How to Create an Admin Group and Set Data Access Rules

Step-by-step instructions for creating an Admin Group and configuring its Data Access Rules.

For what Admin Groups and Data Access Rules actually control, see Admin Groups & Data Access Rules. This article is just the setup steps.

Step 1: Plan your groups

Think about which teams or roles in your organisation need different levels of access. Common groupings include:

• By programme (e.g. Youth Grants Team, Arts Funding Team)

• By function (e.g. Programme Managers, Finance, Auditors)

• By seniority (e.g. Senior Admins with full access, Junior Admins with read-only)

Step 2: Create a group

1. Go to Users > Admin Groups

2. Click Add Group

3. Enter a name for the group

4. Select the admin members

The admin group form showing name, members, and Data Access Rules sections

Step 3: Add Data Access Rules

Each group needs at least one Data Access Rule. On the group form:

1. Under Data Access Rules, set the access level for each record type using the dropdown (Full Access, Read Only, or No Access)

2. Choose the criteria:

   • Select Any Criteria if the rule should apply to all records

   • Select Specific Funding Rounds to restrict to particular rounds or categories, then tick the relevant funding categories and/or individual funding rounds

3. To add additional rules to the same group, click Add Data Access Rule and configure it

Step 4: Review the Default Group

Decide what baseline access every admin should have. If the out-of-the-box unrestricted access is appropriate, no changes are needed. If you want a more restrictive baseline, edit the Default Group's Data Access Rule.

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See Example Admin Group Configurations for common starting points once you're ready to set access levels.