Roles in Constituent Manager are the primary way to segment your constituents (Faculty and Staff, Students, Parents, Alumni, etc.) and control which portal pages and access-controlled content each group can reach. This article covers how to view roles, see their members, and assign or adjust a constituent's role.
💡Quick answers
- What is a role in Constituent Manager? A segment that groups constituents by type (Faculty and Staff, Students, Parents, Alumni, etc.); available roles depend on your contract.
- Viewing all members of a specific role? Check the blue box next to the role and click Update Filter; members appear in the Constituents Found section below.
- Assigning a role when creating a new constituent? Select the desired role before entering any details; Faculty & Staff is selected by default. Additional roles can be added from the Roles tab after saving.
- How do you change or add to an existing constituent's role? Open the constituent's profile, click the Roles tab, and use the checkboxes to adjust role membership.
- Should you manually assign roles if your site uses a SIS integration? Generally no; manual role additions can create duplicate profiles and may be overwritten when the integration syncs.
Assigning roles in Constituent Manager ensures that each person that exists in your system lives within the correct segment(s). Roles are contract-based so the roles that you see in your platform may vary from site to site. This article will show you how to view, manage, and adjust someone's role.
In this article
Why do roles exist?
Segment your people
Each person has a job on your site, whether as an editor, as a profile in a directory, or a more limited portal member. Not all jobs are the same. This is why roles are helpful. You can segment your people in other ways for different purposes (e.g. Groups, Lists, Directories) but identifying the role is the starting point and first step!
Limit access to certain front-end pages
Assigning roles allows you to limit viewing access to certain pages. In order to restrict access to a page, you can assign it to a specific role. Users who are assigned that role will be able to access the page, while others will not. Roles can be set up and configured in the Composer page settings menu. Here are some other ways you can use roles on your site:
- Create a role-protected portal
- Create a role-protected directory page
- Preview role-restricted content
- Restrict visibility to groups or roles
SIS / Integrations alert: avoid manual addition of roles
Before doing any adjusting or reconfiguring of roles, it's necessary to understand your district or school's setup. Your roles might already be mapped out from an SIS integration. If they are, any manual creation of accounts and roles is not recommended as this might create duplicates and be overwritten during syncs.
Manage your roles
View your roles
Roles are often created in the data integration process but can also be adjusted manually in Constituent Manager. Navigate to Constituent Manager to view and manage your Roles. Go to the left navigation in Constituent Manager and click the View All button to expand them out.
View all members of a role
To view all members within a specific role, check the blue box next to the role and click the blue Update Filter button. This will populate all members of that role in the section below where you see # Constituents Found.
There is an Expanded View option, as well, that provides a more in-depth view of the constituents within that role. You can even Export your list of members to manage the data a different way.
View a specific constituent's role
Click on the Roles tab in Constituent Manager to view a person's assigned role(s).
Assign a role for the first time
When creating a new constituent manually, the first step is to assign a role. The Faculty & Staff role will be selected by default. To create a constituent that will be assigned to a different role, select that role before creating the constituent.
Adjust or add to someone's role
It's possible to change a person's role membership. A constituent may exist in the wrong role or have more roles that need to be assigned. Click on the Roles tab in Constituent Manager to view the current roles and use the checkboxes to adjust the role membership.
Comments
Please Sign in to leave a comment if you don't see the comment box below.