Permissions and Access Control

Permissions and Access Control

Permissions and access control in Gratona provides granular control over what users can see and do within the platform. This sophisticated system ensures that users have access to exactly what they need while maintaining data security and organizational boundaries.

To navigate to Permissions and Access Control, open the quick actions menu (Cmd+K) and search for Team & access, then select the Access roles tab. On the legacy surface, search for Admins & permissions and select the Permission Sets tab.

Access roles

On Team & access, the Access roles tab lists each role, its access summary, and assigned team members. Select a role name or Open editor to review it.

Create an Access role

Select Create Access role, enter a role name of at least three characters, then select Create and review. The new role starts with no access and opens in the role editor.

Review the available access controls, including core access, modules, program and donor-form scopes, and safety restrictions. Full organization access applies within your organization; it does not make someone a Gratona platform administrator. Available changes depend on your own authority, and unavailable controls explain why they cannot be changed.

Select Review changes, check the affected team members and changes, then confirm. Saved changes apply to everyone assigned to that role.

Legacy Permission Sets

If your account shows Admins & permissions instead, use its Permission Sets tab. That surface uses cards and a drawer editor. Read the labels and scope controls shown in that editor before saving.

NOTE: Some areas, such as Insights and Wealth Insights, appear only when the related feature is enabled for your organization and the admin has the required access.

SMS Messaging permissions

SMS Messaging access is controlled by three permission levels:

• View SMS shared inbox lets an admin open SMS Messaging and read donor text conversations.

• Reply from SMS shared inbox lets an admin start donor conversations and send SMS replies.

• Manage SMS shared inbox lets an admin assign conversations, change conversation status, and link unknown numbers to donors.

If an admin cannot see SMS Messaging under Communications, confirm that SMS Messaging is enabled for the organization and that the admin's permission set includes the needed SMS inbox access.

Postal Mail permissions

Postal Mail access is controlled by three permission levels:

• View mailings lets an admin open Postal Mail (at /app/mailings) and review templates, generated mailings, runs, and history.

• Generate mailings lets an admin generate mailing runs from available templates.

• Manage mailing templates lets an admin create, edit, duplicate, and archive custom templates. When Handwrytten is enabled, this also controls stronger approval and submission actions.

If an admin cannot see Postal Mail under Communications, confirm that Postal Mail is enabled for the organization and that the admin's permission set includes the needed Postal Mail access.

Edit an Access role

On Team & access > Access roles, select the role name or Open editor, make the permitted changes, select Review changes, then confirm the reviewed update. If the role changed while you were editing, reload its latest settings before reviewing again.

On the legacy Permission Sets surface, use the card's edit control and save changes in its drawer.

Delete an Access role

In Access roles, the delete control is offered only for roles with no assigned team members. Reassign team members before deleting a role that is in use. Review and confirm the deletion; it cannot be undone.

On the legacy Permission Sets surface, use the card's delete control and review the confirmation. Your permissions and the role's current assignments can prevent deletion.