System administrator, administrator and standard user

In 4planning several roles work together to manage the organisation safely and efficiently. This article explains what the system administrator, admin and standard user roles mean and when you use them.

System administrator

The system administrator has the highest rights within the organisation. This role is meant for those ultimately responsible, or for IT management.

• Has full access to every part of 4planning.
• Is the only one who can open Settings and therefore change the organisation settings.
• Can manage roles and rights (a member's Permissions tab).
• Can manage users, groups and communication.
• Can manage security and privacy settings.

Keep the number of system administrators small to safeguard security.

Admin

The admin supports the day-to-day management of the organisation within 4planning.

• Can manage users and groups.
• Can manage communication, events and documents.
• Can appoint group administrators (a member's Groups tab).
• Has no access to Settings and therefore cannot change organisation settings.
• Cannot hand out roles: only a system administrator sees the Permissions tab.

This role suits board members, team leaders or project owners.

Group administrator

Besides these three there is the group administrator: an ordinary member with management rights within one or more groups. They manage the members, communication, events and documents of those groups, find their own drafts through Events › Manage events, and can export the attendance of their own events there — containing only the members of their groups. Organisation-wide events without a linked group are left out. The full list is in Assigning roles and rights to members or users.

Standard user

The standard user has access to the parts they have been invited to.

• Can take part in groups.
• Can read and answer communication.
• Can view events and sign up for them.
• Can view documents they have been given access to.

This role is meant for most members within an organisation.

Why roles matter

Setting roles correctly gives you:

• Clear responsibilities.
• Better security.
• Efficient management.
• Targeted access to information.

Tips for effective use

• Keep the number of system administrators small.
• Use admins for day-to-day tasks.
• Review the division of roles regularly.

Good to know

• Roles determine access and rights.
• You can change roles at any time.
• A sound division of roles reduces risks and mistakes.