Best Practices for Creating Admin Roles for Multi-Location Segmentation

Overview

In Vome, multi-location segmentation can refer to different departments, geographic areas, operations, or programs. Account Holders may need to create admin roles to grant different admin users varying levels of access or restrictions in the admin portal.

The most crucial factor in setting up these admin roles is determining which profiles each admin will see in the database. The best way to control this is by using profile tag restrictions.

Step-by-Step Guide to Multi-Location Admin Roles

1. Use Profile Tags for Segmentation

To ensure that admins only see relevant profiles in the database, follow these steps:

• Create a profile tag that corresponds to a specific location or department (e.g., "Location A").
• Assign the profile tag to relevant profiles.
• Create an admin role (e.g., "Location A Manager") and restrict access in the Database and Forms modules so that the admin can only view profiles and form submissions with the "Location A" tag.

2. Automating Profile Tag Assignments

To streamline the assignment of profile tags, you can leverage automation:

a) Assign Profile Tags via Form Responses

• Add a question to a form that helps categorize applicants (e.g., "Which area are you interested in?")
• Configure Vome to auto-assign a profile tag based on the user’s answer (e.g., selecting "Location A" assigns the "Location A" tag).

b) Auto-Assign a Profile Tag Upon Form Submission

• Regardless of the answers provided, configure the form to automatically assign a specific profile tag upon submission.

c) Auto-Assign a Profile Tag Based on Sequence Steps

• Assign a profile tag when a user completes a certain step in a sequence.
• Assign a profile tag at the end of a sequence when a user has successfully completed all steps.

Optimizing Multi-Location Form Management

If your organization operates across multiple locations and you want to centralize forms (e.g., a single application or onboarding form for all locations), follow these best practices:

1. Remove Form Coordinators

Instead of assigning a form coordinator, use automation to notify admins based on form responses.

2. Use a Selection Question for Automated Notifications

• Include a single-selection or multi-selection question (e.g., "Which location are you applying for?")
• Set up automation to notify specific admin users based on the response.

3. Restrict Submission Visibility by Profile Tags

• When setting up admin roles, configure settings so that admins can only view submissions from profiles tagged with specific profile tags.

Handling Forms in Sequences

If Vome forms are used within a sequence, follow these best practices:

• Admins will be notified when a volunteer submits a form via a Sequence notification.
• No form coordinator is needed for forms embedded in sequences.
• Important Note: If multiple sequences are linked to the same form entry, ensure admins are set up to receive relevant notifications.

By following these steps, you can effectively segment admin roles and ensure each location or department manages only the profiles relevant to them.

Notes & Files Access (Custom Admin Roles)

The role editor includes a Notes & Files section, found in Users & Access > Roles > Create/Edit role, between Profile data and Groups. It controls what a custom-role admin can do with the Profile notes & attachments and Files sections of a profile.

These settings apply only to custom-role admins. Account Holders and Super Admins are not affected. Every setting defaults to full access, so existing roles keep their current behavior unless you change them.

Can this admin role add notes on a profile?

• Yes (default): The admin sees the normal "Add note" box on a profile.
• No: The add-note box is replaced by a lock and the message "You don't have permission to add notes." The action is also blocked on the server, so it cannot be bypassed.

Which notes can this admin role view?

• View all notes (default): Includes notes shared by other admins.
• View only notes they created: The admin sees their own notes, not notes other admins added to that profile.
• View no notes: The Notes section is locked with a "no permission" message.

This setting also scopes editing and deleting. An admin can only act on notes they are allowed to see.

Can this admin role view the Files section on a profile?

• Yes (default): The Files section works normally, showing files aggregated across notes, onboarding sequences, and other sources.
• No: The Files section is locked, the file count is hidden, and the files are never loaded.

Enforcement is applied end to end, on both the notes and files data and the profile page itself, so a restricted admin genuinely cannot access the data, not just the buttons.

Notification Visibility for Coordinators and Watchers

Previously, a site-restricted or tag-restricted admin who was a Form or Sequence Coordinator or Watcher could still be notified about profiles they could not actually see on the dashboard. You can now limit those notifications so they match what the admin can see.

This option appears as a checkbox in the role editor, but only when a visibility restriction is already turned on for that role:

• Forms section ("Access to form submissions" set to By sites or By tags): a checkbox labelled "Only notify about form submissions from profiles this admin can see."
• Sequences section (sequence dashboard access set to By sites or By tags): a checkbox labelled "Only notify about sequence updates from profiles this admin can see."

When access is set to "All," there is nothing to restrict, so the checkbox does not appear.

How it works

• Checked (default): The admin only receives Coordinator or Watcher notifications for profiles they can see on that dashboard. If they cannot see a profile, they will not be notified about that profile's form submissions or sequence step updates.
• Unchecked: The admin is notified about everyone, regardless of whether they can see the profile. This is the original behavior.

"Can see" uses the same visibility rules as the dashboard, so notifications always match what appears on the form or sequence dashboard. This respects both site links and profile-tag scoping.

Important notes

• This applies to Forms and Sequences only, for both Coordinators and Watchers. Opportunities are not affected, since they do not use the same per-profile site or tag visibility.
• It only affects custom-role admins that have a restriction. Admins with "All" access, and non-custom admins, continue to receive all of their notifications.
• The default is on, including for existing roles. This means existing site-restricted or tag-restricted roles will immediately stop notifying about profiles those admins cannot see. To return a role to receiving all notifications, simply uncheck the box on that role.