Member Guide Org Admin Guide Site Admin Guide

Understanding Your Permissions

A comprehensive reference for what each admin level can and cannot do in fellos.

This page serves as a quick reference for the capabilities available at each admin level. If you're ever unsure whether you can perform a specific action, check the table below. Remember that your admin level is determined by the officer role you hold, and your scope is determined by where in the organization hierarchy that role is assigned.

Permissions by Admin Level

The following table summarizes the key capabilities for each admin level. "Scope" means the action is available only within the admin's hierarchical scope (as described in the Admin Levels Explained page).

Admin Level Permissions Comparison CAPABILITY CLUB ADMIN ORG ADMIN LOCAL ADMIN MEMBER MANAGEMENT View member profiles All members In scope Own org Edit member profiles All members In scope Own org View member history All members In scope Own org WORKFLOW APPROVALS Approve onboarding requests All orgs In scope Own org Approve type transitions All orgs In scope Own org Approve deactivations All orgs In scope Own org Approve transfers All orgs In scope Own org Override transfer objections Yes In scope No CONTENT & EVENTS Moderate discussion groups All groups In scope Own org Create and manage events All orgs In scope Own org Assign officer roles All orgs In scope Own org SYSTEM (SITE ADMIN ONLY) Change theme and branding No No No Define member types and roles No No No Green = Available Red = Not available "In scope" = Organizations below the admin's assigned org
A permissions comparison table showing capabilities across the three admin levels. System-level settings require Site Admin access.

Field-Level Permissions

Beyond the broad capabilities shown above, fellos also supports field-level permissions on member profiles. This means your site admin can control which specific profile fields each admin level can view or edit.

For example, your site admin might configure the system so that:

  • All admins can edit basic contact information (name, email, phone).
  • Club Admins and Org Admins can edit membership-related fields (member type, join date, sponsor).
  • Only Club Admins can edit financial fields (dues status, payment records) if those exist.
  • No admin level can change the member number — that's auto-generated and immutable.

When you're editing a member profile, locked fields appear grayed out with a lock icon. If you need to edit a field you don't have access to, contact a higher-level admin or your site admin.

Visibility Rules

Visibility rules control which members and organizations you can see in the system. These work hand-in-hand with your admin scope:

Member Visibility

  • Club Admin — Sees all active members, and may also see deactivated members depending on configuration.
  • Org Admin — Sees active members in organizations within scope. Deactivated members may also be visible.
  • Local Admin — Sees only active members in their own organization.

Organization Visibility

  • Club Admin — Sees all organizations in the hierarchy.
  • Org Admin — Sees their assigned organization and all organizations below it.
  • Local Admin — Sees their own organization and the general club-level hierarchy (for navigation purposes), but cannot drill into other orgs' details.

Workflow Visibility

  • You only see workflow requests (onboarding, transitions, deactivations, transfers) that involve members or organizations within your scope.
  • A Club Admin sees all pending requests. A Local Admin sees only requests for their org.

What Requires Site Admin Access

Some capabilities are reserved for the Site Admin — the person who set up the fellos site. These are not available at any org admin level, regardless of scope:

  • Theme and branding — Changing the site's colors, logo, fonts, and visual identity.
  • Member type definitions — Creating, renaming, or deleting member types (e.g., Prospect, Seedling, Full Member).
  • Officer role definitions — Creating new officer roles, changing their names, or adjusting their admin flags.
  • Organization structure — Adding or removing organizations from the hierarchy (regions, chapters).
  • Field configuration — Defining which profile fields exist and which admin levels can edit them.
  • Workflow configuration — Setting up approval rules, required documents, and notification templates.
  • Group settings — Creating groups, setting moderation requirements, and configuring group permissions.
  • System settings — Email configuration, login methods, security policies, and other platform-level settings.
Tip

If you're finding that you need access to something that isn't available at your admin level, have a conversation with your site admin. They can often adjust field-level permissions or role configurations to give you what you need without changing the overall admin structure.

How to Check Your Own Permissions

If you're not sure what your current admin level gives you access to:

  1. Look at your officer role(s) on your own profile page. Each role shows its admin flag.
  2. Note which organization each role is assigned at — this determines your scope.
  3. Refer to the permissions table above to understand what actions are available to you.
  4. Try the action — fellos will show you an appropriate error message if you don't have permission, rather than letting you make unauthorized changes.
Good to know

fellos is designed to be safe to explore. You won't accidentally break anything by clicking around — if you don't have permission to do something, the button or option simply won't appear, or you'll get a clear message explaining why the action isn't available. Admin access is always additive: it gives you more capabilities on top of the regular member experience, but never takes anything away.