Alumni Community Roles & Visibility

Roles in the EverTrue Alumni Community represent which data points each user is able to view within the app.  In other words, roles are used to determine what certain users can and cannot view.  In the simplest case, all app users with the role (Alumni) are able to see the data of other app users with the same role, unless that data has been suppressed.  

For EverTrue's Alumni Community, if your imported CSV file only includes Alumni records, then there is no need to use roles (i.e. the PersonRoles column).  

If you will be or are already using roles and have not informed EverTrue of these change, please either contact your Onboarding Specialist or genius@evertrue.com. We will help you both implement the roles and set visibility preferences for each role.

Planning your Roles

We recommend a few best practices for planning and implementing role-based visibility in EverTrue.

  • When you begin to formulate what roles you will be implementing, it might be helpful to create a table to organize your visibility preferences. Draw a grid with each role down the left side of the table and, again, across the top. In each cell, fill in what the visibility rules should be for constituents who fall into each of those roles. See below example.
  • If your CSV file for import will contain a larger set of constituents who will need different visibility preferences, then you may choose to use multiple roles, such as Faculty, Parents, etc., in addition to Alumni. If these constituents can be classified with a single role, simply populate their role field (e.g. PersonRole) with the appropriate role in your CSV file for import.

    You would then work with EverTrue to define what each role is able to view. Informing EverTrue of your roles and planning their visibility ahead of time will help make this process seamless.

  • Use as few roles as you can.

Example of a Record with a Single Role

  • Alumni role: Alumni
  • Faculty role: Faculty

In the simplest case, mentioned above, all app users (i.e. alumni) will have the same role and, therefore, the same visibility preferences. In this case, there is no need to use roles, as the default for all imported records is "alumni."

Example of a Record with Multiple Roles

Alumni & Faculty Example

Most constituents are either Alumni or Faculty, but sometimes there are a few Faculty members that are also alumni.  To signify this, you can use these values in the roles column in your CSV file for import:

  • Alumni role:  Alumni
  • Faculty role:  Faculty
  • Faculty and Alumni roles:  Alumni;Faculty

When a constituent has multiple roles, simply populate their role field with each role, separated by semi-colons.  Again, you would then work with EverTrue to define what each role is able to view.  Informing EverTrue of your roles and planning their visibility ahead of time will help make this process seamless.

 Alumni Community and EverTrue

If you are implementing both the EverTrue Community app and EverTrue, you will need to include a column in your CSV file for the EverTrue's Role field. Any constituent whose record should appear in EverTrue will need to have the role "EverTrue" present in your file.

As an example, alumni should be visible in both the Community app and EverTrue.  They will need the role "Alumni;EverTrue" to appear in both products.

In addition, if a certain group of records should not be visible in the Community app, you will use Roles to enforce this. E.g. If you wish to include Parents in EverTrue but not in the Community app, you will give them the EverTrue role only. Talk to your Onboarding Specialist for more information.  

Note: The Roles field does NOT refer to user permissions or access. Roles relates to the constituent records that are being imported and the visibility of those records in either product (both EverTrue and Community). For user permissions and access please talk to you Onboarding Specialist.

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