This article explains how to set staff editing permissions in Constituent Manager, including configuring which fields are editable for each role and common permission setups.
💡 Quick answers
- Where do I set editing permissions? Constituent Manager > Settings > Constituent Roles > Profile Fields tab
- Can staff edit their own email address? Only if the email field is set to "Editable" for their role.
- What's the difference between visibility and editing permissions? Visibility controls if a field shows in directories; Editable controls if staff can change it.
- Do different roles have different permissions? Yes. Set permissions by role, so teachers and parents can have different editing rights.
In this article
How staff editing permissions work
When staff editing is enabled, staff members see a Profile form where they can update their information. Control which fields appear on that form by setting them as "Editable" in Constituent Manager.
Each field has two independent controls:
- Visibility: Public, Private, or Hidden; whether it appears in directories.
- Editable: Yes or No; whether staff can change it in their profile form.
For example, set a field to "Public" and "Not Editable" so it shows in directories but staff cannot change it.
Set editing permissions for a role
- Go to Constituent Manager.
- Click Settings > Constituent Roles.
- Click the role to modify (for example, Faculty & Staff).
- Go to the Profile Fields tab.
- For each field, check the Editable column:
- Checked (Yes): Staff can edit this field.
- Unchecked (No): Staff cannot edit this field.
- Click Save.
Staff will now see only the editable fields when accessing their profile form.
Common permission setups
| Scenario | Fields to make editable | Fields to lock (not editable) |
|---|---|---|
| Teachers: Limited access | Phone, Email, Bio | Name, School, Title, Role |
| Staff: More flexibility | Phone, Email, Address, Bio, Photo | Name, School, Title, SSN |
| Minimal self-service | Email only | Everything else |
| Read-only profiles | Nothing | All fields |
Pro tip: Start restrictive and add permissions as needed. It's easier to enable editing later than to fix incorrect data staff updated themselves.
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