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Why can't I add a filter to an admin? (Administrator role overrides other roles)

The Add Filter button doesn't appear on a user's Filters tab while they have the Administrator role, because Administrator is meant to see everything. To limit what someone can see or change, uncheck Administrator on their Roles tab, keep only the roles they need, and then add filters. While someone has Administrator, removing a narrower role such as Scheduler takes nothing away.

Applies to: Admins who manage users (the Roles tab needs the Assign User Roles permission) · All plans (Report and Saved Report filters: Enhanced plan and up; Sport Type filters: Elite and Enterprise) · Admin site

Where: Administration > Manage Users > Users > (user) > Roles and Filters tabs

How roles add up

  • Each role is a set of permissions. An admin can do everything that any of their roles allows, so taking away one role removes only what no other role still gives them.
  • Administrator includes nearly every permission on your plan. For example, if someone has both Administrator and Scheduler, unchecking Scheduler doesn't stop them from editing schedules.
  • Admins added with Add User start with every role your organization has, Administrator included. Uncheck the ones they don't need.
  • A few areas need their own role, even for Administrators: the Billing role for subscription invoices, Pay Invoice and Payment Gateways under Administration > Subscription, and a background check role for the Background Checks dashboard. The Report Viewer role doesn't include the Background Checks dashboard.
  • The roles you can choose are the ones set up for your organization.

How filters work

  • A filter limits an admin to the items you choose: each one is Has Access To a Category and a Filter. An admin with no filters sees everything their roles allow.
  • The categories are your associated organizations, Content, Transaction, Report, Saved Report and Sport Type. You see only the categories your plan and modules include and your own role allows.
  • Manage Users lists each admin's filters under their name, for example "Has Access To - (category)/(item)", or "No User Filters".

Limit an admin with roles and filters

  1. Go to Administration > Manage Users > Users.
  2. Click the Edit icon next to the user, then click the Roles tab.
  3. Uncheck Administrator, check only the roles the person needs (for example Scheduler), and click Save. You'll see "The user has been updated."
  4. Click the Filters tab, then Add Filter.
  5. Choose the Category, choose Has Access To in Filter Type, choose the Filter and click Add. Repeat for each item they should see.
  6. Ask the person to sign out and sign in again so the changes apply right away.

What you'll see: each filter listed with its Category, Filter Type and Filter, and the same filters under the person's name on Manage Users.

If it doesn't work

  • There's no Add Filter button. The user still has the Administrator role; uncheck it on the Roles tab first. If the button is missing for every user, your own role doesn't include any filter category.
  • "You must select a role for this user before saving." Keep at least one role checked. To take away all access, remove the admin instead, as How to remove an admin or reduce their access explains.
  • "At least one admin must have the Billing role." This person is your only admin with the Billing role. Give Billing to another admin first.
  • "Category field required.", "Filter Type field required." or "Filter field required." Choose a value in all three lists.
  • The admin can still see or change something you took away. Another of their roles still allows it, or they haven't signed in again since the change. A signed-in admin picks up changes within an hour.
  • You can't open the Roles tab. Your role doesn't include Assign User Roles. Ask an admin with the Administrator role.

Good to know

  • To remove a filter, click its red X on the Filters tab and click OK on "Are you sure you want to delete the filter "(name)"?".
  • Checking Administrator again doesn't delete the person's filters. They keep applying until you remove them.
  • Role changes and added or removed filters are recorded in the Activity Log (Administration > Manage Users > Activity Log, Enhanced plan and up).
  • Your organization must always keep at least one admin with the Billing role.
  • Adding a new admin and helping them sign in for the first time are covered in How to use the Manage Users Page and control who is an Administrator in your Site.

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