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.