User Roles Defined

There are six different types of user roles. Each role has a different level of access.

Applicant

Applicants are the only users who go through the registration process to create their own account. Users with the applicant role can do the following: 

• Edit their contact information.
• Edit their organization's basic information, if this is enabled.
• View a list of available processes on the Apply page.
• Submit a request within an active process.
• View requests they have submitted.
• View the status of requests they have submitted, depending upon how this is enabled.

Administrator

Administrators have full access and permissions in the site. Users with the administrator role can do the following:

• Access Foundant training resources.
• Edit site settings.
• View, edit, create, and deactivate/activate users.
• View, edit, create, merge, and delete organizations.
• Proxy as other users.
  • This can be turned off.
• Create, edit, and delete processes.
• View all requests in the site.
• Manage requests across all stages.
• Manually enter requests.
• Edit responses on forms.
  • This can be turned off.
• View form questions with any visibility type.
• Utilize Candid integration features.
• View and edit budget and payments.
• Create, edit, delete, and send email templates, email attachments, and merge templates.
• View, edit, create, and delete reports and data sets.
• View and manage shared documents.

Auditor

The auditor role is essentially a view-only version of the administrator role, with a few exceptions. If a user has the auditor role, they cannot have any additional roles.
Users with the auditor role cannot access the following:

• The Process Manager page.
• The Email Templates page.
• The Email Attachments page.
• The Email History page.
• The Merge Templates page.
• The Shared Documents page.

Users with the auditor role can do the following:

• Access Foundant training resources.
• Edit their contact information.
• Download any documents uploaded to forms, user/organization summaries, etc.
• View, edit, and export saved reports.
• View form questions with any visibility type.

Grants Manager

The grants manager role is a pared-down version of the administrator role.

Users with the grants manager role cannot access the following:

• The Email Templates page.
• The Email Attachments page.
• The Email History page.
• The Merge Templates page.

Users with the grants manager role can do the following:

• Access Foundant training resources.
• View, edit, create, deactivate/activate users, not including administrators.
• Proxy as other users, not including administrators.
• View, edit, create, merge, and delete organizations.
• View all open requests on the dashboard.
  • This can be limited to specific requests or processes as an Advanced/Standard +2 license feature.
• Manually enter requests.
• View questions with any visibility type.
• Edit responses on forms.
  • This can be enabled/turned off with the Standard license.
• Mark forms as complete or incomplete.
• Edit form deadlines for individual requests.
• Assign applications, evaluations, and follow up forms.
• Revert a request to a previous status.
• Approve and deny requests.
  • This can be enabled/turned off with the Standard license.
• Send emails using existing email templates or a blank template.
• Utilize Candid integration features.
• View and edit budget and payments.
• Create documents using merge templates.
• View, edit, and export saved reports.
• View shared documents marked visible for the grants manager role.

Board Member

The board member role is designed for users evaluating requests. This role has more access in the site than the staff evaluator role.

Users with the board member role can do the following:

• Edit their contact information.
• Complete the evaluation forms for requests they are assigned to evaluate and view the relevant request forms.
• View all staff evaluator scores and comments in both open and closed evaluations for all processes.
• View all board member scores and comments for closed evaluations for all processes.
• Access the Requests and Decisions search page and view any requests in the site via that page.
• View the Organization Summary for a request, including any information saved via the Candid integration and any documents and comments.
• View the Request Summary, including any documents and comments added by an administrator.
• View shared documents marked visible for the board member role.

Staff Evaluator

The staff evaluator role is designed for users evaluating requests. This role has less access in the site than the board member role.

Users with the staff evaluator role can do the following:

• Edit their contact information.
• Complete the evaluation forms for requests they are assigned to evaluate and view the relevant request forms.
• View documents or comments added by an administrator to a request they are assigned to review.
• View shared documents marked visible for the staff evaluator role.