Advanced Online Giving Permissions: Default Roles and Groups

Many GiveCampus Partners have told us they’d like to delegate more fundraising activities across their staff and community in a secure, controlled way. Good news: we heard you — and now you can.

With Advanced Online Giving Permissions, schools have much more granular control over who can access what and what actions they can take in Online Giving.

GiveCampus administrators can be managed or added from the School Dashboard on GiveCampus, in the 'Administrators' tab in the left sidebar. 

Two Ways to Manage Access

Permissions are managed through Groups and Roles.

1. Groups (What admins can access)

Groups let you control which forms and campaigns admins can see and edit. By default, all admins (except campaign-specific admins) can access all campaigns and forms — until you create Groups.

• Example: Create an “Athletics” group that contains all Athletics-related forms and campaigns. Grant access only to specific staff.

How to Plan for Groups:

1. Decide if/how you want to group campaigns and forms.
2. Decide which admins should have access to each group.
3. Decide which forms/campaigns belong in each group.
4. Set aside time to create and apply Groups once you’re ready.

Groups make it easy to delegate access without opening the entire platform to everyone.

Advocate registration vs. active classification

This section clarifies the difference between two columns in advocate reports: the Registered column and the Active classification.

• An advocate is marked as active when their efforts generate clicks, donations, donor conversions, matches, challenges, or approved personal videos—even if they are not a registered GiveCampus user. • The Registered column indicates whether an advocate has a GiveCampus user account. A “No” simply means there is no account tied to that email. • Activity tracking operates independently of registration, so unregistered individuals can still drive measurable results.

Reading these facts in practice

1. Active status: An advocate is flagged as active when their engagement produces measurable results, regardless of account status.

2. Registered status: The Registered column solely reports the presence of a GiveCampus user account; it does not affect activity tracking.

3. Unregistered activity: Advocacy activity is recorded and attributed even if the person never creates an account.

Examples

• An advocate can show Registered = No yet still generate donations or clicks.

• A match initiated via email might appear in the advocate list even if the recipient never logs in.

• A user who posts an approved personal video is marked as active despite not being registered.

Troubleshooting tips

• If an advocate is expected to be registered but shows Registered = No, verify that the record’s email matches the email used during registration.

• For reconciling advocate-driven gifts, base your assessment on the clicks, donors, and dollars columns rather than the Registered column.

• To export advocate data for integration with other systems, download the advocate report to capture all relevant email and identifying fields.

Summary

Think of Registered as indicating that an account exists and Active as showing that measurable advocacy activity occurred. Both values provide useful insights into advocate performance.

2. Roles (What admins can do)

Roles define which actions admins can take once they have access. Think of Roles as pre-built bundles of permissions based on common fundraising “jobs to be done.”

• Roles can be granted individually or stacked together (e.g., Advanced Campaign Admin + Communications Admin).
• Important note: Fundraising Superadmin already has full access. Don’t “stack” other roles on top of Superadmin — it can actually reduce permissions in some cases. Our best recommendation: assign the highest level they need, and don’t double up. If things don’t look right, reach out to support@givecampus.com.

Role Overview

There are 14 Advanced Online Giving Permission Roles. The table below gives a quick comparison of what each can and cannot do.

🔑 Key for Role Matrix

Icons

• ✅ = Full access (admin can perform this action without restrictions)
• 🚫 = No access (admin cannot perform this action at all)
• 🔒 = Limited / Partial access (admin can perform some related actions, but not all — see notes in “Extras” or “Special/Other”)

Abbreviations & Terms

• All = Access across all campaigns, forms, and/or settings (no limitations).
• Full = Complete ability within assigned scope (can edit, publish, manage reporting, donor data, etc. for campaigns/forms assigned to them).
• Limited = Access only to certain features (e.g., can edit content but not publish, or can view stats but not full reporting).
• Tier Reports = Reporting limited to tiered landing pages only.
• Resend only = Can resend existing receipts, but cannot create or edit templates.
• School fields / affiliations / designations = Metadata about gifts/donors that lives at the institution level.
• Outreach mgmt = Management of communication features like Smart Appeals, texting, or campaign updates.
• Offline gifts / matches = Ability to manually add gifts, matches, or challenges not made online.
• Recurring subs = Manage recurring gift subscriptions (edit, modify, cancel, resend receipts).

Putting It All Together

• Use Groups to decide what content admins can access.
• Use Roles to decide what they can do once they’re in.
• Assign the highest level needed — avoid stacking on Superadmin as superadmin is full permissions. Stacked permissions may limit superadmins down to the lowest permission.

Next Steps

1. Review your staffing structure and decide on Groups that make sense (e.g., Athletics, Annual Giving, Alumni Relations).
2. Assign Roles based on responsibilities — communications, finance, reporting, etc.
3. If something doesn’t look right with permissions, contact support@givecampus.com.