1. Types of Administrator Permissions

Permission groups are sets of rules that define the level of access a user (usually a team member or volunteer) has in Amilia SmartRec. Instead of setting permissions for each person individually, you assign them to a group that already has the right permissions for their role.

When you use centralized permission management, you can configure permission groups for the Parent as well as separate permission groups to be used by all child organizations (locations).

✅Centralized permission management must be enabled for your organization by an Amilia employee.

2. Configure Permission Groups for the network Parent

Go to Account > Administrators.
Note the two different tabs: Parent organization and Child organizations.
Click Manage permission groups, then select the Parent organization tab.
Type a name for the permission group and click Add.
The permission group will be added to the list of permission groups. To edit the permissions, click the pencil icon.
Check off the permissions you would like to include in the permission group. You will see the notification below.

If you click Continue, the permissions will automatically be updated. Check off Do not show again, if you don’t need to see this warning in the future.
To delete a permission group, you must first reassign any administrators within it to a new one. You can't delete a permission group if someone is assigned to it. Then, click the X next to the one you’d like to delete.

2.1 Administrator Permissions Descriptions

Below is a description of each permission available at the parent-level as well as some considerations when activating them for a team member at your organization.

⚠️We are working to add new permissions related to these features and will update this table as they become available.

Permission	Description	Considerations
Programs and activities
View programs and activities	Access to view programs, activities, and private lessons, including their respective settings.	If the administrator only has this permission, they will not be able to create nor edit any programs or activities configured at the parent-level. They will only be able to see them.
Activity templates	Access to view, create, edit and delete activity templates.	If an administrator makes changes to programs or activity templates at the parent-level, these changes will not be reflected in the activities that child locations have already imported. The child location would need to import the activity template again for the changes to be reflected at their location.
Manage Programs	Access to create, edit, and archive programs as well as the ability to import, duplicate, or delete activities within a program or change program orders in your store.
Memberships
View Memberships	Access to view memberships and their respective members.	If the administrator only has this permission, they will not be able to edit memberships configured at the parent-level. They will only be able to see them.
Manage membership configurations	Access to create and edit membership configurations.	When using Network, memberships for all child locations are created and managed by the parent organization. If an administrator makes changes to memberships at the parent-level, these changes will be reflected in the memberships that child locations have already imported.
Organization settings
General information	Access to edit basic organization information including description, logo, and more.	We recommend that only account owners and super admins have access to this permission as this information shouldn’t change often.
Organization settings	Access to edit organization settings including calendar, tags, and other options.	When network tags are assigned to accounts/people, they will be visible on the client’s profile across the entire network regardless of the location that you're in. They are available to be used on memberships set up by the network Parent.
Billing and sales	Access to view billing information and edit sales and accounting options.
View administrator list and permission settings	Access to view the administrator list and the access they have.	Administrators with this permission can view the administrator lists for the network Parent and child locations and their assigned groups, but cannot create, edit, or delete them.
Manage administrator list	Access to add, edit administrators.	Keep in mind that when someone has these permissions, they manage them across the network Parent and child levels.
Manage permissions	Access to create, edit and delete permission groups and their associated permission settings.
Finance and reporting
Participant reports	Access to participant reports including email addresses for programs as well as membership sales and cancellations.
Financial reports (all administrators)	Access to financial reports and data for all administrators.
Financial reports (administrator-specific)	Access to financial reports based on the administrator that is logged in.	If you want to display financial reports only for the current administrator (logged in), make sure you do not enable the Financial reports (all administrators) permission (above).
Activity reports	Access to activity reports including participants by location and information on activities of a given program.
Accounting reports	Access to all accounting reports including, but not limited to, sales and payments summaries, ledger code reports, and more.
Analytics (if SmartRec Analytics is enabled)
Dashboard	Access to view analytics dashboard	Administrators with this permission can view data about your organization’s sales, enrollment, memberships, retention, self-service, and demographics.

2.2 Suggested Parent Organization Administrator Permission Groups

Not sure where to start setting up your permission groups? We suggest configuring the following groups at your parent organization. Feel free to adjust or omit any of these if they don’t make sense for your organization!

Suggested Name	Permissions	Who should have it?
Super Admin	All	It's a good idea to identify 2-3 people in your organization that will have the equivalent of the Account Owner permissions. This way, you’ll have backups in case of time off or if someone leaves your organization.
SmartRec Admin	View administrator list and permission settings Manage administrator list Manage permissions Participant reports Financial reports (all administrators) Activity reports	Depending on the number of locations in your network and the amount of new or seasonal hires you anticipate having on a regular basis, you may want to designate a SmartRec admin who is responsible for adding administrators and assigning permission groups.
Program Director or Program Manager	View programs and activities Activity Templates Manage Programs Access to edit organization settings including calendar, tags, and other options (optional) Dashboard Participant reports Activity reports	This set of permissions allows the person managing your programs and activity templates to create, edit, and delete them, and view data about their performance. They can also share programs and activity templates with child locations and determine whether child locations can edit the fields in the templates. You may also optionally want them to be able to edit or add tags to be used across your organization.
Memberships Director	View memberships Manage membership configurations Access to edit organization settings including calendar, tags, and other options (optional) Dashboard Participant reports Activity reports	This set of permissions allows the person who manages memberships at your organization to create, edit, and delete them, and view data about their performance. They can also share memberships with child locations. You may also optionally want them to be able to edit or add tags to be used across your organization.
Accounting or Finance Director	Billing and sales Dashboard Financial reports (all administrators) Accounting reports	This set of permissions allows the administrator to see information about billing, sales, and analytics.
Read-only or View-only	View programs and activities View memberships View administrator list and permission settings Dashboard Participant reports Activity reports	An administrator with this set of permissions can view information and analytics, but cannot create, edit, or delete anything.

3. Configuring Permission Groups for Child Organizations

The process to create permission groups for child organizations (locations) is similar to configuring them for the network Parent (e.g., association headquarters). Keep in mind that these permission groups should reflect the different roles and responsibilities at the child location's level.

🎗️Administrators at your child locations will be able to view the list of administrators and the permission groups at their branch if they have the “View administrator list and permission settings” permission. However, they will not be able to add administrators or make any edits. Notice that all actions are greyed out.

From the Parent Organization, go to Account > Administrators.
This time, click Manage permission groups and select the Child organizations tab.
Type a name for the permission group and click Add.
The permission group will be added to the list of permission groups. To edit the permissions, click the pencil icon.
Check off the permissions you would like to include in the permission group. You will receive the same notification as above. If you click Continue, the permissions will automatically be updated. Check off Do not show again, if you would not like to see this warning in the future.
To delete a permission group, you must first reassign any administrators within it to a new permission group. SmartRec will not allow you to delete a permission group if someone is assigned to it. Then, click the X next to the one you’d like to delete.

4. Adding New Administrators and Assigning Them to a Permission Group

To add a new administrator to the parent or child organization, click Administrators > New Administrator.
Fill in their information and ensure their status is set as Active.
Assign them the appropriate permission group at the parent or child organization(s). If needed, you can assign them to a permission group at multiple child locations. When you’re finished, click Save.
If the person already has an Amilia account, they’ll automatically be added to the list of administrators for the network Parent organization and/or child organizations (locations) that you selected. If they do not already have an Amilia account, they will receive an account activation email and must follow the link to activate it.

In the example below, Marcus Mathews was added as an administrator for Bellingsford YMCA, which is a child organization (location). He appears in the list of administrators in the child organizations tab.

He will see the tile to manage this organization in the Home tab on his Personal Account.

⚠️When your organization has centralized permissions, you can't add administrators from a child organization. The button will be greyed out.

5. FAQ

1. What’s the difference between having centralized permissions and not?

When you use centralized permission management, you can configure permission groups for the network Parent (e.g., association headquarters) as well as separate permission groups to be used by all child organizations (locations). Child organizations cannot add their own administrators. All administrators and permission groups are managed by the parent organization.

How to configure permissions at the Parent level

In this article: