Adding and editing roles

In this article

• What are roles? 
• Adding a new role 
• Editing roles
• Archiving roles
• Deleting roles
• Want to know more?

What are roles?

Before users are created, user roles will need to be set up. This is because a role will need to be allocated to each user which defines what they can access and update in Chalkstring.
Roles can be setup as are relevant to your business, granting access to parts Chalkstring as required by people who carry out that specific role.

Adding a new role

To add a role you will need to have the necessary permissions. If you don't see the options in the steps below but believe you should have these permissions, please speak to your system administrator or contact our support team.

Steps to add a role

1. From the left menu bar click the 'Settings' icon, then click the ‘Admin’ icon.
2. Click the ‘Roles' sub menu.
3. Click the ‘+ New Role’ button in the top right of the screen.
4. Enter a role name and brief description.
5. Click ‘Save'.
6. Create permissions based on the roles by selecting each section for the level of access required from the drop-down menus and tick boxes. For more details on setting permissions, see article 'How to set role permissions'
7. When finished, click ‘Save Permissions’.

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Editing roles

If a role needs to be updated you can use the edit option.

Steps to edit a role

1. From the left menu bar click the 'Settings' icon, then click the ‘Admin’ icon.
2. Click the ‘Roles' sub menu.
3. Use the filters to search for and click on the role that needs to be updated.
4. Make any amendments to the permissions as required. See article 'How to set role permissions' for further details.
5. Click 'Save permissions'.
6. If the name or description require updating, click on the edit button in the top right corner.
7. Amend the name or description for the role.
8. Click the 'Save'.
9. Click 'Save permissions'.
   
   

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Archiving roles

If you have roles that you no longer want new users to be able to select but have existing users who need to remain with that role, archiving will prevent the role from being selected for user accounts.

Steps to archive a role

1. From the left menu bar click the 'Settings' icon, then click the ‘Admin’ icon.
2. Click the ‘Roles' sub menu.
3. Find the role that you wish to archive and click on it. 
4. Click the 'Archive' icon in the top right of the screen and then click the 'Confirm archive' button that appears. If you aren't sure which icon, hover over them to see a tooltip.
5. This will leave the role record in the system but hide it from dropdown lists.

Steps to unarchive a role

If for some reason you need to reinstate an archived role you can do so with the following steps:

1. From the left menu bar click the 'Settings' icon, then click the ‘Admin’ icon.
2. Click the ‘Roles' sub menu.
3. Scroll to the bottom of the screen and tick the 'Include archived' checkbox.
4. Find the role that you wish to unarchive and click on it.
5. Click the 'Unarchive' icon in the top right of the screen and then click the 'Confirm unarchive' button that appears. If you aren't sure which icon, hover over them to see a tooltip.
6. This will reinstate the role record in the system. 

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Deleting roles

If you have roles that were created in error then you can delete them using the following steps:

Steps to delete a role

1. From the left menu bar click the 'Settings' icon, then click the ‘Admin’ icon.
2. Click the ‘Roles' sub menu.
3. Find the role e that you wish to delete and click on it.
4. Click the 'Delete' icon in the top right of the screen and then if you are sure you want to delete the record permanently, click the 'Confirm' button that appears. If you aren't sure which icon, hover over them to see a tooltip.
5. This will permanently remove the role from the system.

If you receive an error when trying to delete, this means the role is linked or assigned to an existing user in Chalkstring. In this instance use the Archive option instead. 

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Want to know more?

• How to set role permissions