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Beacon Roles Access User Guide

Introduction

This document is designed to assist the major users of the Chepstow u3a Beacon Computer System to understand the roles that have been set up by the System Administrators in Beacon – what you’ve always wanted to know about Beacon, but have been afraid to ask.

 It allows the user to observe what is available regarding the functionality of the system. Each user has a separate role or combination of roles and can be viewed using the role described in section 14 Role Privileges.

It is intended to enhance the understanding of the system & must be read in conjunction with all the links and documents that can be found at the foot of the Beacon Page of the Chepstow u3a Website. 

1.All

The minimum access rights. All system users should have this. It allows the user to “look but don’t touch”. Specifically, it covers these functions.

  • Send an e-mail
  • Access e-mail delivery reports
  • View Group Faculties, Venues, Groups & Convenors
  • View Member Classes & Status
  • View Membership Statistics & Download them
  • View Chepstow u3a Offices (Committee)
  • View Users & Beacon Roles

2 . Committee – General Access (Committee Role)

  • General access for committee members in addition to their own committee post privileges 
  • View of some functions and full access to email standard messages apart from delete.
  • Amendment of the System Messages.

3. Chairperson (Committee Role)

  • Able to view everything in the Beacon System.
  • Full functionality regarding the u3a Officers function (Chepstow u3a Committee)

4. Groups Support

  • Groups Support Team – responsible for managing all u3a Activity Group Leaders & their Groups.
  • Specifically maintain Group Faculties, All Group Records, Group Venues. View Member Record, Members List & Member non-renewals.

 5. Information Distributer

  • View Audit Detail, Audit Trail & email delivery. Maintain email standard messages. View Member List & Change Member records. Full functionality regarding u3a Officers function (Chepstow u3a Committee) apart from delete.              

6. Membership Secretary (Committee Role)

  • Responsible for managing the whole membership database.
  • Delete is a separate role. It is usually used by the Membership Secretary but is obviously dangerous if in the wrong hands. That’s why it is a completely separate role which can easily be allocated or removed from any member in a clear way.
  • View & Download Address Labels & Export. Data Export & Backup. Maintain email standard messages. Assist in Managing Gift Aid Declaration. View Groups List, Group Leaders including email & record    

7. Program Officer 

  • Organises the Speakers at the Monthly Meetings & keeps the System Message on the Beacon Home Page Notices up to date.
  • View & Change System Messages 

8. Secretary (Committee Role)

  • View & Change System Messages. Full functionality regarding u3a Officers function (Chepstow u3a Committee)

9. Treasurer (Committee Role)

  • Full access to the Finance Module. Maintain Standard Email Messages. Full access to Group Ledger & Group records. View & Download Group Statements.

10. Members & Group Leaders Contact

  • This role has been created for any person who has been authorised to be able to contact any specific members or Group Leaders.
  • View Group Leaders & Member List.

11. u3a Matters

  • Responsible for managing the Third Age Matters Magazine process regarding members.
  • View & Download Addresses & Email Delivery Reports. View & Download Members List. View & Change the Members Record for TAM.

12. Members by Date Range

  • Allows access to Recent Members Details by Date Range
  • View Recent Members.

13. Delete Member

  • Simply the ability to delete a member record. Usually given temporarily to the Membership Secretary.
  • Only System Administrators have this privilege

14. Role Privileges

  • Simply the ability to view the privileges for each role set up by the Systems Administrators. This is the central control of the system. There is no ability to change this information but purely provided to help understanding how the system works.

15. Dummy Groups

  • To specifically allow the Dummy Group subscribers to be maintained dynamically by the Group Manager solely for purposes of e-mailing them as a distinct set of users. An example is the Group Chat line.
  • Full access to Group Records. Member List View.

16. Gift Aid

  • Management of the Annual Gift Aid Declaration to HMRC.
  • Data Export & Backup, View & Change Finance Transactions, Gift Aid Declaration Management, Member List View

17. Group Leader 

  • Responsible for convening one or more Activity Groups
  • View of Group Faculties & Groups List. Email Group Leaders. Maintain Group Venues & own Group Members.  

18. Group Treasurer

  • The person who looks after the finances of the group and therefore has view only access to the transactions. This person will have Group Leader access but may not be the actual Group Leader doing the job. The additional access is to view the Financial Trans. View Finance Ledger & Group Statement & Download

Tony Wilson (System Administrators)

September 2024