Permissions Guide

  • Published on Jul 24, 2025
  • 16 minute(s) read
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Security Permissions can be assigned to Access Groups to give staff users in those groups the ability to perform specific functions or access features on your site. This article walks through all of the Permissions available in CivicPlus' Recreation Management solution (formerly, CivicRec).

Important Note:

When two access groups are selected, the system blocks the group that has the least permissions. The best practice is to only select one access/user permissions group.

Dashboard Navigation

  1. Sign in to your Recreation Management website

  2. Navigate to the Security Permissions: Security's Permissions option in the navigation menu.

    1. Expand the Security tab

    2. Click on the Permissions option

  3. Use the tabs to find and assign Permissions: The Permission category options.

Permission Definitions

Account Management

Accounts Module

  • Access Accounts: Enables a staff member to search for accounts and view account profiles. Recommended for all access levels

  • Create New Account: Enables a staff member to create new user accounts

Household Actions

  • Accept Payment: Enables a staff member to accept a balance payment from the User Profile screen

  • Access Cards on File: Enables a staff member to add or remove a saved payment method for a user's account

  • Add Account Notes: This enables a staff member to create notes on an account from the User Profile screen

  • Add Non-Account Member to Account: Enables a staff member to combine separate users into the same account

  • Adjust Balances: Enables a staff member to perform manual balance adjustments on any items in an account. Often reserved for managers only

  • Adjust Credits on Account: This enables a staff member to perform manual user/department credit adjustments on an account. Often reserved for managers only

  • Allow Prior-Day Voids: This enables a staff member to perform a void on a prior-day transaction. This can retroactively affect past reports and is often reserved for managers or admins only

  • Attach Flag to Accounts: This enables a staff member to add or remove flags from an account. For more information about Account Flags and/or:

  • Contact Account Holder: Enables a staff member to send an email to any given account holder, with the optional attachment of receipts or balance payment links

  • Enroll from Waiting List: Enables a staff member to enroll/register an account member for an activity from the waiting list

  • Refund Transactions: This enables a staff member to perform a refund on any transactions.

    Note:

    Credit and debit refunds are subject to a maximum time frame dictated by the payment gateway/processor. Usually, they can't be refunded beyond 120 days.

  • Remove Account Notes: This enables a staff member to remove notes on an account

  • Remove from Waiting List: Enables a staff member to manually remove a participant from a waiting list

  • Transfer Participants: Enables a staff member to perform a transfer of a participant between activities, and change the participant on a given registration

  • View Receipt: This enables a staff member to view transaction receipts. Recommended for all access levels

  • View Transaction Browser: This enables a staff member to access and view the transaction history, including registrations, rental reservations, and POS purchases, for any given account. This permission is necessary for performing other functions such as voids and refunds

  • View Waiting List Status: This enables a staff member to view the account waiting list screen for any given account, which shows the waiting list status for any account members on any active waiting list

  • Void Transactions: Enables a staff member to perform a void on same-day transactions. Prior-day voids require additional permission (Allow Prior-Day Voids)

User Actions

  • Change Avatar: Enables a staff member to update or remove the account's avatar/image for any given user. The avatar is displayed on membership cards, check-in, search, and in other areas throughout Rec

  • Deactivate Accounts: Enables a staff member to deactivate user accounts. We recommend deactivating a user rather than deleting a user for data retention purposes

  • Delete Users: Enables a staff member to delete a user

    Note:

    Users with active transaction history, registrations, rentals, or other active data cannot be deleted. In the event of a user having multiple accounts, they can merge the duplicate accounts.

  • Edit Override Code: This enables a staff member to manage override codes

  • Edit User: Enables a staff member to edit/update any basic information for any user such as name, age, contact information, user credentials, and custom data fields.

    Note:

    Access levels cannot be changed without the "Edit Permissions" capability granted through the Security tab.

  • Merge Accounts: Enables a staff member to merge duplicate accounts

  • Remove Users from Households: Enables a staff member to move a user out of a multi-user account into their own full account

Activity Management

Activity List

Attendance

  • Edit Attendance Lists: Enables a staff member to edit attendance history, which may include adding or removing records of attendance for registrants on any activity

Categories

Check-In

Instructors

League Management

  • Access League Management: Enables a staff member to access the League Management module and perform a variety of league-related tasks, such as managing teams and rosters, drafting players, managing skill assessments, and managing schedules and match-ups. Team Portal settings can be managed under Organization Options

Membership Management

Player Assessments

Program Periods

  • Manage Program Periods: Enables a staff member to create, edit, or update Program Periods, which are a way of categorizing or grouping programs by time frame. Commonly used to roll over programs each year

Program Rollover

  • Perform Program Rollovers: Enables a staff member to perform program rollovers, which is a bulk operation that allows many programs to be duplicated at one time, with slight modifications to items like the date price. Use in conjunction with Program Periods

Volunteers

Catalog

Catalog

  • Manual Cash Drawer Open: Allows a staff member to select the Drawer button at the top of the Catalog to manually open a cash drawer

Checkout

  • Addon/Discount Editing: This enables a staff member to manually remove add-ons and discounts from an item in the cart that would normally not be optional to end-users

  • Allow Pay Later: Enables a staff member to set a balance due on any items in the cart, which allows processing a transaction with no payment or partial payment, to be paid later by the customer

  • Date Override: Allows a staff member to use the Date Override feature on the Payment screen to change the date of the transaction

  • Edit Price: Enables a staff member to manually adjust the price of items in a cart. Often reserved for manager access levels

  • Hand Key Card Option: For use with CivicPlus Pay payment gateway only when a separate retail and eCommerce gateway is set up. Please contact CivicPlus' Recreation Management Support to designate which gateway configuration should be used for the hand key first

  • Override Eligibility: Enables a staff member to override eligibility restrictions for an activity registration, such as age, grade, gender flag requirements, max participation limits, and any other restriction that would normally prevent a user from registering for an activity

  • Override Inventory: Enables a staff member to override Inventory Restrictions for Out of Stock Inventory

  • Payment Plan Opt-In: Enables a staff member to select from payment plans (if any are configured) for a given activity registration

  • Perform Checkout: Enables a staff member to utilize the Checkout system at all. Without this permission, staff members cannot process activity registrations, POS sales, facility registrations, or most other transaction types

Close Out

Communications

Configuration

Checkout Settings

  • Manage Document Types: Assigning this permission gives staff the right to create, modify, and delete a document type. Learn more about Document Management and/or:

  • Manage Forms: Enables a staff member to create, edit, or remove attachments on file that are provided to customers for registrations and/or rentals. Often reserved for manager access levels

  • Manage Prompts: This enables a staff member to create, edit, or remove from a master listing of custom prompts that may be used to collect additional data for activity registrations, facility rentals, or even POS purchases. Often reserved for manager access levels

  • Manage Waivers: Enables a staff member to create, edit, or remove from a master listing of waivers that may be presented to customers registering for activities or reserving facilities. Often reserved for manager access levels

Financial Settings

  • Manage Addons: Enables a staff member to create, edit, or remove from a master listing of addon fees that may be included in various types of items in the Checkout system. Often reserved for manager access levels

  • Manage Cost Centers: Enables a staff member to create, edit, or remove from a master listing of Cost Centers which are used as a level of categorization for GL codes. Often reserved for manager access levels

  • Manage Discounts: Enables a staff member to create, edit, or remove from a master listing of discounts that may be granted for various types of items in the Checkout system. Often reserved for manager access levels

  • Manage GL Codes: This enables a staff member to create, edit, or remove from a master listing of GL (General Ledger) codes that are used for accounting. Often reserved for manager access levels

  • Manage Payment Types: Enables a staff member to create, edit, or remove from a master listing of accepted payment types, such as Cash, Check, Credit/Debit, or Department Credit. Often reserved for manager or administrator access levels

  • Manage Scholarships: Enables a staff member to create, edit, or remove from a master listing of scholarships offered, as well as enter funds and allocate available scholarship funds to recipients

  • Manage Tax Types: Enables a staff member to create, edit, or remove from a master listing of possible tax types that may be used for various items in the Checkout system. Often reserved for manager access levels

Organization

  • Manage Account Flags: Enables a staff member to create, edit, or remove from a master listing of account flags that may be attached or removed from accounts in the system for informational purposes, or to restrict/prevent certain capabilities. Often reserved for manager access levels

  • Manage Custom User Fields: This enables a staff member to create, edit, or remove from a master listing of custom data fields that may be optional or required and are presented to end-users to fill out upon creation of their account. Often reserved for manager access levels

  • Manage Item Tags: Enables a staff member to create, edit, or remove from a master listing of tags that are used for categorizing and filtering programs or facilities in the Catalog. Often reserved for manager access levels

  • Manage Local Resident Criteria: Enables a staff member to create, edit, or remove from a master listing of cities, counties, zip codes, and street information which is used to determine whether a user is a resident or non-resident. Often reserved for manager access levels

  • Manage Organization Information: Enables a staff member to edit basic organizational information, such as department name, address, phone, email, or social networking links. Should be reserved for administrator access levels

  • Manage Organization Options: This enables a staff member to manage global settings that affect various behaviors and systems. These can have adverse effects if used incorrectly and we highly recommend reserving this capability for administrators only

  • Manage Organization Policies: Enables a staff member to update verbiage used for Refund, Privacy, and Cancellation policies which are displayed to end-users. Often reserved for manager access levels

Peripherals

Public View

  • Access Weblinks: This enables a staff member to access the Weblink screen, which is used to generate links that filter specific programs, facilities, tabs, tags, search phrases, categories, or locations

  • Manage Catalog Tabs: This enables a staff member to manage what tabs appear on the Catalog screen and what types of programs, rentals, or POS merchandise appear on those tabs. Recommended for manager access levels

  • Upload Logo: Enables a staff member to upload or replace the organization's logo which is displayed on receipts, email correspondence, reports, and a variety of other places. Recommended for manager access levels

Templates

  • Manage Catalog Export Templates: Allows staff to manage Catalog Export Templates. Catalog exports can be used to create activity brochures in InDesign or other programs

  • Manage Email Templates: This enables a staff member to configure email templates that can be selected when sending a mass email. Often reserved for manager-level access

  • Manage Instructor Contract Templates: Enables a staff member to manage instructor contract templates, including contract verbiage, and any other custom content in the document headers and footers. Often reserved for manager access levels

  • Manage Membership/Pass Templates: This enables a staff member to manage membership card templates, which can be used to give a custom look and feel to membership cards for different membership packages. Often reserved for manager access levels

  • Manage Permit Templates: Enables a staff member to manage facility rental permit templates, which may include custom verbiage, headers, and footers for facility rental permit documents that are generated. Often reserved for manager access levels

  • Manage Receipt Templates: This enables a staff member to manage receipt templates which can be used to allow a different receipt look and feel or logo for different physical locations. Often reserved for manager access levels

  • Manage Survey Templates: Enables a staff member to manage survey templates, which are used to optionally send out a survey to users for programs they participate in, or facilities they reserve. Often reserved for manager access levels

Facility Management

Calendar

  • Access Calendar: This enables a staff member to access the facility rental calendar, which displays customer reservations, internal reservations, league games, and activity/program schedules

  • Create Admin Booking: Allows a staff member to create an admin booking on the facility rental calendar

  • Override Conflicts: Enables a staff member to override facility reservation conflicts

Closings

  • Edit Closings: Allows a staff member to create a closing or edit a closing for facilities

  • View Closings: This enables a staff member to access the Facility Closing list to view what dates are flagged as "Closed." Closings prevent rentals from taking place on those dates

Deposits

  • Refund/Withold Deposits: This enables a staff member to refund and optionally withhold some or all of a given deposit. Addons with the "refundable" option enabled are recognized and displayed on the Deposits screen. Learn how to Set the Reported Location for Refunds

Facility Check-In

Facility List

  • Edit Facilities: Enables a staff member to create, edit, and remove facilities. Often reserved for manager access levels

  • Edit Locations: Enables a staff member to create, edit, and remove locations. Often reserved for manager access levels

Facility Maps

  • Edit Facility Maps: This enables a staff member to create, edit, and remove facility maps

Pending Rentals

Permits

  • Create Permit: Enables a staff member to create facility rental permits

  • Edit Permit: This enables a staff member to edit existing facility rental permits

  • View/Lookup Permits: This enables a staff member to view and access facility rental permit documents, but not necessarily create or edit without adequate permissions

Functions

A/R Center

Accounting

  • Export Financial Data: Allows staff members to run a Financial Export

  • Record Over/Short Transaction: Enables staff members to record an Over/Short Transaction if an amount of money turned in from a location differs from what CivicRec indicates

Cart Log

  • Re-Initiate Abandoned Carts: This enables a staff member to quickly re-initiate a cart and its contents in a situation where the transaction was abandoned or never completed

Undo Merge

POS Management

Inventory

POS Items

  • Manage POS Items: Enables a staff member to create, edit, or remove POS items. Often reserved for manager access levels

POS Screens

  • Manage POS Screens: Enables a staff member to create, edit, or remove POS screens. Often reserved for manager access levels

Reporting

Scholarships

Security

  • Edit Access Groups: Enables a staff member to create an access group, edit an access group, or remove an access group. Access groups represent different roles a staff member can have in the system. Permissions are associated with access groups, in effect granting access to permissions for members of a given group. Often reserved for security or administrator access levels

  • Edit Permissions: This enables a staff member to update access groups of other staff members, as well as assign or revoke specific permissions for any given access group. Often reserved for security or administrator access levels

Support

Permission Recommendations

Important Note:

These are recommended permission settings. However, the permissions can be configured based on your department's specific needs.

Front Desk

Manager

Part-Time

Finance

In-Article Glossary

The terms located in this section are listed alphabetically.

  • A/R: Accounts Receivable

  • GL: General Ledger

  • IT: Information Technology

  • POS: Point of Sale

  • Rec/Rec Management: CivicPlus' RecrRecreation Management solution

  • SMS: Short Message/Messaging Service

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