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User Roles and Permissions

BigBoard uses role-based access control to ensure users have appropriate access to features and information. This guide explains different user roles and how to manage permissions.

Understanding Roles and Permissions​

Roles​

Roles define a user's position and responsibilities within your organization:

  • Administrator - Full system access and management capabilities
  • Office Staff - Administrative functions for program management
  • Trail Staff - Field operations and session leadership
  • Coordinator - Specialized roles with mixed administrative and operational duties

Permissions​

Permissions control what actions users can perform:

  • View - Can see information but not modify it
  • Edit - Can modify existing information
  • Create - Can add new items or records
  • Delete - Can remove information (usually restricted)
  • Manage - Full control over specific areas or functions

User Role Details​

Administrator​

Administrators have full system access including:

System Management

  • User account creation and management
  • Organization settings and configuration
  • System security and access control
  • Data export and reporting tools

Program Management

  • All season, trip type, and session management functions
  • Full access to user profiles and assignments
  • Financial and billing system access
  • Equipment and resource management

Reporting and Analytics

  • Comprehensive reporting across all areas
  • Data analysis and trend identification
  • Performance metrics and evaluations
  • Audit logs and system activity

Office Staff​

Office staff handle day-to-day administrative functions:

Program Operations

  • Session creation and management
  • Participant enrollment and communication
  • Trail staff scheduling and assignment
  • Equipment coordination and tracking

User Support

  • Limited user account management (for their assigned areas)
  • Trail staff communication and support
  • Participant and family communication
  • Basic reporting and documentation

Financial Functions

  • Billing and payment processing (if authorized)
  • Budget tracking and expense management
  • Financial reporting for assigned programs

Trail Staff​

Trail staff focus on field operations and session delivery:

Session Management

  • Access to assigned session details
  • Participant information and medical forms
  • Daily activity planning and documentation
  • Equipment checkout and inventory

Communication

  • Check-in capabilities with base operations
  • Incident reporting and emergency procedures
  • Participant and family communication (as appropriate)
  • Peer communication and coordination

Field Operations

  • Mobile-optimized interfaces for field use
  • Offline capabilities for remote areas
  • GPS and location tracking features
  • Weather and safety information access

Coordinator Roles​

Some organizations use coordinator roles that blend administrative and operational functions:

Program Coordinators

  • Oversight of specific program areas or trip types
  • Staff scheduling and assignment for their programs
  • Limited user management for assigned staff
  • Program-specific reporting and evaluation

Regional Coordinators

  • Geographic area management and oversight
  • Local staff coordination and support
  • Regional reporting and communication
  • Equipment and resource coordination

Permission Management​

Setting User Permissions​

Coming soon! This section will include step-by-step instructions for:

  • Accessing user permission settings
  • Assigning and modifying user roles
  • Creating custom permission sets
  • Managing temporary or seasonal permissions
  • Auditing and reviewing user access levels

Permission Categories​

Data Access Permissions

  • Personal information (participant/staff data)
  • Financial information (billing, payments)
  • Medical information (forms, incidents)
  • Operational data (schedules, logistics)

Functional Permissions

  • Create/edit/delete capabilities
  • Administrative functions
  • Reporting and analytics access
  • System configuration changes

Geographic or Program Permissions

  • Access limited to specific regions
  • Permission limited to certain trip types
  • Seasonal or temporary access restrictions
  • Equipment or resource-specific permissions

Best Practices​

Role Assignment​

Follow these principles when assigning roles:

Principle of Least Privilege

  • Give users the minimum access needed for their job
  • Regularly review and adjust permissions
  • Remove unnecessary access promptly
  • Document reasons for elevated permissions

Clear Role Definitions

  • Maintain written job descriptions that align with system roles
  • Train users on their specific permissions and limitations
  • Provide clear escalation paths for access requests
  • Regular review of role appropriateness

Permission Auditing​

Regularly audit user permissions:

Monthly Reviews

  • Check for users with excessive permissions
  • Identify unused accounts that should be deactivated
  • Review temporary permissions that may need extension or removal
  • Validate that current permissions match job responsibilities

Seasonal Adjustments

  • Update permissions for seasonal staff changes
  • Adjust access levels for changing responsibilities
  • Archive permissions for off-season staff
  • Prepare permissions for returning seasonal staff

Security Considerations​

Access Control​

Maintain secure access control:

  • Use strong authentication methods
  • Implement session timeouts for sensitive functions
  • Monitor and log permission changes
  • Require approval for permission elevation requests

Data Protection​

Protect sensitive information:

  • Limit access to personal and medical information
  • Secure financial and billing data
  • Control export and download capabilities
  • Monitor data access and usage patterns

Compliance​

Ensure compliance with relevant regulations:

  • Privacy laws and participant data protection
  • Employment law and staff information security
  • Financial regulations for billing and payment systems
  • Safety regulations and incident reporting requirements

Troubleshooting Permissions​

Common Permission Issues​

User Cannot Access Expected Features

  • Verify their current role assignment
  • Check for recent permission changes
  • Confirm they're logged in with correct account
  • Review any geographic or program restrictions

User Has Too Much Access

  • Review their current permissions immediately
  • Document any inappropriate access discovered
  • Adjust permissions to appropriate level
  • Consider whether data breach policies apply

Permission Changes Not Taking Effect

  • Verify changes were saved properly
  • Check for system caching delays
  • Ensure user has logged out and back in
  • Contact technical support if issues persist

Next Steps​

Understanding roles and permissions helps you maintain proper security and access control. Continue to the Managing User Accounts section to learn about ongoing user administration tasks.