Our new ‘Roles & Privileges’ features lets you assign different access to FamilyID functionality for different groups of users.

Now you’ve got a better way to manage the users you invite to your FamilyID account! You can use FamilyID's 'Roles & Privileges' feature to provide role-based control over the functions that are accessible to your users. For each role, you can select the privileges you want to grant, and update your selections at any time.

Our research has identified the most common use cases for different user roles. 

  • Every account has one account Owner. This is the user who can assign Administrator privileges and access all features.
  • Administrator – Can perform the same actions as the Account Owner except for the ability to assign Administrator privileges and/or manage the Owner account.
  • Publisher – Perfect for anyone who runs programs/activities for your organization and collects registrations/payments. The Publisher cannot manage any user permissions.
  • Editor – Perfect for anyone who needs to review and make edits to information after a registration has been submitted. For example, an Editor may change a participant’s approval status from 'Not Approved' to 'Approved' if they are cleared to participate.
  • Viewer – Perfect for anyone overseeing an activity’s participants, such as a Coach, Teacher, or Chaperone. This role gives 'view-only' access to participant information.

Once a role is assigned, you can elect to grant the user all privileges within that role or pick-and-choose from the list of privileges. We have five standard, ready-to-use roles that make it a cinch to quickly grant the right level of system access. And if you want to customize, that's fine! Custom roles support countless permission combinations, extending your range of granular control.

Have someone involved in all aspects of your program setup?
Give them the ‘Publisher’ role.

But wait, your business office only needs permission to set up the program’s payment details?
Give them access to just the ‘payment methods’ privilege as part of the ‘Publisher’ role.

Here's How It All Works

To edit an existing user’s role:

1. Log-in to FamilyID and select the blue ‘Organizations’ tab at the top of the page.


2. Select the white ‘Users’ tab on the left-side of the page.


3. Click the ‘badge’ of the user you’d like to edit. Note: All existing users, other than the owner, start in the ‘Publisher’ role.


4. Scroll down and select the appropriate role, or update the privileges selected in the current role and choose ‘SAVE’.


To add a new user:

1. Log-in to FamilyID and select the blue ‘Organizations’ tab at the top of the page.


2. Select the white ‘Users’ tab on the left-side of the page.


3. Scroll down the page and within your list of users choose ‘ADD NEW’.


4. Input the user’s name and email then select appropriate role. Specify desired privileges within this role and choose ‘SAVE’. The invited user will receive an email, click the link in the email and create/log-in to an account.

As part of our new 'Roles & Privileges' feature, you'll also have even more control when you share reports with individuals.

In the past, reports were shared via a link which did not require the link recipient to log-in to FamilyID. Now, you can invite individuals to your organization's FamilyID account as an authorized 'Viewer' and allow them to log-in securely and view only the reports you'd like to share.

For a better understanding of our ‘Viewer’ role and how to transition to 'Authorized Report Sharing' please refer to our 'Authorized Report Sharing Help Article.'