March 2024: Allen Shaw (Joinery CiviCRM consultant) has suggested that NSCS define roles which could require different access controls for managing CiviCRM and its content.
We will not redefine the roles that WordPress uses as defaults: Anonymous User, Subscriber, Contributor, Author, Editor, Administrator, which have some default access permissions defined (although these roles could be duplicated and renamed.) The names of any new roles customized for use by the North Shore Choral Society will begin with ‘NSCS’.
Here are some candidate roles:
Administrator: This role is currently performed by Jim Miller. This is someone (preferably an NSCS member) who makes decisions about the technology environment (hosting, CMS, supporting software versions). Performs testing when a new version of CRM software is installed.
Permissions: This is essentially the Administrator role as delivered by CiviCRM, which is why it doesn’t have NSCS appended to the title.
NSCS CRM Expert: This role is currently performed by Ellen Pullin, who is retiring in June 2025. This is someone (preferably an NSCS member) who understands how NSCS is using CRM software (currently CiviCRM), maintains any Custom Data (fields, profiles, templates), designs how CRM Components, Groups and Tags will be used, identifies which values of CRM fields NSCS should use (Financial Types, Address/Phone Use, etc.), This person should also investigate new features available in CRM and evaluate whether they might be useful to NSCS. Documents design decisions made concerning NSCS use of CRM and its features. Performs testing when a new version of the CRM software is installed.
Permissions: This is essentially an Administrator role, although the ability to create new Contact, contribution or membership records is probably not required.
NSCS Contact Manager: Reviews new member and contribution data, and adds a new Contact if needed. Evaluates Contacts and their personal data (address/phone) to see if there are duplicates, or members of the same household, or if they should be identified as deceased. Interacts with mailing services to make sure addresses meet USPS (CASS) standards, and makes address changes per NCOA records or mail returns. Works with those maintaining email services used by NSCS (currently MailChimp) to coordinate valid email addresses. This person should work with those designated by the NSCS Board (VP Fundraising, VP Communications?) to identify who should receive solicitations or marketing communications and requirements for tracking those put on mailing lists.
Permissions: This role requires the ability to create, delete, archive, and merge Contacts, and should be allowed to create new Groups and Tags as well as assigns them to Contacts.
NSCS Contribution Manager: Enters Contribution data entry (individual donations, corporate gifts, grants) based on notifications from NSCS Board members. Currently performed by Gary Hendrickson.
Permissions: This role requires the ability to create, edit, delete, and move Contribution records.
NSCS Contribution Reviewer: Evaluates Contribution data entry for accuracy, including whether the correct Contact was identified as the contributor.
Permissions: This role requires the ability to edit, delete, create, and move Contribution records.
NSCS Membership Manager: Creates membership records for Contacts and maintains values of custom data on the NSCS Members tab.
Permissions: This role requires the ability to create, edit, delete, and move Membership records, as well as Contact data stored on the NSCS Members tab.
NSCS Reports Specialist: Runs CiviReports or other searches needed for Board operations or reporting to outside agencies. This may involve Custom Searches or developing searches using the SearchKit. The role may evolve into being responsible for administering reports.
Permissions: This role requires access to CiviReport and Report Criteria, and the ability to save Report Criteria and view report sql. The Specialist may need to Edit Groups and add Contacts to Groups.