Account administrators can perform administrative functions such as modifying site pages, adding events, and customizing the contact database. Administrator can log in and access the admin backend – an area reserved for site and account administration, and not seen by ordinary members or visitors to your site.

Account administrators should not be confused with bundle administrators.

You can designate any contact as an administrator, and grant them full or partial administrative privileges. 

If you designate a member as an administrator, the member can switch back and forth between admin view and member view. If you designate a contact who is not a member as an administrator, the contact can switch back and forth between admin view and public view. For more information, see Switching views.

Don't lose or get locked out of your own account

Take care when granting full administrative privileges since full admins can delete other admins and even delete the entire account. A full admin can delete any other admin, including the one who created the account and/or pays for the account. A full admin can delete the account without the approval of the account creator.

If you want someone to have almost all the authority of a full account administrator, without the ability to delete other admins or the entire account, you can set them up as a limited administrator then enable all the limited administrator roles – membership manager, event manager, donations manager, and website editor. They will be able to perform most of the functions of a full account administrator, except the following:

  • Manage administrators
  • Delete all contacts
  • Delete or upgrade account 
  • Change organization details
  • Change billing details
  • Modify payment settings
  • Delete any file or folder
  • Online store
  • Global JavaScript
  • Theme overrides
  • Manage meta-tags
  • Anti-spam settings
  • Request a site clone
  • Request a security certificate

Managing account administrators

There are two ways you can manage your account administrators: one a time from individual contact records, or all together from a single screen where you can view, add, modify, remove, and email your account administrators.

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To manage all your administrators from a single screen, hover over the Account menu in the upper right corner of admin view and select the Manage account administrators option.

For instructions on adding, viewing, modifying, removing, and emailing account administrators, see below.

Adding an administrator

You can designate any contact in your database – whether a member or not – as an administrator. If you want to add someone as an administrator who is not in your contact database, simply add them as a non-member contact.

Administrators can be granted full or partial administrative privileges. You can add as many administrators as you want, regardless of your billing plan.

Only full account administrators can set administrator privileges for others.

To grant administrative access privileges to a new or existing contact, follow these steps:

  1. Hover over the Accounts menu in the upper right corner and select the Manage account administrators option.
  2. On the Account administrators screen that appears, click the Add administrator button.
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  3. To add a new contact as administrator, enter the contact details in the fields provided. To designate an existing contact as an administrator, click the Select existing contact button and choose the contact.
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  4. Within the Access role section, choose the access privileges to be granted to the contact.
    You can choose from the following options:

    No administrative privileges
    Select this option to remove admin access for existing administrators.

    Account administrator (Full access)
    Grants full access to all administrative functions. Take care when granting this level of access since full admins can delete other admins and even the entire site.

    Account administrator (Read-only access)
    Allows viewing of nearly everything in the admin backend without being able to make any changes. See Features restricted by admin type (below) for details.

    Limited access
    Provides administrative access to selected Wild Apricot modules. Use this option if you have dedicated personnel in charge of events, memberships, editing web pages, or managing donations. With this option selected, you can limit access to one of the following roles:
    • Membership manager – can create new contacts, modify all existing ones
    • Event manager – can create and manage all events
    • Donations manager – can manage all donations
    • Newsletter manager – can send and manage manual emails (e.g. newsletters)
    • Online store manager – can manage products and orders in the online store
    • Website editor – can modify your website pages. With this option selected, you can provide access to all pages on your site or to selected pages. When you grant access to a page, you automatically grant access to all of its child or subpages. Website editors with access to selected pages will see all pages but can only edit the ones assigned to them.
  5. Click the Save button.

When a contact is granted administrator privileges, an email is sent to the contact with links to more information about managing Wild Apricot sites.

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You can also assign administrative privileges from a contact's Contact details tab. To do so, click the Edit button to the right of the Login details heading.

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From the Login settings screen, choose the access privileges to be granted to the contact then save your changes.

Searching for administrators

There are two ways to view a list of currently assigned administrators.

To view and manage your account administrators, hover over the Accounts menu in the upper right corner and select the Manage account administrators option. The Account Administrators screen will appear.

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From here, you can view, add, modify, remove, and email your account administrators.

To view a list of account administrators from your contacts list, follow these steps:

  1. Hover over the Contacts menu and select the List option.
  2. On the Simple search page, click the Filter drop-down list and select Administrators.

Within any contact list, administrators have a star icon appearing beside their name.

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To narrow the list to display only certain types of administrators, you can enter the administrator type – e.g. "membership manager" – in the Search field.

Modifying administrator privileges

There are two ways to change the administrative privileges for an existing account administrator.

To change the administrative privileges for an existing administrator from the Account administrators screen, click the name of the administrator within the list.

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On the Access role screen that appears, select a different access role then click Save.

To change administrative privileges from a contact's Contact details tab, click the Edit button to the right of the Login details heading.

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From the Login settings screen that appears, choose a different access role then click Save.

An email will not be sent to the contact to inform them of the change.

Removing administrator privileges

There are two ways to remove administrative privileges for an existing account administrator.

You cannot remove your own administrator privileges.

To remove administrative privileges for an existing administrator from the Account administrators screen, click the name of the administrator within the list. On the Access role screen that appears, choose the No administrative privileges option then click Save.

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To remove administrative privileges from a contact's Contact details tab, click the Edit button to the right of the Login details heading. Within the Login settings screen that appears, choose the No administrative privileges option then click the Save button.

An email will not be sent to the contact to inform them of the change.

Emailing account administrators

To send an email to all your account administrators, follow these steps:

  1. Hover over the Accounts menu in the upper right corner and select the Manage account administrators option.
  2. On the Account administrators screen that appears, click the Email administrators button.
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  3. Choose the email template you want to use as the basis for your message. For more information, see Email templates.
  4. Click the Design tab and finalize the content for your email blast.
  5. Click the Recipients tab and specify a subject for your message.
  6. Click the Review and send tab and send or schedule your email.

For more information on sending email blasts, click here.

Available administrator roles

The following administrator roles are available

Full administrator

Full administrators can perform any administrative function in admin view.

Read-only administrator

Read-only administrators can view nearly everything in the admin backend without being able to make any changes.

Read-only administrators cannot access any of the Store menu options, and cannot view the following screens under Website: Files, Themes, and Theme Overrides.

Membership manager

Membership managers can add new members and contacts, and view and modify existing ones. They can also set up membership levels and member groups, update member privacy settings, and renew and approve memberships

Events manager

An events manager can add new events, and modify existing ones. They can add new registrants, and modify, confirm, or cancel existing registrations. They can also email registrants and customize event emails.

Donations manager

The donations manager can record donations and view, modify, or refund existing donations. They can customize donation fields and donation emails. They can also email donation receipts and customize the donation receipt email template.

Newsletter manager

A newsletter manager can create and send manual emails (e.g. newsletters). They can email any contacts, view email drafts and scheduled emails, and create or modify email templates. Newsletter managers can access the email log, but will only see manual emails, not automatic system emails. On their Dashboard, newsletter managers can view the latest manual emails. Newsletter managers cannot modify a contact's email settings, cannot create advanced searches, cannot set up CC emails or routing of systems, and cannot customize event emails, or invoices or receipts. 

Store manager

Store managers can add and modify products on your online store, and view, fulfill, or cancel store orders. They can also view a list of the latest unfulfilled orders on their Dashboard. Store managers cannot add or modify delivery options, modify store emails, or set store payment methods.

Website editor

Website editors can modify your website pages. With this role selected, you can provide access to all pages on your site or to selected pages. When you grant access to a page, you automatically grant access to all of its child or subpages. Restricted website editors - those with access to selected pages - will see all pages but can only edit the ones assigned to them. Full website editors can also add pages to your site.

Restricted features by functional area

The tables below indicate which types of administrators are allowed to view or modify restricted features.

Visual settings


Enabled for
Change site themeFull admin, Website editor
Customize colors and stylesFull admin, Website editor
View colors and styles settingsFull admin, Read-only admin, Website editor
CSS customizationFull admin, Website editor
Theme overridesFull admin
File managementFull admin, Website editor, Restricted website editor
Delete any file/folder*Full admin

* Limited administrators can only delete files that they have added themselves. 

Page management


Enabled for
View site pagesAll roles except Newsletter manager, Store manager
Add/modify pagesFull admin, Website editor, Restricted website editor*
View templatesFull admin, Read-only admin, Website editor, Restricted website editor
View change historyFull admin, Read-only admin, Website editor, Restricted website editor
Add/modify templatesFull admin, Website editor
Restore page versionsFull admin, Website editor
Reorder pagesFull admin, Website editor, Restricted website editor*
View system pagesAll roles except Newsletter manager, Store manager
Modify system pagesFull admin, Website editor
View trashFull admin, Read-only admin, Website editor, Restricted website editor*
Restore from trashFull admin, Website editor, Restricted website editor*
Empty trashFull admin, Website editor, Restricted website editor*

* on selected pages/subpages

Contacts management


Enabled for
View contacts listFull admin, Read-only admin, Membership manager, Events manager, Donations manager
View contact fieldsFull admin, Read-only admin, Membership manager
Customize contact fieldsFull admin, Membership manager
Add new contactFull admin, Membership manager, Events manager, Donations manager
Archive, delete contactFull admin, Membership manager
Delete all contactsFull admin
Manage adminsFull admin
View contact detailsFull admin, Read-only admin, Membership manager, Events manager, Donations manager
Modify contact detailsFull admin, Membership manager, Events manager, Donations manager
Modify login detailsFull admin, Membership manager*
Add Internal use notesFull admin, Membership manager
Manage membership detailsFull admin, Membership manager
Add to bundleFull admin, Membership manager
Record event registrationFull admin, Membership manager, Events manager
Cancel, confirm registrationFull admin, Events manager
Record donationFull admin, Membership manager, Donation manager
Contact email settingsFull admin, Membership manager
Modify privacy settingsFull admin, Membership manager
Record paymentFull admin, Membership manager, Events manager, Donations manager
Save advanced searchesFull admin, Read-only admin, Membership manager
Run saved searchesFull admin, Read-only admin, Membership manager, Events manager, Donations manager
Import contactsFull admin, Membership manager
Export contactsFull admin, Read-only admin, Membership manager**, Events manager**, Donations manager**
Email contactsFull admin, Membership manager, Events manager, Donations manager
CC email settingsFull admin, Membership manager, Events manager, Donations manager

* Cannot modify login details for full administrators
** Excluding Internal use fields

Members management


Enabled for
View members listsFull admin, Read-only admin, Membership manager
Save/run saved searchesFull admin, Read-only admin, Membership manager
View Membership tabFull admin, Read-only admin, Membership manager
Update membership detailsFull admin, Membership manager
Add/modify membership levelsFull admin, Membership manager
Add/modify member groupsFull admin, Membership manager
Member privacy settingsFull admin, Membership manager
Renew membershipFull admin, Membership manager
Member email settingsFull admin, Membership manager
Manage search result layoutsFull admin, Membership manager
Membership discount couponsFull admin, Membership manager
Member photos album settingsFull admin, Membership manager
Membership cardsFull admin, Membership manager

Events management


Enabled for
View events listFull admin, Read-only admin, Events manager
Add/modify eventFull admin, Events manager
Customize registration formFull admin, Events manager
Add/modify registration typesFull admin, Events manager
Add registrant, guestFull admin, Membership manager, Events manager
Modify/cancel registrationFull admin, Events manager
Generate invoiceFull admin, Membership manager, Events manager, Donation manager
Record paymentFull admin, Membership manager, Events manager, Donation manager
Confirm, restore registrationFull admin, Events manager
Send event notificationFull admin, Events manager
Export registrantsFull admin, Membership manager, Events manager
Email registrantsFull admin, Events manager
Customize event emailsFull admin, Events manager
View event reportsFull admin, Read-only admin, Events manager
Track event attendanceFull admin, Events manager

Donations management


Enabled for
View donations listFull admin, Read-only admin, Donations manager
Customize donation fieldsFull admin, Donations manager
Customize donation emailsFull admin, Donations manager
Record donationsFull admin, Membership manager, Donations manager
Export donationsFull admin, Read-only admin, Membership manager, Donations manager
Modify/delete donationFull admin, Donations manager
Refund donationFull admin, Membership manager, Events manager, Donations manager
Preview/print donation receiptsFull admin, Read-only admin, Membership manager, Events manager, Donations manager
Email donation receiptFull admin, Donations manager

Email


Enabled for
Modify contact email settingsFull admin, Membership manager
Email contactsFull admin, Membership manager, Events manager, Donations manager, Newsletter manager
Create, modify email templatesFull admin, Membership manager, Events manager, Donations manager, Newsletter manager
View drafts, scheduled emailsFull admin, Membership manager, Events manager, Donations manager, Newsletter manager
View latest manual emails on DashboardNewsletter manager
CC email settingsFull admin, Membership manager, Events manager, Donations manager
Email event registrantsFull admin, Events manager
Customize event emailsFull admin, Events manager
Customize donation emailsFull admin, Donations manager
Email donation receiptFull admin, Donations manager
Email other receiptsFull admin, Membership manager, Events manager, Donations manager
Email invoiceFull admin, Membership manager, Events manager, Donations manager
Customize invoice templateFull admin, Membership manager, Events manager
Customize payment receiptFull admin, Membership manager, Events manager
Customize donation receiptFull admin, Donations manager
View email logFull admin, Read-only admin, Membership manager, Events manager, Donations manager, Newsletter manager
Routing of system emailsFull admin

Store management


Enabled for
View, fulfill, cancel ordersFull admin, Store manager
Add, modify productsFull admin, Store manager
Add, modify delivery optionsFull admin
Modify store emailsFull admin
Set store payment methodsFull admin
View unfulfilled orders on DashboardStore manager


Financial management


Enabled for
View invoices/payments listsFull admin, Read-only admin, Membership manager, Events manager, Donations manager
Export invoices/paymentsFull admin, Read-only admin, Membership manager
Add/modify invoicesFull admin, Membership manager, Events manager, Donations manager
Preview/print invoicesFull admin, Read-only admin, Membership manager, Events manager, Donations manager
Email invoiceFull admin, Membership manager, Events manager, Donations manager
Record/modify paymentsFull admin, Membership manager, Events manager, Donations manager
Settle/unsettle paymentFull admin, Membership manager, Events manager, Donations manager
Preview/print receiptFull admin, Read-only admin, Membership manager, Events manager, Donations manager
Email receiptFull admin, Membership manager, Events manager, Donations manager
Add/modify refundsFull admin, Membership manager, Events manager, Donations manager
View audit logFull admin, Read-only admin, Membership manager, Events manager, Donations manager
Generate financial reportsFull admin, Read-only admin, Membership manager, Events manager, Donations manager
Customize invoice templateFull admin, Membership manager, Events manager
Customize payment receiptFull admin, Membership manager, Events manager
Customize donation receiptFull admin, Donations manager
Modify payment settingsFull admin
Manage payment tendersFull admin
Export to QuickBooksFull admin, Read-only admin

Account and billing


Enabled for
Organization detailsFull admin
Upgrade accountFull admin
Change billing planFull admin
Change billing contactFull admin
Change credit card detailsFull admin
Delete accountFull admin

Other functionality


Enabled for
PollsFull admin, Membership manager
Global JavaScriptFull admin
Get widget codeFull admin, Website editor
ReferralsFull admin, read-only admin
Manage meta-tagsFull admin
Anti-spam settingsFull admin
Authorization required messageFull admin
Authorize external applicationsFull admin
Routing of system emailsFull admin