Member Splash comes pre-configured with four standard user roles that make it a breeze to provide controlled access to your club’s data: Board, Manager, Staff and Member.
Users vs Account Members
An important concept to understand is the difference between users and members. Every membership account in Member Splash consists of at least one member. Even though each member of an account’s information is tracked individually, they share a single account and a single account login. You can think of the account as being the “user” and the members as being extra data linked to that user.
Member Splash automatically creates one user account for each of the three non-Member user roles. These users are not tied to an account. In this image the large circles represent users — there is a login and password for them and they can be used to access the site. The smaller circles represent members, there is no login or password, they only track information linked to the account.
All of your club members are assigned the user role Member. When someone logs in with that role they only have access to the front end of your site.
Users with the Board role are granted full permissions. When they log in they are automatically taken to the admin dashboard. They have the ability to go back and forth from the front end of the site to the admin side. They have the ability to view and manage member data, payments, the front desk checkin system, emails and any additional features that are included in your service plan, such as the ability to post events or add new pages.
Users with the Manager role have a subset of the permissions the Board users have. The primary differences are that while they can view member account information they can not create, edit or delete member accounts. They don’t have the ability to manage settings, such as changing supported payment methods. Perhaps most significant, they can not view financial information such as payments.
The Staff user role is extremely limited and meant for front desk attendants. They can only access the Member Splash check-in screens. The key information they might need to know — such as contact info. for parents or guardians should there be an emergency — is visible from the check-in screen. Everything else is inaccessible to them.
Managing Board Members
Typically a club will want to grant certain board members access to Member Splash. A membership chair would need to be able to access the member account and payment information. A social chair might need to be able to post events and manage event reservations.
Change Account User Role
The most common way of handling this is to simply change the user role for their account to Board and then revert back to Member when their term expires.
To do that you need to be logged in as a user with board member permissions. That is the only (default) user role that has the ability to change the permissions of other users. Once logged in go to Members -> Manage Accounts and search for the member you wish to upgrade. Click on Edit Account and then change their user role from Member to Board.
Scroll down to the bottom of the screen and click on the blue Submit button to save your changes.
Create a Separate Board Level User
The alternate approach is to create user accounts specifically for the various roles at your club that need Board level access. These are completely separate from any member account which means they can be shared among board members or passed from one board member to the next.
To do this you go to Users -> Add New. Enter a username, a password and select the user role (Board in this case).
We strongly suggest you use an online password generator to make sure the password you assign is secure. An example is: https://passwordsgenerator.net/
If you go with this option you will need to let the user(s) know their username and password. While it is often more convenient to simply create a user such as “siteadmin” and share the credentials with whomever needs access to Member Splash we recommend that you assign accounts individually so you can keep track of who has access to what and delete accounts as needed. If you do share accounts among users you should consider resetting the passwords at the start of each season.