User-Campus-Roles

Overview

User-Campus-Roles is a dedicated interface for assigning roles to users with campus-specific scoping. This page focuses exclusively on campus-based access control, making it easy to manage who has access to which campuses.

What are Campus Role Assignments?

Campus role assignments grant users permissions limited to specific campus locations. Examples:

• Campus Coordinator for Lagos campus
• Volunteer for multiple campuses
• Regional Manager for several campuses

Key Features:

• User can have multiple campus role assignments
• Each assignment links user + role + campus
• Independent active/inactive status per assignment
• Clean, focused interface for campus management

Viewing Campus Role Assignments

The User-Campus-Roles page displays:

• User name and email
• Assigned role
• Campus name and location
• Active/inactive status
• Created date
• Actions (View, Edit, Delete)

Filtering Options

• User: Filter by specific user
• Role: Filter by specific role
• Campus: Filter by specific campus
• Active Status: Show only active or inactive assignments

Creating a Campus Role Assignment

Step 1: Open Create Dialog

1. Navigate to Backend > User-Campus-Roles
2. Click "Assign Campus Role" or "Create Assignment"

Step 2: Select User

User* (Required):

• Search by name or email
• Select from existing authenticated users
• User must have an account

Step 3: Select Campus

Campus* (Required):

• Choose the campus for this assignment
• Dropdown shows all available campuses
• Can only select ONE campus per assignment
• Create multiple assignments for multiple campuses

Step 4: Select Role

Role* (Required):

• Choose from available active roles
• Role determines permissions user will have
• Examples: Campus Coordinator, Campus Volunteer, Campus Manager

Step 5: Set Active Status

Active Status:

• Toggle ON: Assignment is immediately active
• Toggle OFF: Suspended, can be reactivated later
• Default: ON

Step 6: Set Expiration (Optional)

Valid Until (Optional):

• Set expiration date for temporary assignments
• Leave empty for permanent access
• Useful for seasonal staff or temporary coordinators
• Cannot set past dates
• Auto-deactivates on expiration date

Step 7: Add Assignment Reason (Optional but Recommended)

Assignment Reason (Optional):

• Document why this role is being assigned
• Helps with audits and reviews
• Useful for future administrators
• Examples:
  • "Campus coordinator for Lagos campus - appointed Jan 2024"
  • "Temporary volunteer during summer program"
  • "Promoted from volunteer to coordinator"
  • "Regional manager covering South region"

Step 8: Save

Click "Assign" or "Create Assignment" to save.

Assignment Examples

Example 1: Campus Coordinator

Scenario: Assign coordinator to Lagos campus

Configuration:

• User: Jane Smith
• Campus: Lagos Campus
• Role: Campus Coordinator
• Active: ON

Result: Jane has Campus Coordinator permissions for Lagos Campus only.

Example 2: Multi-Campus Volunteer

Scenario: Volunteer helping at three campuses

Configuration (Create 3 separate assignments):

1. User: John Doe, Campus: Lagos, Role: Volunteer
2. User: John Doe, Campus: Abuja, Role: Volunteer
3. User: John Doe, Campus: Port Harcourt, Role: Volunteer

Result: John has Volunteer permissions at all three campuses.

Example 3: Regional Manager

Scenario: Manager overseeing multiple campuses

Configuration (Create assignments for each campus):

• User: Sarah Johnson
• Campuses: Lagos, Abuja, Ibadan (3 separate assignments)
• Role: Regional Manager
• Active: ON

Result: Sarah can manage all three campuses with Regional Manager permissions.

Editing Campus Role Assignments

1. Find the assignment in the table
2. Click Edit button
3. Update fields:
   • Change campus
   • Change role
   • Toggle active status
4. Click "Update" to save

Viewing Assignment Details

Click View to see:

• Complete user information
• Full campus details
• Role name and permissions
• Assignment history
• Related data

Deleting Campus Role Assignments

1. Find assignment in table
2. Click Delete button
3. Confirm deletion

When to Delete:

• User no longer works with that campus
• Role assignment was created by mistake
• Consolidating duplicate assignments

Alternative: Toggle active status to OFF instead of deleting to preserve history.

Managing Multiple Assignments

For One User

Viewing all campus assignments for a user:

1. Use user filter
2. See all campuses where user has roles
3. Edit or remove as needed

Adding additional campuses:

1. Create new assignment
2. Select same user
3. Select different campus
4. Assign appropriate role

For One Campus

Viewing all user assignments for a campus:

1. Use campus filter
2. See all users with access to that campus
3. Manage team for specific campus

Building campus team:

1. Create assignments for each team member
2. Assign appropriate roles (Coordinator, Volunteer, Manager)
3. Activate all assignments

Best Practices

Assignment Strategy

1. One Assignment Per Campus:

   • Don't try to assign multiple campuses in one record
   • Create separate assignments for each campus
   • Easier to manage and audit

2. Use Consistent Roles:

   • Same role name across campuses (e.g., "Campus Coordinator")
   • Maintains consistency
   • Simplifies permission management

3. Bulk Setup:

   • When adding user to multiple campuses, create all assignments at once
   • Prevents incomplete setups
   • Ensures user has complete access

Campus Team Management

1. Document Team Structure:

   • Know who should have access to which campus
   • Maintain roster of campus assignments
   • Regular reviews

2. Role Distribution:

   • Limit Coordinators (1-2 per campus)
   • More Volunteers as needed
   • Clear hierarchy

3. Access Reviews:

   • Quarterly review of campus assignments
   • Remove inactive users
   • Update roles for position changes

Deactivation vs. Deletion

Deactivate When:

• Temporary leave
• Seasonal reduction
• May return to campus

Delete When:

• Permanent departure
• Role definitively ended
• Consolidating duplicates

Common Scenarios

New Campus Opening

Situation: Setting up team for new campus

Steps:

1. Ensure campus exists in Campus Settings
2. Create Campus Coordinator assignment
3. Add Volunteers as needed
4. Add support staff (if any)
5. All active from day one

User Transfers Campuses

Situation: User moving from Lagos to Abuja campus

Steps:

1. Find Lagos campus assignment
2. Deactivate or delete Lagos assignment
3. Create new Abuja campus assignment
4. Use same role (or update if needed)

Regional Reorganization

Situation: Restructuring campus responsibilities

Steps:

1. Review all assignments for affected campuses
2. Update roles as needed
3. Add/remove campus assignments
4. Document changes in notes

Volunteer becomes Coordinator

Situation: Promoting volunteer to coordinator for their campus

Steps:

1. Find user's Volunteer assignment for campus
2. Edit assignment
3. Change role from "Volunteer" to "Campus Coordinator"
4. Save - access updates immediately

Filtering and Search Tips

Find all assignments for a user:

• Use User filter
• See complete campus access picture

Find all users for a campus:

• Use Campus filter
• Review campus team composition

Find specific role assignments:

• Use Role filter
• See all Campus Coordinators, all Volunteers, etc.

Find inactive assignments:

• Filter by Active Status: OFF
• Clean up or reactivate as needed

Common Questions

Q: Can a user have the same role at multiple campuses?

A: Yes! Create separate assignments. For example, "Campus Coordinator" at both Lagos and Abuja.

Q: Can a user have different roles at different campuses?

A: Yes! Example: "Campus Coordinator" at Lagos, "Volunteer" at Abuja (2 separate assignments).

Q: How is this different from RBAC Admins?

A: RBAC Admins is for complete user setup (organization + optional scoped RBAC). User-Campus-Roles is ONLY for campus-specific assignments. Both can be used.

Q: If I assign through RBAC Admins AND User-Campus-Roles, do permissions conflict?

A: No conflict - permissions are additive. User gets combined permissions from both assignments.

Q: Should I use RBAC Admins or User-Campus-Roles?

A: RBAC Admins for initial user setup. User-Campus-Roles for ongoing campus team management. Both work!

Q: Can I bulk assign users to multiple campuses?

A: Currently, create individual assignments. Future versions may support bulk operations.

Q: What happens if I delete a campus that has assignments?

A: System may prevent deletion or assignments may be affected. Remove all assignments first, then delete campus.

Related Topics

• RBAC Overview - Understand the complete RBAC system
• RBAC Admins - Unified user setup interface
• User-Event-Roles - Event-specific assignments
• User-Event-Edition-Roles - Event edition assignments
• Roles Management - Available roles to assign
• Campus Settings - Manage campus locations