Trail Life Connect Roles and Permissions

This guide provides an overview of working with Roles and Permissions within Trail Life Connect. Views included are from the perspective of the Troop Ministry Liaison.

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The ability to manage and assign adult leader roles and permissions within Trail Life Connect is automatically granted to the Troop Ministry Liaison by default, with the following exceptions: 1. Changes to the Senior Ministry Leader role can *only* be processed by the Trail Life Home Office 2. The Senior Ministry Leader (SML) can *only* make changes to the Troop Ministry Liaison (TML) role. 3. Changes to other Core Leader roles (Troopmaster, Committee Chairperson, Chaplain, and Treasurer) can *only* be processed by the TML. 4. The TML can create custom roles within the Troop and potentially add the permission within the custom role to assign and manage other leader roles within the Troop.

Managing / Creating Roles

To access a list of available roles, click "User Role Permissions" under "Troop Settings" on the left menu.

A list of available roles is displayed. Search and filter options below column headers allow you to: - Search for a role by title - Search for a role by words in the description - Filter between standard or custom roles, or show both - View/filter Youth roles compared with Adult roles - View/filter whether a role is currently active

For standard roles, permissions can be viewed but not adjusted. For custom roles, the TML can both view and adjust permissions as needed.

Click the view icon to show the list of permissions available to a particular role.

A list of permissions is shown for the specified role. Permissions available to the role will contain a check mark next to the stated permission.

The TML can add a new Role if/when needed. The custom created role will only exist within the Troop where it is created. Once established, the role can be assigned to any registered member. To add a new role, the TML can scroll to the bottom of the list of Roles and click one of the available options. Custom **Adult** roles can be created for specific tasks (e.g., Calendar Management) or for more robust functionality (e.g., TLC Admin.) Custom **Youth** roles can be created to expand youth leadership opportunities for Trailmen.

A custom created role will need a specific and helpful 'Title' and 'Description.' If desired, adult roles can use a 'Base Role' as a starting point. This would start the custom role off with all of the permissions of the base role, and the permissions can be modified from there. Alternatively, the custom role can be built from scratch. \*Custom youth roles do not include the ability to modify permissions.

Tip #1: Make sure the name/title of the custom role does not mirror an existing role. Use a unique naming convention, or add the Troop name to the role, etc., to help distinguish from standard roles.

Tip#2: When creating roles, it is best practice to be as conservative as possible with permissions; only providing what is needed for that role.

In the list of 'User Roles,' any custom roles are denoted with a green check in the custom role column. As custom created roles, the TML can edit and modify permissions whenever needed.

The TML can *create* custom youth roles in addition to adult roles. Adding and removing youth roles is *also* available to the Troopmaster, Committee Chairperson, Advisor, Trailmaster, and Advancement Chair. Youth leader role adjustments are managed within the Profile for each youth Trailman.

Existing Roles and Permissions

To view a comprehensive list of all available roles and corresponding permissions in a chart view, navigate to the "Help" menu on the left and select "TLC Help Documentation." On the page containing all of the TLC Help Documentation, scroll down to the section for 'Troop Settings' and click the link below 'Member Roles and Permissions' to access the Roles / Permissions Reference Chart.

The "Role Permissions Grid" will show all base and custom roles down the left side, and available permissions to the right. \*Roles currently assigned to you will be highlighted for ease of viewing which permissions are available to you when using that role.

Assigning or Removing Roles

From the 'Dashboard,' select "Troop Members."

Click the icon to "View user" to open the Profile for the individual Troop member. (Alternatively, click the arrow to the left of the member's name to expand a preview; then click the button to "View Profile.")

Within the member Profile, the TML can select options under the 'Member Tools' section to either "Add Role" or "Remove" a currently assigned role.

Multiple Roles

If an individual is assigned with more than one role, each of those roles will contain a different set of permissions and abilities. The views and available tools & options within Trail Life Connect will be dictated by the current role being used. At times, an individual will need to switch between their various roles in order to perform certain functions within the system which require the permissions and abilities associated with that role.

To switch roles, click the drop-down arrow in the upper right by your name. The resulting menu will display a list of other roles (if any) assigned to your account, under the 'Switch Role' section. Click a role name to switch to that role.

The upper left corner of the Trail Life Connect screen will tell you which role you are currently operating under. \*In this example, William is both the TML and the SML. Each year when it is time to renew the Charter for the Troop, William will need to switch to the SML role in order to sign the annual Charter Agreement. He would then need to switch back to the TML role to perform other duties in TLC.