Roles & Permissions
Configure staff access in Campium Admin by creating roles, adjusting permissions, previewing access, and assigning roles to users.
Overview
Roles & Permissions controls what staff can see and do in CampiumDB. Use it to create role profiles, turn permissions on or off for each role, and make sure each staff user has access that matches their job.
A role is a named set of permissions, such as Registrar or Read-only. Permissions are the individual access settings inside that role, like viewing an area, editing records, or using a specific tool.
Where to find it
Roles & Permissions is in the Admin area of the admin portal.
Only staff members whose own access includes managing roles and permissions can open this screen. If you do not see Roles & permissions under Admin, ask an account owner or administrator to update your access or make the change for you.
Open the Admin menu
- Sign in to the admin portal.
- Open Admin from the navigation.
Open Roles & permissions
- Choose Roles & permissions.
- The roles list opens for your account.
Roles and permissions explained
Roles are named profiles that describe what someone is allowed to do in CampiumDB. You create and maintain these profiles so staff access stays consistent across similar job functions.
Permissions are the individual on or off settings inside each role. Each permission controls one part of the product, such as access to an area, the ability to edit records, or the use of a specific tool.
Together, a role is a package of permissions. You configure the role once, then assign that role to staff users whose day-to-day work needs that level of access.
Roles list
The roles list shows every role for your account. Next to each role name, you may also see how many users currently have that role.
Use the list to review your existing access profiles before you create a new one or update an existing role. When you have many roles, the search box helps you find the one you want to edit.
Add a role
Create a new role when you need a new job type or a different access level.
Start a new role
- Open Admin.
- Choose Roles & permissions.
- Click Add new role.
Set up the role
- Enter the role details requested on screen.
- Turn permissions on or off for the new role based on the access that job needs.
A new role works best when it reflects a real staff responsibility. If two job functions need different access, create separate roles rather than sharing one broad role.
Change what a role can do
Edit a role when you need to grant or remove access for everyone assigned to that role.
Open the role
- In Roles & permissions, find the role you want to change.
- Click the role row to expand it.
Update permissions
- Review the permission groups by category.
- Check a box to grant that ability for the role.
- Uncheck a box to remove that ability.
Permission changes affect what that role can access in CampiumDB. Review changes carefully before you update a role that many users share.
Saving
Changes save as soon as you toggle a permission checkbox. You do not need to click a separate Save button.
After you check or uncheck a permission, the role is updated immediately. Plan permission changes carefully, especially on roles assigned to active staff users.
Search
Use the search box to filter the roles list when your account has many roles. Search helps you find the correct role faster before you expand it or review how many users are assigned to it.
Preview as role
Preview a role before assigning it to someone when you want to confirm what that role can see and do.
Open the role preview
- In Roles & permissions, find the role you want to review.
- Use Preview as... for that role.
Review the experience
- The admin dashboard opens as if you were using that role's permissions.
- Confirm the areas, records, and tools available to that role.
Previewing is useful before assigning a role to staff, especially after you make permission changes.
Give someone a role
Assign roles from CampiumDB Users, not from the Roles & Permissions screen. Roles define the access profile, and the user record is where you apply that profile to a person.
Open the user record
- Open Admin.
- Choose CampiumDB Users.
- Open the staff user you want to update.
Assign the role
- Set the user's role in their record.
- Save or confirm the user update if prompted on that screen.
After assignment, that user's day-to-day access follows the permissions configured for the selected role in Roles & permissions.
Who can use this screen
Only people whose own access includes managing roles and permissions can use this screen. Staff without that access will not see Roles & permissions under Admin.
If you need to change roles but cannot open this page, contact an account owner or administrator.
Best practices
Use a small set of clearly named roles that match real job functions. This makes role assignment faster and reduces the chance of giving staff more access than they need.
Review shared roles before changing them. If many users are assigned to one role, even a small permission change can affect multiple teams at once.
Preview a role after major permission updates. A quick review helps you confirm the role behaves the way you expect before you assign it to someone new or rely on it for daily work.