These are different roles platform users can have:
Visitor | a person who simply views the platform and doesn't login or register |
User | a person who has registered on the platform |
Participant | a person who has contributed or taken an action in a project or who follows a project |
a person who has the rights to manage a project | |
a person who has the rights to manage a folder, and all of the projects within the folder | |
Administrator | a person with an administrator account and access to the whole admin panel |
What can admins do?
Platform admins are the master platform managers. As such, they have exclusive access to key functionality, mainly:
Project creation: they are the only ones that can create projects or assign others as folder moderators and grant them project creation capabilities.
User monitoring and management: they have exclusive access to the users tab which contains all user activity data; smart group creation functionality; ability to manage project roles.
Branding & Home page control
Platform-level messaging: is only accessible to admins.
Platform-level Dashboards
Global Input manager
How do I give someone a project or project folder manager role?
There are 2 ways to add/remove managing rights:
Go the relevant project, click on 'Project settings' and go to the 'Access rights'. Under 'Project management' you can remove a project manager.
In the User tab, search for the relevant manager. In the column 'Options' click on '...' and click on 'Remove' next to the relevant project.
This can only be done by admins.
You can assign project managers to a project in the Access Rights tab of the project.
Users tab:
You can assign folder managers to a folder in the Permissions tab of the folder.
What can project managers do?
A Project Manager can modify the settings for the project they’ve been assigned to - including changing the project title and description and assigning access rights for the consultation. They can also create project reports, send emails to project participants, view and give an “official reply” to the inputs contributed to their project, etc.
However, Project Managers cannot create projects, only Admins can. Project managers cannot invite other colleagues to become project managers onto the project, only admins can.
Learn more about setting up a project in this support article.
Track project metrics and KPIs
Under the tab 'Participants' a project manager can get an overall sense of how their participation project is doing. The tab includes aggregate data on participation, and a demographic breakdown of participants.
Note: The demographic participant data on the 'Participants' tab shows data coming from the registration fields the project participant is required to fill out. You can set these up under the 'Access Rights' tab for the project.
Under 'Select a period' the data about participants can be filtered in a specific time range. This can be particularly useful if you want to see data about participants in a certain phase of the project.
Participants
A participant is someone who did one of the following: posting input, reacting to input, commenting on input, submitting a survey response, voting, volunteering, or attending an event.
If you turned on the anonymity toggle for one of your consultation phases, please note that a) the participant count will still count each of the anonymous participants; but b) your demographic data will not include the anonymous participants data. This is due to us making a clean break in the data to respect users' anonymity.
Under the tab 'Traffic' a project manager can check where the visitors and participants come from. Under 'Select a period' the data about the traffic sources can be filtered in a specific time range. This can be particularly useful if you want to see data about participants in a certain phase of the project.
Messaging | Emailing
Under the tab 'Messaging' project managers can email the participants of the project.
Under 'Sender and recipient' -> 'From' you can select what recipients see as the sender of the email. Here you can choose if the email is send from the personal account of the project manager or if the email comes from a general sender (it shows the name of the platform)
Under 'Replies should go to' you can choose what email address should receive direct replies from users on your email.
From the Project Messaging tab you can only email all project participants. To email other participants or subsets of users go to the Platform Messaging tab (only available for admins) and select the smart group you want to message.
Events
Under the tab 'Events' project managers can add events to their project. Once people signed up for a certain event, project managers can export the list of attendees.
Learn more about events in this support article.
Access to data
As of May 2024, project managers have access to all user data associated only to the projects they manage. This may include name, last name, email, user demographic fields, participation data, etc. The only exception
This is the case for all methods except the voting method: for this method we are accepting ‘convention’ and understanding that the participants expect their name+last name+email to not be linked to their vote. Therefore the vote export, only includes demographic information (but not personally identifiable information like the name, last name, or email).
The 'user tab' located in the back office of the platform is only visible to admins.
What can folder managers do?
Above everything a project manager can modify the description and settings of a folder. They can create new projects within that folder, and automatically receive project manager rights for any projects within their folders (although platform admin can revoke those rights).
Folder managers cannot delete projects. If they would like to delete a project, they will need to ask a platform administrator to do so. They can also set any projects they do not wish to keep to "draft" so that it is not publicly visible.