The following roles allow users certain access to other Checkbox users:
- System Administrator – Super User who has full access to everything in Checkbox, including all Users and User Groups.
- User Administrator – Can create and edit new Users and add them to User Groups.
- Group Administrator – Can create and administer User Groups and add Users to those Groups, but can’t create or edit Users.
- Survey Administrator – Can give Users or User Groups access to their surveys, but can’t create or edit Groups or Users.
Very Important Note: Even if a user has the correct role listed above, he/she must also be given access to a User Group or Users in order to be able to see them in Checkbox. In other words, if I set Claire up as a User Administrator, she can create new users since her role allows her to do so. However, unless I give Claire access to other Users or User Groups in the application, she won’t be able to edit or even see them.
Likewise, if I set up Steve as a Survey Admin, he will be able to create his own surveys. However, unless I give him access to all or some Users, he won’t be able to share his survey with any existing Users or Groups in Checkbox.
This guide will cover how to give your User Admins, Group Admins and Survey Admins the ability to see, edit, administer, and give survey access to existing Groups and Users.
Giving a user access to ‘Everyone’
By default, new non-System Administrator users do not have access to everyone in the application. The ‘Everyone Group’ allows you to give a user access to – you guessed it- everyone in Checkbox. How much access they are given depends on 1) their user role and 2) the access level assigned to the steps below.
For example, if I give my Survey Admin Steve access to the Everyone Group, he will be able to see all users in the application for the purposes of sharing his survey with them. However, he won’t be able to edit or delete those users because he is a Survey Admin and not a User Admin, and therefore doesn’t have any user administration privileges.
To give a user access to the Everyone Group:
1. Click the Users link at the top of your screen to access the User Manager
2. Click the User List Security button to open up the Everyone Group access list.
3. Go to the Add Users/Groups to Access List tab and click a User or User Group name on the left to move it to the right this will give that User or User Group access to ‘Everyone’ in Checkbox.
4. Click the Access List tab to increase or limit that User or User Group’s access to the ‘Everyone’ Group. Click ‘Save Changes’.
Important Note – The user’s role will override the permissions of the Access List if the role allows for fewer permissions than the Access List. In other words, as in my example above, if I add Survey Admin Steve to the Access List and give him permissions to edit users in the Everyone Group, he still won’t be able to do that because his role of Survey Admin doesn’t allow him to create, edit or administer Users. Adding him to the Everyone Group only allows him to see all users and groups for the purposes of sharing his survey.
Giving a user access to a specific User Group
You might be thinking, ‘What if I only want to give my user access to certain users and not to everyone in Checkbox?’. For instance, if your entire company uses Checkbox and you have a User Admin or Survey Admin in the Marketing Department, you might only want to give them access to administer or share surveys with the Marketing Department. No problem – you can do this in much the same way as you would give someone access to the Everyone Group.
Simply follow the steps above except, instead of clicking the User List Security button to access the Everyone group, simply choose a User Group from the User Groups list and click Group Actions -> Permissions. Then follow steps 3 and 4 to add users to the Access List for that group.