Every community member holds one Community Role, and that role decides what they can do in Communitrak. The Roles page is where you review the roles your community has, create your own, and turn individual permissions on and off. This article covers the roles list, the permission editor, and the rules that govern system roles.
Viewing the page requires the View Community Roles & Permissions permission. The individual actions each need their own permission: Create Role to add or duplicate a role, Update Role Info to rename one, Update Role Permissions to change what it can do, and Delete Role to remove one. Some options may be unavailable or appear differently depending on your level of account access.
Log in to Communitrak at https://app.communitrak.com.
In the main navigation menu, expand Community and click Roles.
These are two separate settings, and it's worth knowing the difference before you start.
A member's role decides what they are allowed to do. Permissions come from here and nowhere else.
Whether a member is a community leader decides how they appear around Communitrak: the leader badge, the Leaders tab of the member directory, and the Community Leaders card on the Dashboard. It grants nothing.
Leadership is stored on each member, not on the role. A role's Leader by default setting only decides what the leadership choice starts at when that role is assigned. You can change it on the member's profile afterwards without changing their role. See Viewing and Managing Member Profiles for how to set it.
The page lists roles in two tables.
Every community gets the same three system roles. They're maintained by the Communitrak team, and their permissions can't be edited.
Community Admin is the highest level of access, and it's the role held by the member who created the community account. Community Admins can manage everything, including your Communitrak subscription.
Community Leader can do everything a Community Admin can do except manage the Communitrak subscription.
Resident is basic participant access. Residents can take part in the community but can't manage it.
System roles carry a System Role tag and can only be duplicated, not edited or deleted.
Roles your community created. These carry a Custom Role tag and can be renamed, re-permissioned, duplicated, and deleted. Treasurer, Secretary, and Architectural Committee are common examples.
ID and Role Name, with the role's description underneath. Click either one to open the role and edit its permissions.
Leader by default, marked with a green badge icon when the setting is on.
Members, the number of members currently holding the role. Click the count to see who they are and click a name to open that member's profile.
Use the search bar to filter by role name or description.
This requires the Create Role permission. A new role starts with no permissions granted, so plan to open it and grant permissions afterwards. If you want a starting point instead of a blank slate, duplicate an existing role.
Click Add Role in the top-right of the roles table.
Enter a Role Name. This is required.
Enter a Description. This shows under the role name in the list, so it's worth saying who the role is for.
Tick Leader by default if members assigned this role should start out marked as community leaders. Use it for roles like board members, committee chairs, or property managers.
Click Save Role.
Click the new role in the list to grant its permissions.
Duplicating copies the role's name, description, Leader by default setting, and every one of its permissions into a new custom role. This is the fastest way to build a role, and it's the only way to base a role on a system role.
Click Duplicate in the Actions column. The copy is created immediately and named after the original with (Copy) on the end. Open it to rename it and adjust its permissions.
You can also duplicate from inside a system role. Click any permission on a system role and a dialog explains that system roles are read-only, then offers to duplicate. On the second step you name the new role, and if you have the Update Community Preferences permission you can also tick Set as default role for new members so new members are assigned it automatically.
This requires the Update Role Info permission and only works on custom roles.
Click Edit in the Actions column, or open the role and click the pencil icon beside its name.
Update the Role Name, Description, or Leader by default setting.
Click Save Role.
This requires the Update Role Permissions permission. Click a role's name in the list to open its permission editor.
Permissions are grouped into collapsible sections by module: Dashboard, Bulletin Board, Calendar, Articles, Members, Amenities, Alerts, Messages, Files, Payments, Forms, Requests, Violations, Community, Household, Website, and Parking. Each section header shows how many of its permissions are granted, and a changed badge appears once you've toggled something inside it.
Click a module header to expand it.
Tick or untick a permission's checkbox. Clicking anywhere on the row toggles it too.
Click Save Changes.
Search by permission name, description, or ID. Matching sections expand automatically while a search is active.
Filter with the All, Granted, Denied, and Changed chips. The count on each chip updates as you work.
Grant all and Revoke all on a section header set every permission in that module at once.
Expand all and Collapse all open or close every section. They're hidden while a search or filter is active, since those already control what's showing.
The counter above the list shows how many of the role's total permissions are granted.
The Messages and Bulletin Board sections have a Set up with wizard option on their header. It asks a few plain-language questions, then shows a review of what it will grant and revoke.
Clicking Apply stages those changes in the editor. Nothing is written until you click Save Changes, so you can review the ticks first or discard them.
Some permissions are children of a broader one and appear indented beneath it. A child's checkbox is disabled while its parent is unticked, because the parent is checked first and the child would never take effect on its own.
Granting the parent does not grant its children. You need to tick each permission you actually want. Unticking a parent leaves its children's values alone, so if you tick the parent again, they come back the way you left them.
A bar slides up from the bottom of the screen as soon as you have unsaved changes, showing the count and offering Discard and Save Changes. If you try to navigate away with changes pending, Communitrak asks whether you want to save, discard, or stay on the page.
This requires the Delete Role permission and only works on custom roles.
Click Delete in the Actions column.
Confirm in the Delete Role dialog.
A role with members assigned to it can't be deleted. You'll see a Cannot Delete Role message telling you how many members hold it. Move those members to another role first, from the member directory or from each member's profile, then delete the role.
Permissions come only from a member's role. Marking someone as a community leader changes how they're presented and grants nothing.
The Community Admin and Community Leader roles always have access to every folder in the Files module, whatever a folder's access settings say. If you need someone to have limited file access, put them on a different role.
A permission's ID appears at the right of its row. It's useful when you're comparing two roles or describing a permission to Communitrak Support.
Changing a role's permissions affects every member holding that role. A member who is signed in while you make the change may need to sign out and back in before they see it.
Role names are limited to 40 characters.
Set which role new members receive by default under Community → Preferences, in the Default Member Role dropdown.
If you have questions or need help, chat with Communitrak Support from any page using the messenger icon in the bottom-right corner.
