User Roles

From the user roles screen you can manage user roles for other users (i.e not the user you are currently signed in to Messenger v5 as).

We recommend having a 'super-user' that has all roles, but is not used on a regular basis with the password for that 'super-user' being known to a limited set of people (e.g. the Groupcall Administrator + the head). The 'super-user' can be used to manage other user accounts - Groupcall will help set the 'super-user' up for you during training and installation.

Please note that you cannot assign more roles to another user than that which the current logged in user (i.e your user) has.

So, if an admin user has not got the role of “Authorise message”, then he/she cannot allocate this to another user as its not available to them in the first place, the same applies to “Password never expires”. It is for this reason that the use of a 'super-user' is recommended.

Example User Roles - Please note the exact list you see may differ based on individual configurations.

Example User Roles - Please note the exact list you see may differ based on individual configurations.

 

Role

Description

Notes

user Can log into Messenger 5. Required for all users. Without this role no other role(s) will work. If this is the only role selected a user can log in but not see any content/history/contacts etc. They will be able to amend their own user preferences but nothing else.
composeMessage Can compose messages and select from the pre-defined templates. To send the messages written also requires the ‘authorise messages’ role.
editContact Can edit existing contacts on the system. See here for guidance on this function.This role should be used with caution. Please see this page for background information. We recommend you don't allow any users to have this role without first ensuring they understand the risks of editing data in the Mv5 contact list. Please speak to us if you need more information on this.
editGroup Can create new groups & edit existing groups within the system. See information about Groups in Messenger 5.
messageLibrary Access to Tools > Voice Library (custom options for voice templates). NB: requires a voice subscription.
editMessageText Can create/edit message templates. Learn more about Messenger 5 Templates.
authoriseMessage Can send messages/authorise their own and other users messages. To authorise own messages requires compose message role in addition to this. Without the compose role user will only be able to authorise on behalf of other users as they do not have the role that enables them to write a message.
messageHistory Access to Message History to view sent messages and statistics.
Admin Access to all areas of the system. This should be limited in the school to a few people only to maintain a secure and robust system. This role enables a user to carry out all of the functions outlined in the Messenger 5 Admin Guide.
manageUser Allows access to Tools > Manage Users. A user can manage user accounts for the system. Use in place of the Admin role for a small subset of people, e.g. Department Heads, who may wish to manage their own staff user accounts, but not the advanced Admin functions.
uploadData Access to Tools > Upload Data. A user can import lists of manual contacts from e.g. a spreadsheet. We advise caution when using manual contacts as it can cause conflicts with your MIS data and consequently this role should be limited to a maximum of 2 trained staff within a school, who are aware of the risks and can use this function in a controlled manner.
preferences Access to Tools > Account Settings. A user with this role can change settings for the school's account preferences. These settings are outlined here. This role should not be given to too many people, we advise a maximum of 2 Administrators within the school.
documentManagement Can add attachments to emails. Without this role, anyone who has the compose messages role can write emails, but not add any attachments to those emails. Restrict the allocation of this role if you need to keep email sizes to a minimum.
passwordNeverExpires Prevents the user account in question being subject to the password expiry rules. Passwords will expire every n days unless this option is ticked. To create a secure system, we recommend enabling expiry for all users, with the exception of a 'super-user' (as this account is only used occasionally and should have a limited set of people knowing the credentials).n days defaults to 90 days unless configured differently in the account settings area.
tweet Can tweet messages. Allows users access to send messages via the twitter account linked to the Messenger 5.

 

Profiles

When using the Add New User Wizard, you have the option of selecting a Profile to apply to that user. A profile is simply a collection of roles.

The profiles include the following roles;

Profile Name


Minimum
User

User

Power
User

Administrator
Roles
Site User
Compose Message
Add/Edit Contacts
Add/Edit Group
Message Library
Edit Message Text
Authorise Message for Delivery
All Message History / Response Management
Administrator
Manage Users
Account Settings
Document Library
Tweet
Manage Parental Payments*

*(if parental payment option enabled for the account)

Even once you have assigned a profile, you can alter the roles on a case by case basis by editing them as outlined above, simply ticking or clearing roles as required.

Scenarios

Below are some scenario based examples to help you understand the application of the above roles in real-life situations. You may find that in your school the scenarios are exactly as described below, a combination of some elements, or completely different; whatever your situation we have designed the roles and profiles of Messenger 5 to allow you complete customisation of the system to suit your school's needs. You can mix and match roles to work for you; we hope the examples below will give you somewhere to start from.

Scenario

Roles

Profile

A member of teaching staff needs to be able to create and send basic messages, including message templates, to be checked by a senior member of staff or office admin to then authorise sending to recipients.
  • user
  • composeMessage
  • editMessageText
"Minimum User"
A member of teaching staff needs to be able to create advanced messages to send directly to recipients.
  • user
  • composeMessage
  • addGroup
  • editGroup
  • editMessageText
  • authoriseMessage
  • documentManagement
  • tweet
"Minimum User" + custom roles
A member of the administration or accounting team in the school office wants to authorise messages for sending on behalf of others, but not compose messages, and look at what messages have been sent in the past.
  • user
  • authoriseMessage
  • messageHistory
 - 
A member of the admin team, e.g. in the school office, is nominated as the main school administrator for Messenger 5 and so will carry out the functions outlined in the Messenger 5 Admin Guide, and will also be a full user of the system - they are the 'Groupcall Administrator'! This 'person' should use the super-user outlined below for user management and have a separate named account for day-to-day use with the following permissions;

  • user
  • composeMessage
  • addContact
  • editContact
  • addGroup
  • editGroup
  • messageLibrary
  • editMessageText
  • authoriseMessage
  • messageHistory
  • preferences
  • documentManagement
  • tweet (optional)

 

"Administrator"
Super-user All Roles - tick the box at the top of the list and this automatically selects all roles for you. You can clear as necessary.If there is no Twitter account, you may like to clear the tweet option.