Contents

• Overview
• Member Roles & Permissions
• ⚠️ Important Notes
• Step-By-Step Instructions
  • Access User Management
  • Change a Member's Role
    • How to Change a Member’s Organization-Level Role
      • To change an Organization Member to Organization Owner
      • To change an Organization Owner to Organization Member
    • How to Change an Organization Member's Program-Level Role
• What Happens After a Role Changes?
• Frequently Asked Questions
• Related Articles

Overview

This article shows Organization Owners and Client Admins how to change a member’s role in your organization and/or specific program(s) in Next.
 

Member Roles & Permissions

Member roles let you control what each team member can see and do in Next. Roles are set at two levels: the organization level and program level. Review the role info below before making changes.

1. Organization role: Controls access to organization-wide settings. 

2. Program role: Controls what an Organization Member can do inside a program they're assigned to. 

⚠️ Important Notes

• Member roles are changed at the organization level, not inside a program. Organization Owners and Client Admins make all role changes, including program roles, from the User Management page. If you're a Program Owner or Program Manager and need a member's role changed, contact your Organization Owner or Client Admin.
   
• Program roles are set per program. If a member belongs to more than one program, they have a separate role in each one. (Example: They may be a Program Staff in one program and a Program Manager in another, or they may be a Program Manager in both). 
   

Step-By-Step Instructions 

Access User Management

1. Log in to your account. In the top menu, click More, then click User Management. 
   
   
    
2. Find the member whose role you want to change. 
    
   • Use the Search bar in the upper-left corner of the screen to search by keyword (e.g., name or email address) and/or use the “Show” dropdown in the upper-right corner of the screen to filter results. 
     
     
      
3. Click the three dot menu in the Actions column on the far-right of the member's record, then select Change Roles. 
   
   
    
4. A Change Roles panel opens on the right side of the screen and shows: 
    
   • The member’s current Organization Role (Organization Owner or Organization Member)
   • Each program they’re assigned to, and their role in that program. 
     
     

Change a Member's Role

How to Change a Member’s Organization-Level Role: 

1. In the Change Roles panel, click the Current Organization Role dropdown, and select Organization Owner or Organization Member. 

• To change an Organization Member to Organization Owner: 
   

  1. Select Organization Owner: The program list briefly disappears and a message confirms that the user will have access to all programs. 
     
     
     
      2. Click Save in the bottom-right corner. 
     
     

• To change an Organization Owner to Organization Member: 

1.  Select Organization Member. 
   
   
    

• The member will lose access to all programs. To assign them to specific programs: 

1. Pick a program from the Program dropdown. 
   
   
    
2. Pick their role from the Role dropdown. 
   
   
    
3. Do this for each program they need. 
    
4. When finished making changes, click Save in the bottom-right corner of the panel. 
   
   

• A confirmation message appears in the bottom-left corner of the screen.

How to Change an Organization Member's Program-Level Role: 

1. In the Change Roles panel, find the program in the list and select the new role from the Role dropdown. Do this for any program you need to change their role in. 
   
   

2. When finished making changes, click Save in the bottom-right corner of the panel. 
   
   
    

• A confirmation message appears in the bottom-left corner of the screen.
   

What Happens After a Role Changes?

 This applies to organization-level and program-level role changes. After the member logs back in, they'll only see the pages and actions their new role allows.

• If the new role has more access: They can access the pages and settings for their new role. (For example, a member changed to Organization Owner can access every program. A Program Staff changed to Program Manager will see more program-level settings and can do more in a cycle's intake and review rounds).
   
• If the new role has less access: Pages and settings from their old role are hidden. (For example, an Organization Owner changed to Organization Member will only see the programs they're assigned to. A Program Manager changed to Reviewer will only see their review assignments in that program).
   

Frequently Asked Questions 

Can I make an applicant an Organization Member?

• No. An applicant account (shown as "Organization Constituent" in the platform) can't also be an Organization Member. To give an applicant an admin or reviewer role:
   
  • If the account has no applications or awards: Delete the applicant account, then invite them to your organization as a member. See ➡️How to Invite New Members to Your Organization (For Admins).
     
  • If the account has applications or awards: Contact Support to give them a new role.

Why is Program Owner greyed out in the Role dropdown?

• The Program Owner is reassigned from inside the program, not from User Management. See ➡️Change (Reassign) the Program Owner for a Program.

Why do a member's old program roles still show after I upgraded them to an Organization Owner?

• A new Organization Owner's earlier program roles stay on their record and still appear in the Change Roles panel and on each program's Program Members list. As an Organization Owner, they have full access to all programs regardless of their previous program-level roles.

I changed a member's role, but they still see their old access. Why?

• Members need to log out and log back in for the new role's permissions to take effect.

Should I change a Member's role to *Approver if I need them to do approvals? 

*(⚠️Only for organizations with Approvals enabled). 

• It depends on what access they need:
   

  • If they should ONLY handle approvals in that program: Change their program role to Approver. They'll only see their assigned approvals (Note: They'll lose any other access in that program, including review assignments - if they have any). 
     
  • If they need to keep their current access and also handle approvals: Keep their current role and assign them as an approver in Approval Setup. Any existing member can be assigned approvals in their current role. See ➡️How to Set Up Approvals for Awarding, Disbursements & Reimbursements.
     

Related Articles

➡️Manage Organization Users
➡️How to Invite New Members to Your Organization (For Admins)

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