Managing Access in Your Community

User Access Levels

360Alumni clients may choose an 'open' or 'closed' community. This is in General Settings > General tab > REQUIRE ADMINISTRATOR APPROVAL > User Registration.

If you leave the box unchecked, any new user will have immediate access to all the features in your community. This is called an "open community".

If you check the box, new users will require administrator approval to have full access to the community. This is called a "closed community". While anyone can register for an event or donate to a fundraising campaign (including parents, staff, spouses and friends), these new users can be reviewed and managed on the Admin > Approval Requests > Users tab.

Full Access Users are any user who has been imported, or who has created an account on their own (and, in a closed community, been approved).

*Note: When a new user has been approved in a closed community, the user must log out and back in again to see their newly approved permissions. This also applies to assigning a regular user administrator privileges.

Limited Access Users are any user (in a closed community) who has created an account while registering for an event, donating, or simply coming in through the main account creation page, who has not yet been approved, or who has been denied full access.

  • Limited access users can register for events, donate, see their history, access the "Resources" menu, and complete their profiles.
  • Limited access users can NOT access the directory, map, lists, groups, job board, mentorship, sponsors feature, or home page. They also can not send messages or manage their notification settings (they only receive transactional emails).
  • Limited access users do not show on the directory, map or search bar. You can look them up on the Admin > Limited Access Users page or find them on the Approval Requests page.

Account Creation & Activation

When you invite pre-imported or new alumni to create or activate their account, you can provide a direct link to the account creation/activation page, for example:

Here they enter their first and last name, and any matching records are displayed with partially masked data (if available) to help them locate their record. If their name is not found, they can create a new account.

Occasionally you will find duplicate records created, since last names and email addresses change. To learn how to manage them, see our KB article on duplicate users.

Other Permission Levels

Regular users can also be an Event Organizer, a Group Organizer (with or without data access), or be promoted to an Administrator.

Get Your Network to Work as a Unit:

Couldn't find what you were looking for?

Call +1 (424) 888 0360 or email us for assistance!