Role Assignment Overview

Overview

SSAdmin provides four different interfaces for assigning roles and permissions to users. Each interface serves a specific purpose and use case. This guide helps you choose the right tool for your needs.

All four interfaces work with the same underlying data - they're different views and workflows for the same role assignment system.

The Four Assignment Interfaces

1. RBAC Admins - Unified User Setup

Purpose: Complete user onboarding and organization membership management

What it does:

Grants organization membership (Better-Auth)
Assigns organization role (Guest/Partner/Admin/Superadmin)
Optionally assigns custom RBAC with scopes
All-in-one interface for new user setup

Scope capabilities:

Can assign multiple scopes at once (multi-select)
Choose ONE scope type (campus OR event OR event edition)
Bulk assignment during onboarding

Learn more →

2. User-Campus-Roles - Campus-Specific Management

Purpose: Dedicated interface for campus-based role assignments

What it does:

Assigns roles scoped to specific campuses
Manages campus teams
One assignment per campus (create multiple for multiple campuses)

Scope capabilities:

Campus-only scoping
One campus per assignment
Create multiple assignments for multiple campuses

Learn more →

3. User-Event-Roles - Event-Wide Management

Purpose: Dedicated interface for event-based role assignments

What it does:

Assigns roles scoped to specific events
Covers ALL editions/years of an event
Perfect for ongoing event responsibilities

Scope capabilities:

Event-only scoping
Access applies to all years/editions of the event
One event per assignment

Learn more →

4. User-Event-Edition-Roles - Edition-Specific Management

Purpose: Dedicated interface for year/edition-specific assignments

What it does:

Assigns roles scoped to specific event editions
Year-specific or season-specific access
Perfect for temporary volunteers and seasonal staff

Scope capabilities:

Event edition-only scoping
Access limited to one year/edition
One edition per assignment

Learn more →

Quick Comparison Table

Feature	RBAC Admins	Campus Roles	Event Roles	Event Edition Roles
Primary Use	User onboarding	Campus teams	Event teams	Seasonal staff
Organization Role	✅ Yes	❌ No	❌ No	❌ No
Custom RBAC	✅ Optional	✅ Yes	✅ Yes	✅ Yes
Multi-Select Scopes	✅ Yes	❌ No	❌ No	❌ No
Scope Types	Campus/Event/Edition	Campus only	Event only	Edition only
Best For	New users	Campus management	Event leadership	Volunteers

Strengths of Each Interface

RBAC Admins Strengths

✅ Complete Setup

Handle organization membership AND custom RBAC in one place
No need to visit multiple pages
Streamlined onboarding workflow

✅ Multi-Select Power

Assign user to multiple campuses at once
Assign user to multiple events at once
Assign user to multiple editions at once
Saves time during bulk assignments

✅ Unified View

See all user assignments in one table
View organization role alongside custom RBAC
Complete access picture at a glance

✅ Flexibility

Can assign custom RBAC or skip it
Choose any scope type
Combine organization role with scoped permissions

When to Use:

Onboarding new staff members
Setting up complete user access
Assigning users to multiple scopes at once
Managing organization membership

User-Campus-Roles Strengths

✅ Campus-Focused

Clean interface showing only campus assignments
No clutter from other scope types
Easy to see campus team composition

✅ Campus Team Management

Filter by campus to see entire campus team
Quickly assign multiple users to same campus
Clear view of who has access to which campus

✅ Granular Control

One assignment per campus
Independent active status per campus
Easy to adjust individual campus access

✅ Location-Based Workflows

Perfect for regional management
Campus coordinator assignments
Geographic team organization

When to Use:

Building campus teams
Managing campus coordinators
Regional access control
Campus-specific role adjustments

User-Event-Roles Strengths

✅ Event-Centric

Shows only event-related assignments
Clear view of event team structure
No confusion with campus or edition data

✅ Cross-Edition Access

One assignment covers all years
Perfect for permanent event staff
Event Leads don't need yearly renewals

✅ Event Team Organization

See all users assigned to an event
Manage event leadership easily
Build stable event teams

✅ Long-Term Assignments

No annual renewal needed
Ongoing event responsibility
Consistent team across years

When to Use:

Assigning Event Leads
Permanent event coordinators
Ongoing event team members
Cross-year event responsibilities

User-Event-Edition-Roles Strengths

✅ Year-Specific Control

Precise control over which year/edition
No accidental access to past/future editions
Perfect for temporary assignments

✅ Seasonal Staff Management

Event-specific volunteers
Quarterly assignments
Temporary coordinators

✅ Historical Access

Grant access to specific past editions
Auditor or reviewer access
Historical data review

✅ Clean Yearly Cycles

End-of-year cleanup
Deactivate past editions
Create fresh assignments each year

When to Use:

Specific event volunteers
Seasonal staff
Year-specific coordinators
Historical data access

Decision Tree: Which Interface Should I Use?

Is this a NEW user needing system access?
├─ YES → Use RBAC Admins (sets up organization + optional scopes)
└─ NO → Continue...

Does the user need access to MULTIPLE scopes at once?
├─ YES → Use RBAC Admins (multi-select capability)
└─ NO → Continue...

What type of scope do they need?
├─ Campus-specific → Use User-Campus-Roles
├─ Event-wide (all years) → Use User-Event-Roles
└─ Year/edition-specific → Use User-Event-Edition-Roles

Workflow Recommendations

New Staff Member Onboarding

Use: RBAC Admins

Navigate to RBAC Admins
Select user
Assign organization role
Assign custom RBAC to determine actual rbac scope
Multi-select all relevant campuses/events
Done in one workflow!

Result: Complete user setup in single interface.

Campus Team Building

Use: User-Campus-Roles

Navigate to User-Campus-Roles
Filter by target campus
See current campus team
Add new members one by one
Each with appropriate campus role

Result: Clean campus team roster with focused view.

Event Volunteer Assignments

Use: User-Event-Edition-Roles

Navigate to User-Event-Edition-Roles
Select user
Choose specific edition (e.g., Summer Retreat 2024)
Assign volunteer role
Set expiration date for end of event

Result: Year-specific volunteer access with automatic expiration.

Adjusting Existing Assignments

Use: Dedicated Role Interface

Campus assignment change → User-Campus-Roles
Event assignment change → User-Event-Roles
Edition assignment change → User-Event-Edition-Roles

Why: Focused interface makes finding and editing specific assignments easier.

Can I Use Multiple Interfaces for Same User?

YES! Assignments are additive and complementary.

Example Scenario

User: Jane Smith

Via RBAC Admins:

Organization Role: Admin
Custom RBAC: Campus Coordinator for Lagos + Abuja

Via User-Event-Roles:

Event Lead for Summer Retreat (all years)

Via User-Event-Edition-Roles:

Event Volunteer for Harvest Festival 2024

Result: Jane has:

Admin organization access (full system)
Campus Coordinator for Lagos and Abuja
Event Lead for all Summer Retreats
Volunteer for Harvest Festival 2024 only

Total permissions = Combined from all assignments (additive)

Permissions don't conflict - they combine. User gets the union of all assigned permissions.

Common Scenarios and Best Interface

Scenario 1: New Campus Coordinator

Best: RBAC Admins

Reason: New user needs organization access + campus assignment in one go.

Scenario 2: Add User to 3rd Campus

Best: User-Campus-Roles

Reason: User already has access, just adding another campus assignment.

Scenario 3: Summer Retreat Volunteer (This Year Only)

Best: User-Event-Edition-Roles

Reason: Temporary, year-specific assignment.

Scenario 4: Permanent Event Lead

Best: User-Event-Roles

Reason: Ongoing responsibility across all years.

Scenario 5: Regional Manager (5 Campuses)

Best: RBAC Admins

Reason: Can multi-select all 5 campuses in one assignment.

Scenario 6: Managing Campus Team

Best: User-Campus-Roles

Reason: Focused interface for viewing and managing all users for that campus.

Best Practices

1. Start with RBAC Admins for New Users

Sets up foundation (organization access)
Can add scopes immediately
Complete onboarding in one place

2. Use Dedicated Interfaces for Ongoing Management

Campus team changes → User-Campus-Roles
Event team changes → User-Event-Roles
Seasonal staff → User-Event-Edition-Roles

3. Multi-Select via RBAC Admins

Bulk campus assignments → RBAC Admins
Bulk event assignments → RBAC Admins
Saves time over creating individual assignments

4. Edition Roles for Temporary Access

Event volunteers → Event Edition Roles
Seasonal coordinators → Event Edition Roles
Set expiration dates

5. Event Roles for Permanent Staff

Event Leads → Event Roles (not Edition)
Core event team → Event Roles
Ongoing responsibilities → Event Roles

Common Questions

Q: If I assign through RBAC Admins, can I also create separate Campus Role assignments?

A: Yes! They're additive. User will have permissions from both assignments combined.

Q: Which interface should I use most often?

A: RBAC Admins for initial setup, then the dedicated interfaces (Campus/Event/Edition) for ongoing management.

Q: Can I delete an RBAC Admin assignment and recreate via Campus Roles?

A: Yes, but you'd lose organization membership. Better to keep RBAC Admin and add Campus Roles separately.

Q: Does multi-select in RBAC Admins create multiple individual assignments?

A: Yes! Selecting 3 campuses creates 3 separate campus role assignment records behind the scenes.

Q: Can I see all assignments for a user across all 4 interfaces?

A: RBAC Admins shows unified view. For complete detail, check each dedicated interface.

Q: Which is faster for bulk assignments?

A: RBAC Admins (multi-select). Individual interfaces require creating separate records.

RBAC Admins - Unified user setup and organization membership
User-Campus-Roles - Campus-specific role assignments
User-Event-Roles - Event-wide role assignments
User-Event-Edition-Roles - Edition-specific assignments
RBAC Overview - Complete RBAC system explanation
Roles Management - Available roles to assign
Permissions Management - What permissions roles have

Role Assignment Overview

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