Becoming an XR Admin
Introduction
Anyone wanting to be an admin of any Action Network list must first sign the XR GDPR ‘VOLUNTEER AGREEMENT’ - it doesn't matter if you don't remember if you've done this and sign it twice.
More information on the volunteer agreement is HERE
Training for Admins
This is currently being developed, but take a look around the other pages within the Action Network book on the toolkit and get in touch with the Data Team for tailored training.
Local, regional/national email list
Admins at these levels (e.g. region, county, town, university) are managed locally, usually by asking your LG coordinator, regional coodinator, or 'Gardener'. If you don't know who to ask go to the Data Team reception here
Instructions for current admins making new people into admins
Maybe you are a LG or regional admin and you want to add someone new to Action Network to look after a list. First you should check their action network record to make sure they've signed the volunteer agreement. If they have they will be 'tagged' with 'XR_May2021_Volunteer_Agreement'. Then you go to the 'Administrators' tab for the chosen list and near the bottom of the page, send them an invite. They default to being an 'organiser', so immediately promote them to admin and give them the permissions that they need. Normal permission for someone looking after a local group list would be 'Launch Email', 'Reports' and 'Activists'. They only need settings if you then want them to be able to add/remove other activists.
See the table below for more details of all these permission. Any queries - ask in the Action Network Admins mattermost channel.
UK email list
The Action Network Data Team manages applications from Action Network users who need to have admin access to Action Network for the larger lists the UK, Global and newsletter lists.
In order to ensure that access to Action Network data and functionality is available only to activists who need it in order to fulfill their role in the organisation, the activist must apply via the Cloud Form here.
Your application will be reviewed by the Action Network Guardian in the Data Team, who will then refer it back for further information or apply the appropriate permissions for that user.
The form consists of 3 main sections:
- Information about the applicant
- Prompts for each permission, and whether it need to be changed
- Justification for any increased permission level
Information about you
This should include your email address, your role in XR which requires Admin access and the level of Admin access you require (currently the only options in this process are ‘UK’ or ‘International’).
Permissions (9 questions)
If you do not yet have UK Admin rights, then please use the ‘Add’ button only for those permissions which your role requires you to use, and ignore other permissions.
If you do already have UK Admin rights, please use the ‘Add’ button for any additional permissions which your role requires of you. Use ‘Remove’ if you no longer need a permission, and ignore any permissions which you want to leave unchanged.
Justification
Please clarify what your role is, i.e. what activity that you are responsible for requires each of the permissions you need to add, and at what level your group operates (International, UK, or some more regional group).
Permissions in Detail
The following chart explains what each permission enables you to do. It's the official Action Network description, and it may not tell you everything, so please ask a member of the Data Team if you’re not sure. If in doubt, leave it until you know that you need it.
| Permissions | Description |
|---|---|
| Settings | Administrator can edit group settings, invite and approve administrators, set up fundraising and ticketed event pages that don't require donor email addresses, set administrator permissions, and set the parent of this group in the network. |
| Launch Email | Administrator can launch and send emails targeted to the group's list. |
| Reports | Administrator can download report data and mass add or remove tags and subscriptions. |
| Activists | Administrator can access search and add activists and edit individual records, as well as receive pending merge notifications. |
| Contributions | Administrator can issue refunds, edit or cancel recurring contributions, convert one-time contributions to recurring when viewing activist records, and upload or manually add or edit transactions, as well as receive contribution failure notifications. |
| Advanced Uploads | Administrator can use advanced upload features, such as overwriting custom field data or unsubscribing activists in an upload. |
| Overwrite Network Custom Field Data | Administrator can choose to overwrite parent group custom field data when editing activists. (Without this permission, editing an activist will not overwrite custom field data on parent groups.) |
| Syndication | Administrator can create syndication packages to be shared with other groups. |
| SQL Mirror reporting | (Not an Action Network admin permission as such). Allows reporting access from the background data using SQL Mirror. This is highly restricted and additional checking will be required. |
Summary
The process, the form and this advice are all in development.
The Data Team would welcome feedback or questions to assist us to provide you with high quality service. Please find us on Mattermost.
Document details Author: @VecchioJohn Updated: 25 April, 2021 by @collininseattle Updated : 7 July, 2021 by @kay-xrnottm Updated : 26 Oct, 2021 by @kay-xrnottm