This solution summarizes the different tasks accessible in the different system roles in Altru to help you decide which users should receive which Altru System Roles. To view a complete list of tasks for each System Role, you can also refer to the Security User Guide.

Main System Roles: 
The System Roles below will provide access to many different tasks that relate closely to their job title. Each user you add to the system will typically have at least one of these roles: 

Accounting/Financial System Roles:
The System Roles below are typically granted to members of your accounting team. These system roles allow users to assist with revenue reporting, reconciliation, and posting to the Altru General Ledger. These system roles do not have access to view or add constituent records.

  • Accounting Manager: The Accounting Manager System Role manages the General Ledger Structure in Altru, can view and run reconciliation processes, and can import data into Altru. 
    • Approve Closed Drawers
    • Add and Review Deposits
    • Manage Bank Accounts
    • Reconcile Transactions and Disbursements
    • Post Revenue to GL process
    • Access General Ledger Set Up to configure account structure, transaction mapping, and segment mapping.
    • Configure Fiscal Years
    • Review Unmapped Transaction Messages
    • Run Export Processes
    • Import data into Altru *Note: The Accounting Manager System Role is currently the only role that can import data into Altru.
    • Add Revenue and Account Batches
  • Treasury Manager: The Treasury Manager System Role helps to oversee banks, bank accounts, and all banking transactions. This role does not provide any access to the General Ledger, but does allow the user to add and search for transactions. 
    • Manage Bank Accounts
    • Credit Card Processing through EFT for automatic payments and credit card batches 
    • Add and Search for Deposits
    • Transaction Search
    • Add a payment
    • Add and Search for Revenue Batches
  • Treasury Data Entry: The Treasury Data Entry System Role enters data within Treasury. The Treasury Data Entry Role does not grant any access to bank accounts, but does allow the user to create deposits. This would be a good role to provide to a user who does not need full accounting access, but assists with creating deposits and/or processing credit cards. 
    • Add and Review Deposits
    • Credit Card Processing through EFT for automatic payments and Credit Card Processing.
    • Transaction Search 
    • Add a payment
    • Add and search for Revenue Batches

Executive System Roles:
These system roles are typically granted to executives that will not perform database processes or tasks, but may need to access the system occasionally for reporting purposes.

  • Board Member: The Board Member System role is typically assigned to someone who may help to drive the overall vision of the organization, but will not be performing data entry or viewing sensitive information. The Board Member System Role grants access to many reports, but does not grant access to a constituent record's revenue/recognition history. 
    • Search for Constituent Records (cannot add any records)
    • View personal information and contact information, but cannot add any of this information to the record.
    • Add constituent relationships, documentation, and interactions
    • Run the following Revenue Reports: Pledge Installment Projection Report, Pledge Status and Analysis, and the Total Revenue and Payments Report.
    • Run the following Event/Sales Reports: Event Attendance Report and the Location Availability Report.
    • Run any of the Membership Reports
    • Run any of the Appeal Reports
    • Access the KPI Dashboard, but cannot create a KPI or build/view Queries.
  • Executive Director: The Executive Director System role is typically assigned to an Executive at your organization that is responsible for your organization's health and welfare. This person typically does not perform data entry, but needs to access a greater amount of data to help with decision making. 
    • Search for Constituent records (cannot add any records). 
    • View personal information and contact information, but cannot add any of this information to the record.
    • View Relationships, but cannot add new relationships.
    • View and add documentation and interactions
    • View a constituent's complete revenue/recognition history
    • View a constituent's prospect plan information and complete steps within a prospect plan
    • Configure and Run an Appeal Mailing
    • Add an Appeal
    • Run the following Revenue Reports: Pledge Installment Projection Report, Pledge Status and Analysis, and the Total Revenue and Payments Report.
    • Run the following Event/Sales Reports: Event Attendance Report, Location Availability Report, and the Event Revenue Report
    • Run any of the Membership Reports
    • Run any of the Appeal Reports
    • Add major giving prospects, add fundraisers, and assign prospects to fundraiser's in bulk
    • Access the My Fundraiser Page to keep track of assigned prospects and interactions.
    • Access the KPI Dashboard, but cannot create a KPI or build/view Queries.


Fundraising System Roles: 
These system roles are typically grated to members of your Fundraising or Development Team. All of these roles provide full access to view and edit the constituent record, to view revenue/recognition history for a constituent, and to add any documentation and interactions to a record. 

  • Annual Fund Manager: The Annual Fund Manager System Role is designed for a member of your development department that is primarily responsible for fundraising or managing your annual fund. This System Role does not include any access to the Prospects Tab. 
    • Search for and Add Constituents (cannot add Committees)
    • View and Edit Information on the Constituent Record
    • Manage Constituencies in the database
    • Add and Manage Tributes
    • Merge two constituents
    • Configures the following Marketing and Communications items: 
      • Address Processing options
      • Ask Ladders
      • Letter Template Library
      • Name Format Options
      • Response Categories
      • Solicit Codes
    • Can run the following mailing processes:
      • Appeal Mailings
      • Donor Acknowledgements
      • Tribute Acknowledgements
      • Pledge Reminders
      • Add and edit donation payments, pledges, or recurring gifts
      • Add Revenue and Constituent Batches
      • View Membership Program Information and list of Active Members
      • Search for Events
      • Search for Designations
      • Search for Volunteers
      • Create Export Definitions and Export Processes
      • Configure Global Notifications
      • Create and Run Queries about Constituents, Revenue, Fundraising, Membership and Marketing
    • Development Data Entry: The Development Data Entry System Role is designed for a user whose daily tasks include performing data entry, adding gifts, running queries, mailings, and reports.This role also includes access to some membership and volunteer tasks as well. 
      • Search for and Add Constituents (can add Committees)
      • View and Edit Information on the Constituent Record 
      • Merge two constituents
      • Perform a Duplicate Constituent Search and Merge 
      • Add and Manage Tributes
      • Add and edit payments, recurring gifts, pledges, and memberships. 
      • Add and Search for Appeals
      • Can run the following mailing processes:
        • Appeal Mailings
        • Donor Acknowledgements
        • Tribute Acknowledgements
        • Pledge Reminders
      • Add Revenue, Constituent, and Membership Dues, and Volunteer Timesheet Batches
      • View Membership Program Information and Membership Reports
      • Print Membership Cards
      • Add major giving prospects, add fundraisers, and assign prospects to fundraiser's in bulk.
      • Add and Search for Volunteers
      • Manage Volunteer Jobs and Job Openings
      • Add and search for Fundraising Designations
      • Add and manage Donor Challenges
      • Run Queries and KPIs for Constituents, Fundraising, Revenue, Membership, Volunteers, Events, and Prospects.
      • Run Export Processes
    • Director of Development: The Director of Development System Role can be assigned to anyone who primarily oversees all aspects of the development office. 
      • Search for and Add Constituents
      • Manage Constituencies in the database
      • Merge two constituents
      • Perform a Duplicate Constituent Search and Merge 
      • View and Edit Information on the Constituent Record
      • Add and Manage Tributes
      • Add and edit donation payments, recurring gifts, and pledges
      • Add and Search for Appeals
      • Can run the following mailing processes:
        • Appeal Mailings
        • Donor Acknowledgements
        • Tribute Acknowledgements
        • Pledge Reminders
      • Add Revenue and Constituent Batches
      • Add major giving prospects, add fundraisers, and assign prospects to fundraisers in bulk
      • Access the My Fundraiser Page to keep track of assigned prospects and interactions
      • Search for Volunteers
      • Add and search for Fundraising Designations
      • Add and manage Donor Challenges
      • Run Queries and KPIs for Constituents, Fundraising, Revenue, Events, and Prospects.
      • Add Global Notifications
      • Configure Export Definitions and Run Export Processes
    • Prospect Manager: The Prospect Manager System Role is typically applied to any member of your fundraising team that is responsible for cultivating and soliciting major giving prospects. Note: While this role provides full access to view constituent information and revenue/recognition history, this role does not allow a user to enter a payment. 
      • Search for and Add Constituents (cannot add committees) 
      • Configure Interaction Categories and Subcategories and Response Categories under Marketing and Communications 
      • Access the My Fundraiser Page to keep track of assigned prospects and interactions
      • Add major giving prospects, add fundraisers, and assign prospects to fundraisers in bulk 
      • Access Major Giving configuration items like Major Giving Set Up
      • Access Major Giving Reports like the Opportunity Pipeline Report, Prospect Plan Analysis, and the Prospect Plan Follow Up Report. 
    Guest Services System Roles:
    The Guest Services System Roles are designed for members of your team that are working with your patrons directly to sell tickets, make group reservations, perform refunds, or enroll patrons in programs. These roles have limited access to constituent records.
    • Guest Services Manager: The Guest Services Manager Role is typically awarded to any user involved with the management and configuration of ticket sales and merchandise sales. This role has access to all of the ticketing and merchandise configuration tasks. This system role can only add constituents if they are patrons on orders. In addition, this system role can view and add contact information, sales order history, and documentation on a constituent record, but cannot view revenue/recognition history.
      • Count initial cash to open a drawer at the beginning of a shift and close their drawer at the end of their shift. 
      • Open a cash drawer with the "No sale/open cash drawer" command
      • Approve Cash Drawers
      • Create and Review Deposits
      • Process Sales in Advance Sales
      • Process Sales in Daily Sales
      • Scan Tickets and manage Ticket Scanning Options
      • Search for Orders, Refunds, and Pay on Arrival Orders
      • Process Refunds and Reschedule Tickets
      • Check Groups In and Out
      • Check Preregistered Program Registrants in with the Preregistered Program Check In feature
      • Review and Manage Unresolved Online Sales Orders
      • Batch Print Tickets
      • Configure and Schedule Programs and Program Events
      • Configure and Manage Discounts and Promotions
      • Access initial set up  Ticket Sales Set Up and Print Set Up
      • Add and remove buttons on the Daily Sales Page
      • Search for and Add Merchandise 
      • Print Merchandise Labels
      • Update Merchandise Inventory
      • Enter a Merchandise Batch
      • Search for Constituents
      • Merge two constituents
      • Perform a Duplicate Constituent Search and Merge
      • View and Update Personal and Contact Information on a Constituent Record
      • Issue Guest Passes to Constituents on their Records
      • Print Membership Cards
      • Run the Refunds Report
      • Run the Total Revenue and Payments Report
      • Run all of the Sales, Ticketing, and Merchandise Reports
      • Add and view Queries for Sales Orders, Reservations, Tickets, Merchandise, Constituents, Event Registrants, and Memberships.
    • Group Sales Coordinator: The Group Sales Coordinator System Role handles all aspects of group sales. Users with this role will book group reservations, check in groups, and process group sales refunds. They can also add constituents, run queries, configure equipment, staff resources, view reports, and reconcile sales.
      • Add and Manage Reservations using Group Sales 
      • Add Group Sales Contract Templates to the Letter Template Library
      • Open a cash drawer with the "No sale/open cash drawer" command
      • Process Sales in Advance Sales
      • Process Sales in Daily Sales
      • Scan Tickets
      • Search for Orders, Reservations, Refunds, and Pay on Arrival Orders
      • Check Groups In and Out
      • Reschedule Tickets
      • Configure and Schedule Programs and Program Events
      • Configure and Manage Discounts and Promotions
      • Configure Print Set Up and Group Sales Set Up Tasks
      • Add Resources and Locations
      • Add and Search for Constituents
      • View and Update Personal and Contact Information on a Constituent Record
      • Issue Guest Passes to Constituents on their Records
      • Run the Total Revenue and Payments Report, the Event Attendance Report, the Group Sales Revenue Report, the Itinerary Report, the Location Availability Report, My Sales by Payment Method Report, Orders with Balance Due Report, Sales Comparison Report, the Scheduled Event Ticket Detail Report, and the Zip Code Report.
    • Ticket Seller: The Ticket Seller system role will allow a user to handle ticket sales. This system role is typically awarded to any user that will be at the front desk, taking phone sales orders, scanning tickets, or checking visitors in for programs. The user can search for and add constituent records through Patron Search when adding an order. Ticket sellers can view personal information, view and add contact information, view sales order history, and view documentation on records. Ticket sellers cannot see any revenue/recognition history. 
      • Count initial cash to open a drawer at the beginning of a shift and close their drawer at the end of their shift. 
      • Open a cash drawer with the "No sale/open cash drawer" command
      • Approve Cash Drawers
      • Create and Review Deposits
      • Process Sales in Advance Sales
      • Process Sales in Daily Sales
      • Scan Tickets
      • Search for Orders, Refunds, and Pay on Arrival Orders
      • Process Refunds and Reschedule Tickets
      • Check Groups In and Out
      • Check Preregistered Program Registrants in with the Preregistered Program Check In feature
      • Batch Print Tickets
      • Issue Guest Passes
      • Run the following Reports: Event Attendance Report, the Daily Reservation Report, the Daily Schedule Report, the Itinerary Report, the Location Availability Report, My Sales by Payment Method Report, the Refund Report, the Preregistered Program Roster, and the Zip Code Report. 
    Marketing Manager:
    The Marketing Manager System Role is awarded to those that are responsible for marketing efforts at your organization. This user can access most mailing processes, view reports, and view and edit some information on constituent records. This user does not have access to a constituent's revenue/recognition history. 
    • Search for constituents, but cannot add new constituents
    • Add and view contact information for a constituent
    • View personal information and relationships on a constituent record
    • Add and view documentation and interactions
    • Add and view communication history and preferences on a constituent record
    • Configure and run the following mailings:
      • Appeal Mailings
      • Donor Acknowledgements
      • Tribute Acknowledgements 
      • Pledge Reminders
    • Configure Export Definitions, Letters/Emails, and Packages for Membership Renewals and Special Event Invitations
    • Add letter templates to the Letter Template Library
    • Run the Total Revenue and Payments Report
    • Run the following Sales Reports: Adjustable Discount Report, the Average Hourly Sales Report, the Daily Admission Report, the Discount Report, the Marketing Survey Report, the Program Revenue Report, the Sales by Membership Report, the Sales by Price Type Report, the Sales Comparison Report, the Sales Report, and the Scheduled Event Ticket Detail Report
    • Run the following Event Reports: the Daily Schedule Report, Event Profile Report, the Event Revenue Report, and the Event Summary Report.
    Membership Manager:
    The Membership Manager System Role is given to those in the Membership Department that will perform membership planning, solicitation, and analysis for a membership program. This user can access all of the membership areas, configure membership communications, and can view, add, and refund revenue. 
    • Search for and add new constituent records
    • Can edit and view contact information on constituent records
    • View and edit personal information and relationships on a constituent record
    • Add and view documentation and interactions
    • Add and view communication history and preferences on a constituent record
    • Add new back office payments and membership transactions
    • View constituent revenue history and recognition history
    • Enter Batches for new constituents, constituent updates, revenue, and membership payments.
    • Add and edit a membership program
    • Configure and run the following mailings:
      • Membership Renewals 
      • Membership Cards
    • Add new Special Events and add Special Event Registrations
    • Manage Web Forms for Membership and access the Page Designer
    • Can create Export Definitions and Export Processes
    • Run all of the following reports: Constituent Profile, Total Revenue and Payments, Fee, Guest passes, Marketing Survey, Sales, Tax, Zip Code, Event revenue, and all of the available Membership Reports.
    Special Events Manager: 
    The Special Events Manager System Role is given to any user that will configure and manage special fundraising events such as donor dinners or gala events. This role contains all of the capabilities to configure and add a special event, but does not include the ability to configure web forms, which may be required to sell events online.
    • Search for and add new constituent records
    • Can edit and view contact information on constituent records
    • View and edit personal information and relationships on a constituent record
    • Add and view documentation and interactions
    • Add and view communication history and preferences on a constituent record
    • Add new back office payments 
    • View constituent revenue history and recognition history
    • Enter Batches for new constituents, constituent updates, revenue, and event registrations
    • Configure the following for Event Management: 
      • Locations
      • Registration Types
      • Restriction Types
      • Event Management Templates
    • Add and edit special events
    • Add special event documentation
    • Add volunteer job occurrences
    • Add lodging options to a special event
    • Run the following Reports: Total Revenue and Payments, Location availability, Sales, Tax, Zip Code, Volunteer daily schedule and all of the available Event Reports.
    Volunteer Manager: 
    The Volunteer Manager System Role is provided to any user who will manage volunteers, job scheduling, and volunteer reporting. This system role can add new constituent and contact information, but cannot view or add revenue to a record.
    • Search for and add new constituent records
    • Can add and view contact information on constituent records
    • View and edit personal information and relationships on a constituent record
    • Add and view documentation and interactions
    • Add and view communication history and preferences on a constituent record
    • Run the following Reports: Constituent Profile, Total Revenue and Payments, and all available Volunteer Reports
    • Enter batches for new constituent information and volunteer timesheets. 
    • Add a new Volunteer
    • Configure the following in the Volunteers area: 
      • Screening plans 
      • Skill levels
      • Volunteer types
      • Volunteer awards
    • Add new Volunteer Jobs and Job Occurrences
    • Search for existing jobs
    • View and fill job openings for volunteers
    • Manage screenings and expirations
    Web Forms Administrator: 
    The Web Forms Administrator system role is provided to any user that will design the appearance of web pages and create web forms for donations, programs, events, and memberships. They can also remove forms from the website and edit and design messages to send to users after check out. This system role is a good one for an outside web designer as it only provides access to the Web area of Altru. 
    • Configure the following items under Web: 
      • Default Acknowledgement email 
      • Email alerts for online sales
      • Email alerts management 
      • Email preferences
      • eTickets
      • Page Designer 
      • Privacy Policy
      • URL and browser settings
      • User registration settings
      • Web Payment Settings
    • Approve and edit the following forms for the web: 
      • Donation Forms
      • Program Forms
      • Combination Forms
      • Membership Forms
      • Event Registration Forms
    • The Web Forms Administrator can also access Combination Configuration under Tickets 

    System Roles to Restrict Access: 

    Altru also has several system roles that you can use to restrict a user's access to certain areas of the constituent record or the system.

    • Constituent View Only - Users with this role will be able to view constituent records, but cannot edit or update any information on the records. 
    • Restrict Contact Tab - Users with this role will not be able to view the Contact tab on constituent records, so they cannot view any address, phone number, or email infrmation for any constituents. 
    • Restrict Personal Info Tab - Users with this role will not be able to view any demographic or SSN information housed on the Personal Info tab of a constituent's record. 
    • Restrict Smart Fields Tab - Users with this role will not be able view any Smart Field values (for example: Total Giving, Last Gift Amount, etc.) on a Constituent's record. 
    • Restricted Constituent Attributes - Users with this role will not be able to see the attributes on the Attributes tab of a constituent record. 
    • Restricted Constituent Documentation - Users with this role will not be able to see any of the documentation or interactions on the Documentation and Interactions tab of a constituent record. 
    System Roles for Additional Tasks:
    Some of the users above may also perform additional tasks in Altru. The system roles below will add one feature or ability to a user's account: 
    • AddressFinder
    • Adjustable Discounts
    • Attribute Categories
    • Code Tables
    • Delete Permissions
    • Email Alerts
    • Email Services Administrator
    • Email Services User
    • Global Change
    • Import Selections
    • Smart Fields
    • System Role Administrator
    • Unlock User Accounts and Reset Passwords