Keywords: Administrator Roles; Limited Admin; Enterprise Admin; Security Groups; Admin Permissions; Admin Settings
Overview
Administrator access in Better Impact determines who can see, manage and configure data at both the Organization and Enterprise levels. Because there are different role types and different access layers, it’s important to understand how each type works, how to assign or adjust access, and where limitations apply. This guide brings all the administrative access information into one place so you can find what you need immediately, avoid common pitfalls, and structure your admin access with clarity.
For an admin to log in and have access to any of the options described, they need to use the following link: https://app.betterimpact.com/Login/Admin
Well managed administrator access ensures the right people see the right information - and only the right information. Whether you’re adding a new administrator, limiting someone’s access to just certain menu items, or giving Enterprise‑level visibility across multiple sub-accounts, understanding the differences between role types prevents confusion and reduces risk. This guide will walk through role definitions, settings configuration, Enterprise‑specific controls, and common troubleshooting points to help you manage admin profiles confidently.
Glossary of Terms
Organization Account / Sub-account: a single account containing volunteers/clients/donors and activities.
Enterprise Account: an umbrella account containing multiple Organizations / sub- accounts (branches / locations / departments / regions).
Organization Administrator: admin with access only in one Organization account.
Enterprise Administrator: admin with access at Enterprise level; may or may not also have Organization-level access.
Types of Administrator Access
Organization vs Enterprise comparison
Organization-level Administrator Role Types
Full Administrator – Full access to all menu items and features within the Organization / Sub-account. Can view, create, edit and delete all available data, settings and configuration. No access restrictions apply.
Limited Administrator – Access is restricted to specific menu items based on the Limited Admin Role assigned to them. Limited Admin Roles define what features they can see/do — but do not control which volunteers they have access to.
Module Administrator – Access only to the menu items associated with selected modules (Volunteer, Client, Donor, Member). Useful when someone should only work within a single module and not other areas. No menu-level capability configuration (unlike Limited).
No System Access – Administrator profile exists and can be used as a Contact Person or to receive notifications, but they have no administrative access to menus or configuration. They cannot navigate the admin interface beyond personal admin profile settings.
Enterprise-level Role Types
Enterprise uses Enterprise-specific role types:
Full Enterprise Admin – Full access to all Enterprise-level features, including the ability to manage Enterprise settings, Organisation Administrators (if enabled on the back-end by support), Security Groups and Configuration Admin Roles.
Enterprise Security Group Admin – Access is restricted to only the Organisations included in the assigned Security Group(s). This limits which Organisation / sub-accounts they can see/manage at Enterprise.
Enterprise Configuration Admin (Upgraded accounts only) – Access to Enterprise configuration features only. Can modify allowed configuration menu items (as defined by the Configuration Admin Role assigned), but cannot view or manage all Enterprise Organisations by default.
Limited / Module / No System Access roles do not exist at Enterprise level.
Organization Administrators
Administrator profiles allow people to log into Better Impact and manage data, settings, configuration and communication within one account.
What they can access depends on their Administrator Role.
Add an Administrator
Add an Administrator
If you have an Enterprise Account and you are adding a new Administrator, you will need to be in one of the sub accounts to do so.
Login details for Administrators will need to be shared manually when a new profile is added to an account.
Go to People > Administrators > Add an Admin
Fill in the fields in the “Contact Information” section.
Usernames (not case sensitive) must be at least 12 characters long and unique across all Better Impact accounts. They must not start or end with a space and cannot have two or more spaces in a row within the username. Passwords (case sensitive) must be at least 12 characters long.
Passwords must also contain at least one uppercase character, one lowercase character, and one number
NOTE: Better Impact will check to see if the email address you enter is already in use in your organization. This is only a warning. It will not prevent you from creating an administrative profile that has the same email address as another one of your profiles.
Scroll down to Settings and choose an Administrator Role:
Full: full access to all menu options
Limited: access to a limited set of menu options, as specified by a full administrator.
Module: access to menu options associated with the selected module(s)
No system access: no administrative access
Choose which email Notifications this administrator should receive
Contact Person: checking this box enables volunteers to send an email to the administrator from their MyImpactPage.com profile.
Title: add the administrator’s title which will be displayed to the volunteer in their CONTACT tab along with the name of the administrator and their organization
Finish this step by clicking the [Save] button. If custom fields have been added to the Admin Module, continue by adding other information to the administrator’s profile.
Change Administrator Role Type
Change Administrator Role Type
Go to People > Administrators > Add an Admin
Mouse over the Options icon beside the administrator’s name
Click on “Update Administrator Role”
Choose the desired role Type from the dropdown list
Full: full access
Limited: restricted to the menu options as defined in their Limited Admin Role
Module: access to menu options associated with the selected module(s)
No Access: no administrative access
If you choose “Limited”; select the applicable Role
Click on the [Save] button
Promote a Volunteer to Administrator
Promote a Volunteer to Administrator
If you want to promote a user to an Administrator, the next steps will help you do it.
Open the User's profile.
In the “Main” tab, click on the “Miscellaneous” section and select “Administrator”
Select “Active” from the Status drop list and click [Add to Module]
The person is added, by default, as an administrator with no system access. To change this, click the [Update Administrator Role] button and choose an Administrator Role:
Full: full access to all menu options
Limited: access to a limited set of menu options, as specified by a full administrator
Module: access to menu options associated with the selected module(s)
No system access: no administrative access
If needed, choose which email Notifications this administrator should receive.
If you would like this person to be added as a Contact Person, checking this box will enable volunteers to send an email to the administrator from their MyImpactPage.com profile.
Title: add the administrator’s title which will be displayed to the volunteer in their CONTACT tab along with the name of the administrator and their organization.
Click the [Save] button in the “Administrator” section
Manage Administrators - Archive, Unarchive or Remove
Manage Administrators - Archive, Unarchive or Remove
Archive Administrator
Setting the status to "Archived" will also set the Role to "Not an Administrator"
Go to People > Administrators > Manage Administrators
Mouse over the Options icon beside the administrator
Click on “Archive Administrator”
Unarchive/Reactivate an Administrator
Go to: People >> Search
In the “Module and Status Filters” section, check the “Archived” box under “Administrator” and then click the [Search] button
In the results, mouse over the Options icon beside the administrator you want to unarchive
Click on “Edit”
In the “Main” tab, click on the “Miscellaneous” section
Select “Administrator” and change the status from Archived to Active, then click “Save Status”
Click the [Update Administrator Role] button to select a role for the administrator and click the [Save] button in the popup window
Select the appropriate Admin Settings and click the [Save] button
Delete/Remove Administrator
Go to People > Administrators > Manage Administrators
Mouse over the Options icon beside the administrator’s name
Click on “Remove Administrator”
Click the [Remove Administrator] button
Administrator Settings
Once someone has administrative access, they can customise:
signature
notifications
contact person setting
schedule display preferences
some profile configuration viewing preferences
These are per‑admin and follow them across Organization accounts.
Add/Edit Email Signature
Add/Edit Email Signature
Once added, the email signature that will appear at the bottom of all emails the administrator sends out through Better Impact.
Go to the My Profile Menu (the blue profile icon, or your profile picture, at the top right), then click “Edit My Profile”.
In the “Main” tab, click on the “Miscellaneous” section and select “Administrator”
Scroll down and enter text in the “Email Signature” text editor box. You can also click the [Insert] button in the editor to add images or links to files within your signature.
Click the [Save] button
Update Administrator Notifications
Update Administrator Notifications
Important
Enabled notifications are for all volunteers and all activities.
Notifications cannot be restricted to certain volunteers, activities or application forms.
The only exception is for Upgraded account administrators, who are able to restrict the Activity notifications: If an administrator selects Activity notifications listed below, they may also be added to specific activities, in the Notification tab of an activity, to further filter the activity notifications they wish to receive. To remove the activity notification filter, click on the [?], and proceed to remove yourself from notifications for specific activities.
Notifications need to be set at the sub-account level - it's not possible to edit this from the Enterprise account.
It's not possible to edit these notifications; all text is default.
Other than the notifications available, it's not possible to add more. If you'd like to see that happen, please create a feature suggestion (you can find the feedback widget on your admin home page).
Click the person icon at the top of the screen and type the admin’s name into the Quick Search.
Click on the admin’s name from the list that appears.
In the “Main” tab, click on the “Miscellaneous” section and select “Administrator”
Go to the Communications section and select the desired Notifications. They are grouped into categories:
ACTIVITY NOTIFICATIONS:
Change in Activity availability notifications:
When a volunteer signs up for an Activity or shift
When a volunteer signs up for multiple shifts at once
When a volunteer removes their signup for an Activity of shift
When a volunteer removes their signup for multiple shifts
Declined shift assignment notifications:
When a volunteer declines one or more shifts to which they have been assigned
Confirmed shift assignment notifications
When a volunteer confirms one or more shift assignments manually (NOTE: this notification does not apply if you have assignments set to be confirmed automatically)
Timeclock started notifications
When a volunteer starts a timeclock entry
Timeclock stopped notifications
When a volunteer stops a timeclock entry
VOLUNTEER NOTIFICATIONS:
Volunteer status change notifications:
When an existing volunteer resigns from your organization (i.e. sets their profile status to “Archived”)
If an archived volunteer re-applies to your organization
New volunteer application notifications:
When there is a new application from a volunteer (this does not include existing volunteers)
When there is a new volunteer that had a previous association with the organization
When an enterprise adds a volunteer to a new organization in their enterprise
Completed eLearning module notifications
When a volunteer successfully completes an eLearning Module
Click the [Save] button at the bottom of the “Admin Settings” section
Tips and Notes
If a volunteer with the status of Applicant, In Process, Accepted or In-active completes a secondary application, there will NOT be an email notification sent out to administrators as this is not a new volunteer.
If an archived volunteer re-applies, their status would be changed to Applicant or Accepted and a "Volunteer status change notification" would be sent out to administrators.
You can update notifications in bulk from the Enterprise. Here's how:
Go to Enterprise account > Configuration > Organisation Administrators.
Search for the administrator’s name, then click Manage [Admin’s Name] Access next to their name.
Select all the organisations they're part of (or the ones you want to update notifications for).
From the drop-down menu at the bottom, choose Update Admin Settings.
You’ll then see options to select which notifications you want them to receive across all your organisations.
System Notifications
System Notifications
If you'd like to opt into system notifications (such as planned or unplanned maintenance), please follow this link: https://www.betterimpactstatus.com/ and click on "Subscribe to updates".
If you'd like to subscribe to our Newsletter, please follow this link: https://www.betterimpact.com/
Scroll to the bottom of the page, enter your email and click Subscribe.
You can unsubscribe at any moment.
Make an Administrator a Contact Person
Make an Administrator a Contact Person
Allowing volunteers to email administrators through their MyImpactPage.com profile using the Contact tab, is one of the easiest ways for volunteers to communicate with administrators.
Go to People > Administrators > Manage Administrators
Click on “Manage Administrators” found in the sidebar under Administrators Mouse over the Options icon beside the administrator and select ”Edit”
In the “Main” tab, click on the “Miscellaneous” section and select “Administrator”
Scroll down to the Communications section in the Admin Settings
Check the Contact Person box to enable this feature.
Optional: Specify the contact person’s “Title”. This information will display to users when they are in their CONTACT tab.
Click the [Save] button
Tip
You can make yourself a contact person by going to the My Profile Menu, selecting Edit My Profile, and following steps 3-7.
Edit Administrator Schedule Display Settings
Edit Administrator Schedule Display Settings
Editing the Administrator Schedule Settings enables admins to override the default settings and customize their display when viewing the interactive schedule list.
Go to People > Administrators > Manage Administrators
Mouse over the Options icon beside the administrator and select ”Edit”
In the “Main” tab, click on the “Miscellaneous” section and select “Administrator”
Scroll down to the Schedule section in the Admin Settings
Number of Days to Display: To override the default of 7, enter any other whole number in this field.
Display Option: To change this, select one of the following options in the dropdown menu:
First future date with activities
The date specified (If chosen, enter the date you want in the date field that appears)
The current date
Click the [Save] button
Tip
You can also edit your own schedule display settings by going to the My Profile Menu, selecting Edit My Profile, and following steps 3-7 below.
View Recent Admin Login History
View Recent Admin Login History
Administrators are able to view the date, time, IP address and, if possible, the general location of the 10 most recent logins on their profile.
Organization Account
Go to the My Profile Menu (the blue profile icon, or your profile picture, at the top right), then click “Edit My Profile”.
In the “Main” tab, click on the “Miscellaneous” section and select “Administrator”
Scroll down to the Misc Fields section
Click on the [List Recent Logins] button
If you wish to print the list, click on the printer icon at the top right corner of the dialogue box
Enterprise Account
Go to the My Profile Menu (the blue profile icon, or your profile picture, at the top right), then click “Edit My Profile”.
Scroll down below the “Update Photo” section on the right-hand side
Click on the [List Recent Logins] button
If you wish to print the list, click on the printer icon at the top right corner of the dialogue box
Limited Admin Roles
Organizations can create Limited Admin Roles that define which Menu items / pages a Limited Admin can see.
This is the ideal feature if you need to restrict admin access to a specific feature/setting.
This does not restrict which volunteers they can access. If you need that, Enterprise Security Groups may be better.
Upgraded Enterprise accounts can also create Organization Limited Admin Roles at Enterprise so they are available to all sub‑accounts.
There is no limit to the number of Limited Admin Roles you can create.
Limited Admins will also be excluded from some pop-up messages such as those related to invoicing or other business matters.
A Limited Admin can only have one Limited Admin Role assigned at a time.
Add New Limited Administrator Role
Add New Limited Administrator Role
Go to People > Administrators > Limited Admin Roles
Click the [+] button in the “Organization Limited Admin Role” header, or click the [+ New Limited Admin Role] button at the bottom of the page.
Enter a Role name (maximum 200 characters)
Optional: Enter a Description (visible only to full administrators)
Select the Module(s) to which the role will have access. For example, if you select Volunteer Module, then this administrator can access Volunteer profiles.
Select the Capabilities to which the role will have access. Click on the [?] for more information on each of the options available.
Click the [Save] button at the bottom right
Edit Limited Administrator Role
Edit Limited Administrator Role
Go to People > Administrators > Limited Admin Roles
Mouse over the Options icon beside the limited administrator role name
Click on “Edit”
Make the desired change(s)
Role name (maximum 200 characters)
Description (visible only to full administrators)
Module(s): Which the role will have access
Capabilities: Which capabilities the role will have access. Click on the [?] for more information on each of the options available
Click the [Save] button
Copy Limited Administrator Role
Copy Limited Administrator Role
Go to People > Administrators > Limited Admin Roles
Mouse over the Options icon beside the Limited Admin Role
Click on “Copy”
Enter a name for the new (copied) field
Click on the [Copy] button
Limited Admin Roles from the Enterprise Account
Limited Admin Roles from the Enterprise Account
Creating an Organization Limited Admin role at the enterprise level will make it available for use in any branch/department/location/account in your enterprise.
If you don't see this option is either because you don't have access to this feature or the option is not enabled in the back-end (contact support for more information)
Add Organization Limited Administrator Role
Add Organization Limited Administrator Role
Go to People > Administrators > Organization Limited Admin Roles
Click the [+] button in the “Limited Administrator Role” header (or click the [+ New Organization Limited Admin Role] button).
Enter a Role name (required, maximum 200 characters)
Optional: Enter a Description (visible only to full administrators)
Select the Module(s) to which the role will have access
Select the Capabilities to which the role will have access. Click on the [?] for more information on each of the options available.
Click the [Save] button
View/Print Organization Limited Administrator Roles
View/Print Organization Limited Administrator Roles
Go to People > Administrators > Organization Limited Admin Roles
Mouse over the Options icon beside the role
Click on “View”
Click the Print icon in the top right-hand corner of the dialogue box
Delete an Organization Limited Administrator Role
Delete an Organization Limited Administrator Role
Go to People > Administrators > Organization Limited Admin Roles
Mouse over the Options icon beside the role
Click on “Delete”
Click the [Delete] button to confirm
Understanding Limited Role Capabilities
When creating or editing your Limited Admin Role and inserting the title and description (optional), you'll need to select the modules and the capabilities.
About the modules
When creating a Limited Admin Role, selecting which modules the role can access controls which profiles they can see at all.
Capabilities then define what they can do once they can see those profiles.
Selecting Admin module only → they will only see Admin profiles
Selecting Volunteer module → they will see all volunteers (Limited Admin Roles do not support limiting which volunteers they see)
Same applies to other modules, like
Selecting multiple modules → they will have access to the profiles for all modules selected
About the Capabilities
The Capabilities section is grouped into expandable categories. You can click Show All to expand everything at once, or Show all information panels to display the descriptions for each capability. These descriptions are the system-maintained source of truth for what each capability does and are the most accurate reference.
You'll be able to set the limited admin role according to the sections shown:
See each collapsable section below for more information about each section.
User
User
Handles everything to do with individual profiles — viewing, editing, status changes and module assignment.
Some capabilities require the enabling of others to work - see info panels for more information.
Capability | Example Use(s) | Module |
Add User | Create a new profile directly | Any |
Remove Profiles from Module | Remove a profile from the volunteer module without deleting it | Volunteer |
Bulk Archive User | Archive multiple volunteers at once | Volunteer |
Bulk Change Status | Change status for multiple volunteers (e.g. In Process → Accepted) - access to profiles from the home page dashboard | Volunteer |
Dashboard | View/adjust the volunteer’s dashboard elements | Volunteer |
Edit User | Edit existing person’s profile data | Any |
Contact Info | View/edit phone, email, address details | Any |
Photo | Upload/replace/delete profile photo | Any |
General Availability | Access and review the volunteer’s set weekly availability | Volunteer |
Classifications | View/edit organisation/enterprise classifications assigned to profile | Volunteer |
Miscellaneous | View/edit miscellaneous profile section fields | Any |
Add to Module | Add this person to Admin / Volunteer module | Any |
Change Individual Status | Change one volunteer’s status (e.g. Applicant → Accepted) | Volunteer |
View User | Expand to show profile fields a limited admin is allowed to view | Any |
Contact Details | Display contact information of a profile | Any |
Photo | View profile photo | Any |
Custom Fields | View custom field values applied to this profile | Any |
Qualifications | View volunteer’s qualification status | Volunteer |
General Availability | View volunteer’s availability info | Volunteer |
General Interests | View volunteer’s interest tags/categories | Volunteer |
Committees | View volunteer’s committee memberships | Volunteer |
Classifications | View volunteer’s classifications (org/enterprise) | Volunteer |
Miscellaneous | View miscellaneous profile section (read-only) | Any |
Badges | View badges assigned to this volunteer | Volunteer |
Manage Administrators | Add/edit/archive administrators; update admin roles | Admin |
View Connections | View linked accounts (e.g. family/guardian) | Volunteer |
Custom Fields | Edit custom field values for individual profiles (one-by-one) | Any |
Approve / Reject and Edit Custom Field Values | Approve/reject time-sensitive items like policy agreements | Any |
Bulk Set / Remove Custom Field Values | Apply or remove a custom field value for multiple volunteers at once | Any |
Qualifications | Edit volunteer qualification status and details | Volunteer |
Approve / Reject and Edit Qualification Values | Approve or reject qualification items (e.g. background check complete) | Volunteer |
Bulk Set / Remove Qualification Values | Apply/remove a qualification across multiple volunteers | Volunteer |
Committees | Access committee settings / view committee membership container | Volunteer |
Add / Remove Individual Committee Member | Add one volunteer to a committee or remove one from a committee | Volunteer |
Bulk Add / Remove Committee Members | Add or remove multiple volunteers to/from a committee at once | Volunteer |
General Interests | Access general interest assignment container | Volunteer |
Add / Remove Individual General Interests | Assign or remove an individual interest for a single volunteer | Volunteer |
Bulk Set / Remove General Interests | Assign or remove interests across many volunteers in a single action | Volunteer |
Notes
• Custom Fields are controlled by the Custom Fields configuration section
• Qualifications are controlled by the Qualifications configuration section
• Committees are controlled by the Committees configuration section
• General Interests are controlled by the General Interests configuration section
• Assign & Schedule capabilities are governed by the Scheduling permissions under Activities/Other
• Hours functionality is governed by the Hours permissions (in Other settings)
• Communications-related actions are governed by Communications permissions
• Reports visibility/actions depend on the Reports / Raw Data permissions
Search
Search
Controls what information the Limited Admin can search/filter by when running searches on people profiles.
Search capabilities require the enabling of others to work - see info panels for more information.
Capability | Use Case | Module |
Search | Access the search interface for profiles | Any |
Contact Info | Filter by email, phone, address | Any |
General Interests | Search by volunteer interest tags | Volunteer |
General Availability | Filter by volunteer weekly availability | Volunteer |
Custom Fields | Search profiles based on custom field values | Any |
Qualifications | Filter by qualifications held / missing | Volunteer |
Activity Category, Activity or Activity Shift | Search volunteers tied to specific activities or shifts | Volunteer |
Qualified For Activity | Filter volunteers who meet qualification requirements for an activity | Volunteer |
Schedule Date | Filter based on scheduled dates / shifts | Volunteer |
Hours Logged | Search by hours already logged | Volunteer |
Number Of Hours Entries | Filter by number of hours entries submitted | Volunteer |
Feedback Fields | Search by feedback responses linked to hours entries | Volunteer |
Committees | Filter by committee membership | Volunteer |
Volunteer Date Joined | Filter by date the volunteer joined the organisation | Volunteer |
Birthday | Filter by birthday month or date | Any |
Date of Birth | Exact date of birth filter | Any |
Age | Filter by calculated age | Any |
Login Date | Filter by last login date | Any |
Enterprise Classifications | Filter by classifications assigned enterprise-wide | Volunteer |
Application Form | Filter by which application form was used | Volunteer |
Note Log Entries | Search by note log data | Any |
Date Of Last Volunteer Status Change | Filter by when volunteer status was last changed | Volunteer |
Timeclock Status | Filter by whether volunteer currently has active time clock running | Volunteer |
Volunteer Anniversary | Filter by volunteer service anniversary date/month | Volunteer |
Volunteer Connections | Filter by linked connections (e.g. parent/child) | Volunteer |
Email Message Records | Search by email message history record | Any |
Volunteer Notes | Search by content of volunteer’s notes | Volunteer |
Survey Response | Filter by survey form responses | Any |
Communications
Communications
Determines whether the Limited Admin can email, manage message templates, view email history and add/view note logs.
Export for mail merge is controlled by Raw Data reports permissions
Capability | Use Case | Module |
Send Emails to Users | Send broadcast or targeted emails to users in the account | Any |
Update Personal Message | Update the admin’s personal message that volunteers see | Any |
Bulk Update Personal Message | Update personal message for multiple admins/volunteers at once | Any |
Manage Email Contacts | Add or manage saved contact lists for emailing | Any |
View Email History | Review previously sent email history | Any |
Create Mailing Labels | Generate address label output for printing | Any |
Create Phone List | Generate a phone call list for offline contact | Any |
Email Templates | Create and manage reusable email templates | Any |
Manage Current News to Volunteers | Update news content seen by volunteers on their portal | Volunteer |
Manage Current Message to Administrators | Manage the admin-to-admin home page message | Admin |
View Note Log Entries | View notes recorded against profiles | Any |
Add Note Log Entries | Add individual note entries to profiles | Any |
Bulk Add Note Log Entries | Add the same note to multiple profiles at once | Any |
Manage Birthday Message | Define automated birthday greetings to users | Any |
Manage Volunteer Anniversary Message | Define automated volunteer service anniversary greetings | Volunteer |
Activities
Activities
Controls access to the schedule: viewing activities, managing activities, using shift templates and working with General Interests.
Capability | Use Case | Module |
View Activities | View the activity schedule / shifts list | Volunteer |
Manage Activities | Edit/create activities + settings + descriptions | Volunteer |
Manage Shift Templates | Work with reusable shift patterns for scheduling | Volunteer |
Manage General Interests | Add/edit activity-based general interest groupings | Volunteer |
Configuration
Configuration
Allows access to configuration tools such as Custom Fields, Qualifications, Committees, eLearning Modules, Badges and Organisation Settings.
Capability | Use Case | Module |
Custom Fields | Create/modify custom profile fields used to collect organisation-specific data | Any |
Qualifications | Create and manage qualification types + rules | Volunteer |
Feedback Fields | Manage feedback question fields linked to hours entries | Volunteer |
Committees | Create and manage committees / groups for volunteers | Volunteer |
Organisation Settings | Adjust org-specific configuration + branding controls | Any |
General Volunteer Settings | Adjust volunteer-specific configuration settings (e.g. signup defaults) | Volunteer |
Links for your website | Manage direct deep-link URLs for embedding | Any |
Document Library | Upload/manage docs available to admins/users | Any |
eLearning Modules | Create/manage training modules for volunteers | Volunteer |
View eLearning Modules | View existing eLearning modules | Volunteer |
Manage eLearning Modules | Modify / enable / disable eLearning modules | Volunteer |
Badges | Define badge types used for volunteer recognition | Volunteer |
Surveys | Create / manage survey instruments | Any |
View Surveys | View survey structures and settings | Any |
Manage Surveys | Modify survey structure, activation, availability | Any |
Other Settings
Other Settings
Additional admin utilities and system-level tools such as raw data reports, scheduling permissions, hours logging, quick search and file management.
Capability | Use Case | Module |
Quick Search | Allows rapid name/email search from the top bar | Any |
View Volunteers on the Clock | View which volunteers currently have a timeclock running | Volunteer |
Log Hours | Log hours on behalf of volunteers | Volunteer |
Schedule Reports and Tabs | Access schedule-related reporting interfaces | Volunteer |
Hours and Feedback Reports | Run reporting on hours + feedback submission | Volunteer |
Allowed to generate all Raw Data reports | Access raw data reports export functionality | Any |
Allowed to schedule / assign volunteers | Can assign volunteers to shifts / schedule placements | Any |
Upload, Edit, or Delete files in the rich text file manager | Manage uploaded files used in editors/templates | Any |
Insert images or links to files into the body of an email | Embed files into email content | Any |
Insert videos, images, or links to files into rich text areas other than email | Embed media in non-email content areas | Any |
Manage API keys | Access + manage API keys for integrations | Any |
Better Impact Buddies | Access Buddy features / configuration | Any |
Find a Buddy | Search and match with other admins for support | Any |
Update Buddy Profile | Edit Buddy profile data | Any |
My Document Library | View personal admin file repository | Any |
View Survey Responses | View survey response data | Any |
Manage Calendar Subscriptions | Create / edit calendar subscription links for schedules | Volunteer |
Manage Shared Saved User Searches | Create / maintain shared saved searches | Any |
Manage Shared Saved Reports | Create / maintain shared saved reports | Any |
Optional Integrations
Optional Integrations
Controls access to optional integrations such as external background check providers (e.g. Verified First).
Capability | Use Case | Module |
Manage Verified First Background Checks | Access & manage Verified First background check requests + status | Volunteer |
Display Settings
- Admin Dashboard; Contrast Settings; Custom Font Size -
Administrators can customise parts of their own interface to make information easier to read and faster to access. These settings are personal to each admin and carry over to every Organization account they can access. (Not available at Enterprise unless noted.)
Customization Preferences
Administrators can customise how their admin interface looks and how information is displayed. These settings are personal to the administrator and follow them across all Organization accounts they have access to.
General Settings - Theme, Font Size and Accessibility Tool
General Settings - Theme, Font Size and Accessibility Tool
Administrator Contrast Settings (Dark Mode)
The Contrast Setting is administrator specific and will carry over to all Organization and Enterprise accounts associated with the profile
Go to the My Profile Menu (the blue profile icon or your profile picture at the top right), then click on “Customization Preferences”
In the “General Settings” section, select your preferred Theme from the dropdown menu
Classic
Dark Mode
Click the [Save] button
Administrator Custom Font Size
The Custom Font Size Setting is administrator specific and will carry over to all Organization and Enterprise accounts associated with the profile.
Go to the My Profile Menu (the blue profile icon or your profile picture at the top right), then click on “Customization Preferences”
In the “General Settings” section, select your preferred Font Size from the dropdown menu
Click the [Save] button
Note
Although most text will switch to the new font size automatically, not all aspects of the administrator platform are affected by this setting option. If additional size preferences are needed, we would encourage you use the zoom in or out feature available on your device.
Accessibility Tool
Go to the My Profile Menu (the blue profile icon or your profile picture at the top right), then click on “Customization Preferences”
In the “General Settings” section, select if you want to enable or disable the Accessibility Tool:
Enabled
Disabled
Click the [Save] button
Note
For this option to be available, the Accessibility widget must first be enabled by support.
Please see this article for more information or contact support.
Admin Dashboard
Admin Dashboard
Administrators can make some choices about how their home page dashboard is laid out and what is included. These decisions are administrator-specific and will carry over to all Organization accounts associated with their profile.
This is an Organization feature only; not available in the Enterprise account itself.
Go to the My Profile Menu (the blue profile icon or your profile picture at the top right), then click on “Customization Preferences”
In the “Dashboard” section, use the dropdown menus to determine the position of available Widgets
Some Widgets will enable an additional size preference in the associate dropdown menu to the right
Once a Widget has been selected, it will show in the Preview window to the right and no longer be an option to select in the other dropdown menus
If you would like to more an already selected Widget, please first clear if from the previous position
Click the [Save] button
Switching to the User/ Volunteer View
Administrators can temporarily switch from their admin interface into the User / Volunteer view to see what the portal looks like to a user. This is helpful when testing visibility, navigation, or configuration changes.
This does not impersonate another user.
You will see the system exactly as you would as a volunteer (based on your own Status, Qualifications, etc.).
In order to access the "User View" (Volunteer, Client, Donor, Member View), you’ll need to add that module to your profile.
Please note, once the module is added, it will take approximately 15 minutes before you will be able to switch to the Volunteer/User View from your admin profile. You also may need to refresh your browser, or log out and log back in.
Add the VOL module to your profile
Add the VOL module to your profile
My Profile Menu → Edit My Profile
Main tab → Miscellaneous
Select “Volunteer” (or Client / Donor / Member depending on module)
Status = anything except Archived
Click Add to Module
To access the user view
To access the user view
Go to the My Profile Menu (the blue profile icon at the top right), then click “Switch to User (Volunteer) View”.
To return to the administrator view
To return to the administrator view
Click on “Switch to Administrator View” (between the “Help” and “Logout” buttons)
Tips and Notes
If your organization has settings to “require approval” for hours, you will notice that any hours you log while in your Volunteer View will not require approval, since you are technically logged on as an administrator who can log hours without approval.
If you would like to ensure you or other admins, that are not volunteers, clients, donor or admins, are not captured in reporting, you may want to consider changing your ‘Date Joined’ to be outside of any possible reporting date range (ex. Before you purchased Better Impact).
Previewing as a fictitious / test user (not User View)
Previewing as a fictitious / test user (not User View)
In some cases, it is better to use a separate fictitious profile to test — especially if multiple admins need to preview.
Log into the test profile at MyImpactPage.com using a different browser (Chrome vs Firefox) to avoid logging yourself out of admin.
Although switching to User View (Volunteer View) from your admin account does come with some advantages, there are times when you may want to add a fictitious or test user profile instead of adding the volunteer (or other) module to administrator accounts. The fictitious user profile access can be shared with multiple admins, the account can be created to test particular features and additional user profiles (associated with admins) will never be accidentally counted in your reporting. We recommend this approach, especially for organizations with numerous administrators.
Using this approach, you can log into MyImpactPage.com with the username and password of the fictitious user using a different type of browser (eg Firefox, Chrome, Safari) than you use for your admin log in. If you use a new tab or new window in the same type of browser to log in as the volunteer, it will log you out as an administrator (and vice versa).
Tip
If you would like to ensure the fictitious account, that is not actually a user, is not captured in your reporting, you may want to consider changing your ‘Date Joined’ to be outside of any possible reporting date range (ex. Before you purchased Better Impact).
Administrator Activity Calendar Subscriptions
Calendar subscriptions allow you to connect your activity schedules to an external calendar application such as Gmail, Outlook, etc. The following information is transferred
Activity Category
Activity Name
Date and Time
Note that volunteer assignments are not available through this feature.
Calendar Subscriptions can be created for:
All Activities
Single Activity Category
Single Activity
Subscriptions are NOT specific to the administrator so any administrator with access to Calendar Subscriptions will be able to use one that was previously created by someone else. Calendar subscriptions are also public, so anyone with the link, regardless of their administrative access can use it. To revoke access, you will want to delete the subscription.
Only active activities are included in this subscription, and it will show the shifts up to 7 days in the past, and 120 days into the future.
Calendar subscriptions are dynamic and will adjust to reflect the schedule that is created within Better Impact. This is a calendar subscription meaning the activities are not added as events to your personal calendar. Calendar subscriptions allow you to view a separate calendar from whichever calendar application you use. For more details see:
Create New Calendar Subscription
Create New Calendar Subscription
Go to: Configuration >> Resources >> Calendar Subscriptions
Select [Create New Calendar Subscription]
Subscription – give this subscription a name so that you can identify it easily in the future
Description – Provide the description for the subscription
Category – Select the category of activities to include
Activity – Select a specific activity
Select [Save]
Retrieve Calendar Subscription URL
Retrieve Calendar Subscription URL
Go to: Configuration >> Resources >> Calendar Subscriptions
Use the options icon next to the subscription to select [View]
Copy the URL
Navigate into the calendar program you would like to add this subscription to.
Additional instruction for adding a calendar subscription to your specific calendar can be found online
Edit Calendar Subscription
Edit Calendar Subscription
Go to: Configuration >> Resources >> Calendar Subscriptions
Use the options icon next to the subscription to select [Edit]
Make you desired changes
Select [Save]
Delete Calendar Subscription
Delete Calendar Subscription
Go to: Configuration >> Resources >> Calendar Subscriptions
Use the options icon next to the subscription to select [Delete]
Confirm your select by selecting [Delete] again
Managing Administrators from the Enterprise Account
Enterprise-level controls allow Enterprise Administrators to assign, promote, edit and remove Enterprise Administrators as well as centrally manage Organization Administrator access across multiple sub-accounts.
Enterprise-only tools such as Security Groups and Configuration Admin Roles enable more granular control over which Organization accounts and which Enterprise menu items an Enterprise Admin can access.
This section outlines how to manage Enterprise Administrators themselves, how to control the settings of Organization Administrators from Enterprise, and how to use Enterprise-specific tools like Security Groups.
Manage Organization Administrator Access
Full Enterprise Administrators can control the access and administrator settings, Organization Administrators have in the various sub-accounts, using this feature.
This will allow you to move or add an Admin to one or multiple sub-accounts.
Go to People > Organization Administrators
Search for the Organization Admin (username or contact details)
In the results, open the Options menu beside their name and select Manage [name] access
For each Organization:
open the Options menu beside the account you want to update
OR select multiple accounts → use the drop-down to apply changes in bulk
Choose the action (e.g. add/remove access, update notifications) and click Save
Notes
If you don't see this option and wish to have this feature enabled for your Enterprise account, please have your Primary Administrator contact the Better Impact support team.
The notification settings available to update will be dependent on the modules each selected organization account has enabled.
Enterprise Administrator Access
Enterprise administrators can be given one of the following levels of access:
Full Administrator Access
Add New Enterprise Administrator
Add New Enterprise Administrator
Go to People > Administrators > Enterprise Administrators
At the bottom of the page, select [Create Enterprise Administrator]
Complete all of the required fields (indicated by the flag)
In the Role drop-down list, leave it set to “Full Administrator” if you want them to have full system access. You may also have the option of restricting the administrator to certain organizations or functionality by selecting:
“Security Group” (then the desired Security Group)
“Configuration Admin” (selecting the desired role) *Upgraded accounts only
Click the [Create Enterprise Administrator] button
Promote Current Organization Administrator
Promote Current Organization Administrator
Go to People > Administrators > Enterprise Administrators
At the bottom of the page, select [Promote Account Administrator]
Search for the person you would like to make an Enterprise Administrator
If more than one name appears in the list, select the appropriate person
In the Role drop-down list, leave it set to “Full Administrator” if you want them to have full system access. You may also have the option of restricting the administrator to certain organizations or functionality by selecting:
“Security Group” (then the desired Security Group)
“Configuration Admin” (the selecting the desired role) *Upgraded accounts only
Click the [Add Selected Admin] button
Edit an Enterprise Administrator’s Access
Edit an Enterprise Administrator’s Access
Go to People > Administrators > Enterprise Administrators
Mouse of the Options icon beside the administrator
Click on “Update Administrator Role”
Select the desired Role from the dropdown list
If Full was not selected, choose from the additional list of groups or roles
Click the [Update Administrator Role] button
View Enterprise Administrators
View Enterprise Administrators
Go to People > Administrators > Enterprise Administrators
Mouse over the Options icon beside the administrator
Click on “View
Remove/Delete an Enterprise Administrator
Remove/Delete an Enterprise Administrator
Go to People > Administrators > Enterprise Administrators
Mouse over the Options icon beside the administrator
Click on “Remove Administrator”
Click on the [Remove Administrator] button to confirm
Note
This will remove the Enterprise access for the administrator but not the access this person may have at the account level. If desired, you must also remove them from within those accounts.
Enterprise Configuration Administrator Roles
An Enterprise Configuration Administrator can be restricted to certain menu options at the enterprise level. This will give you the ability to create enterprise administrators that only have access to specific configuration functionality and menu items at the enterprise level.
This type of administrator role is available on Upgraded Enterprise accounts only. In order to use this feature, it must be enabled for you by support.
Options Available
Options Available
When creating or editing an Enterprise Configuration Admin Role, the following capabilities (options) are available:
Category | Capabilities Included |
Basic Configuration |
|
Enterprise Configuration |
|
Communication Configuration |
|
Activity Configuration |
|
Other Configuration |
|
* Some options listed above require specific Modules
Add New Enterprise Configuration Role
Add New Enterprise Configuration Role
Go to People > Administrators > Enterprise Administrators
Click the [+] button in the “Enterprise Configuration Admin Role” header (or click the [+ New Enterprise Configuration Admin Role] button).
Enter a role name (required, maximum 200 characters)
Optional: Enter a description (visible only to full administrators
Select the Module(s) to which the role will have access.
Select the Capabilities to which the role will have access. Click on the [?] for more information on each of the options available.
Click the [Save] button
Enterprise Security Groups
A Security Group is used to limit administrative access at the Enterprise level to a group of accounts in the Enterprise. These are frequently set up to mirror the Regions but they don’t need to be.
This feature's availability depends on the package purchased.
Add New Security Group
Add New Security Group
Go to People > Administrators > Security Groups
Click the [+] button in the “Security Group” header (or click the [+ New Security Group] button)
Enter a Security Group name (maximum 100 characters)
Select the Module(s) that will use the Security Group
Select the Organization(s) that will be part of the Security Group
Select whether or not administrators can view emails sent from any administrator or only view emails that they themselves have sent (default)
Select whether or not administrators can view text messages sent from any administrator or only view emails that they themselves have sent (default)
Select whether or not administrators can view note log entries logged by any administrator or only view emails that they themselves have sent (default)
Optional: Enter a Description
Click the [Save] button
View or Edit Security Group
View or Edit Security Group
Go to People > Administrators > Security Groups
Mouse over the Options icon beside the Security Group
Click on "View" or “Edit”
To Edit, make the desired changes
Click the [Save] button
Delete Security Groups
Delete Security Groups
Go to People > Administrators > Security Groups
Mouse over the Options icon beside the Security Group
Click on “Delete”
Click the [Delete] button to confirm
Note
You cannot delete a Security Group that has administrators associated with it.
Final Notes
Clear and intentional configuration of administrator access helps protect data, reduce confusion and ensure that each administrator only sees and manages what is appropriate for their role.
Whether you are working at an Organization level or across multiple accounts at Enterprise, understanding how roles, modules, capabilities and Security Groups interact will make access management both safer and easier to maintain over time.
If settings ever need to be adjusted, you can always update roles, modify capabilities or review access directly from the administrator’s profile or from the Enterprise tools outlined above.