CRM Roles & Permissions

User Roles determine what each person can see and do within RakefetOnline. By assigning the appropriate role, you can control access to your database, financial information, reports, and administrative features while ensuring every user has the tools they need.

Whether you're inviting staff members, clergy, board members, volunteers, or congregants, selecting the correct role helps protect your organization's data and simplifies each user's experience.


Standard CRM Roles

RakefetOnline includes several built-in roles that are ready to use.

CRM Admin

The CRM Admin has complete access to the system.

This role can:

  • Manage all database records
  • Access receivables and financial information
  • Access General Ledger, Budget, Payables, and Banking
  • Create, edit, and manage user roles
  • Invite and manage users

Recommended for: Primary administrators and system managers.

CRM Database Admin

The CRM Database Admin manages membership and constituent information but does not have full financial administration.

This role can:

  • Add and edit families and individuals
  • Manage database records
  • Invite office users
  • Access database-related reports

Recommended for: Membership directors, office managers, and database administrators.

CRM Receivables Admin

The CRM Receivables Admin focuses on donations, billing, and receivables.

This role can:

  • Enter and manage receivable transactions
  • Process payments
  • View receivable reports
  • Invite office users

Recommended for: Bookkeepers, finance staff, and donation coordinators.

CRM Member

This role is designed for an individual office user who only needs access to their own information.

Members can:

  • View their profile
  • Update personal and family information (when permitted)
  • Manage their own account

Synagogue Admin

Synagogue Admin users have broad access throughout the system but cannot create or manage user roles.

They can:

  • View family information
  • Access Yahrzeit records
  • Enter receivable transactions
  • Run reports
  • Invite users

Recommended for: Rabbis, executive directors, and senior staff.

Synagogue – No Financials

This role provides access to congregation and membership information while hiding all financial data.

Users can:

  • View families
  • View Yahrzeits
  • Search records
  • Run non-financial reports

Recommended for: Clergy, volunteers, committee members, and staff who should not access financial information.

Member

This role is intended for congregants accessing the Member Portal.

Members can:

  • View their family information
  • View Yahrzeit information
  • Make online payments

Members cannot modify restricted information unless your organization has enabled those permissions.


RakefetOnline-CRM has 4 basic categories:

  • Database Module
  • Receivables Module
  • GL/Budget/Payables/Banking Module
  • Permissions  Module

Within each of these categories are subgroups of the database and related reporting.



To create new CRM User Roles:

1. Go Setup --> Manage Users

2. Click on User Roles

3. Click the green button +Add New Role

4. Enter the description of the new User Role and click Save (see image A)

5. Under the User Role dropdown select the newly created User Role (see image B)

6. Once the role is selected you can click on the role categories to select the specific role functions that will be associated to the User Role (see image C). By clicking the switches within each category, assign the role access of either View, have Full Access or No Access.

7. When finished, click the green Save button.



Once you have created the User Roles, you can now assign them to your office side users.

Click here to learn more about inviting CRM Office Side Users.



A - User Role Description:



B - Select newly created User Role:


C - Within each category select the permission for the role: