/edit/manage/delete groups:
Full admin, Read-only admin (view only), Membership manager

View/customize member profile display settings:
Full admin, Read-only admin (view only), Membership manager

View/customize automatic member renewals:
Full admin, Read-only admin (view only), Membership manager

View/customize member application workflow and emails:
Full admin, Read-only admin (view only), Membership manager

Create/edit search result layouts:
Full admin, Read-only admin (view only), Membership manager

Discount codes for membership:
Full admin, Read-only admin (view only), Membership manager

Extra costs for member application form:
Full admin, Read-only admin (view only), Membership manager

Customize member directory settings:
Full admin, Website editor, Restricted website editor (if access to that page is enabled)

Edit member photo album:
Full admin, Membership manager

Events management

Customize event list settings:
Full admin, Event manager, Website editor, Restricted website editor (if access to that page is enabled)

View events tab:
Full admin, Read-only, Event manager

Add/edit/delete event:
Full admin, Event manager

Customize event registration form:
Full admin, Event manager

Add/edit/delete event registration types:
Full admin, Event manager

Add attendee:
Full admin, Membership manager, Event manager

Edit/cancel/delete event registration:
Full admin, Event manager

Add guest:
Full admin, Membership manager, Event manager

Generate invoice/record payment:
Full admin, Membership manager, Event manager, Donations manager

Confirm without invoice:
Full admin, Event manager

Restore canceled registration:
Full admin, Event manager

Send notification to attendee:
Full admin, Event manager

Export event attendees:
Full admin, Read-only admin, Event manager

Email event attendees:
Full admin, Event manager

View/customize event registration emails:
Full admin, Read-only admin (view only), Event manager

View event payment report:
Full admin, Read-only admin, Event manager

Generate event registration report:
Full admin, Read-only admin, Event manager

Tracking event attendees:
Full admin, Read-only admin (view only), Event manager

Donations management

View donations tab:
Full admin, Read-only admin, Donations manager

View/customize donation confirmation email:
Full admin, Read-only admin (view only), Donations manager

Export donations:
Full admin, Read-only admin, Donations manager

Record donation:
Full admin, Membership manager, Donations manager

Edit/delete donation:
Full admin, Donations manager

Refund donation:
Full admin, Membership manager, Event manager, Donations manager

Preview/print email/donation receipt:
Full admin, Read-only admin (except email), Membership manager, Event manager, Donations manager

View/customize donation fields:
Full admin, Read-only admin (view only), Donations manager

Financial management

View invoices/payments list:
Full admin, Read-only admin, Membership manager, Event manager, Donations manager

Export invoices/payments:
Full admin, Read-only admin, Membership manager

Add/view/edit/delete invoice:
Full admin, Read-only admin (view only), Membership manager, Event manager, Donations manager

Preview/print/email invoice:
Full admin, Read-only admin (except email), Membership manager, Event manager, Donations manager

Record/view/edit/delete payment:
Full admin, Read-only admin (view only), Membership manager, Event manager, Donations manager

Settle/unsettle payment:
Full admin, Membership manager, Event manager, Donations manager

Preview/print/email payment receipt:
Full admin, Read-only admin (except email), Membership manager, Event manager, Donations manager

Add/view/edit/delete refund:
Full admin, Read-only admin (view only), Membership manager, Event manager, Donations manager

View activity log/entry details:
Full admin, Read-only admin, Membership manager, Event manager, Donations manager

View/generate/export reports (Income, Payments, etc.):
Full admin, Read-only admin, Membership manager, Event manager, Donations manager

View/customize invoice:
Full admin, Read-only admin (view only), Membership manager, Event manager

View/customize payment receipt:
Full admin, Read-only admin (view only), Membership manager, Event manager

View/customize donation receipt:
Full admin, Read-only admin (view only), Donations manager

View/edit payment settings:
Full admin, Read-only admin (view only)

Tender management:
Full admin, Read-only admin (view only)

Account and billing

View/edit organization details:
Full admin, Read-only admin (view only)

Account and Billing options:
Full admin, Read-only admin (view only)

Upgrade account:
Full admin

Change billing plan:
Full admin

Change billing contact:
Full admin

Change credit card details:
Full admin

Delete account:
Full admin

Other functionality

Domain name management:
Full admin, Read-only admin (read-only)

Global Javascript:
Full admin, Read-only admin (read-only)

Get widgets code:
Full admin, Read-only admin, Website editor (full)

View log of email blasts/drafts:
Full admin, Read-only admin, Membership manager, Event manager, Donations manager

Use email drafts:
Full admin, Membership manager, Event manager, Donations manager

View referrals section, send email invitation:
Full admin, Read-only admin

Meta tags (for search engines):
Full admin, Read-only admin (view only)

Anti-spam settings (Captcha):
Full admin, Read-only admin (view only)

Authorization required message:
Full admin, Read-only admin (view only)

Routing of system emails:
Full admin, Read-only admin (view only)

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