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User Roles and Grants

  • October 28, 2025
  • 6 replies
  • 45 views
Sally Heaven
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We work with a nonprofit that manages a lot of grants, and they told us about a need they have for a new User Role. They described it a “like CRM View Only, but for Grants.” Basically, they want some of their staff to be able to view Grant Plans and Organization Contacts and Org Contributions for the grants, but not to view Person Contacts or Person Contributions. This is to protect the privacy of their major donor individuals. 

We submitted Product Feedback using the EA menu/form, but wanted to ask here if anyone else has had a need for this type of role. 

This client is on app.everyaction.com, which means their users are defined by User Roles, not by User Profiles (which would give more granular control over permissions). We know the goal for User Roles is to have a manageable number of User Roles that cover common nonprofit jobs. Is grants manager one that others have a need for, specifically excluding the ability to view persons and person contributions? 

Note: migrating to a standalone database is not on the table for this client. 

    6 replies

    Sally Heaven
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    • Sally Heaven
    • Author
    • First Timer
    • October 28, 2025

    (PS, GET IT???? migrating to a standalone DATABASE is not on the TABLE?????) 😂 cc ​@Rumi Matsuyama 

      J
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      • jeff
      • First Timer
      • October 29, 2025

      For what it’s worth this would be a useful addition. We use a contracted grants manager that does not have access to our database for the stated reasons. I’d love to give very limited access to grants management to that team!

        torvic vardamis
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        ​@Sally Heaven 

        I did a little digging and I don’t believe we’d be able to currently permission out JUST searching on Org type records. There is permissioning that allows for just searching on people type records. Soooo, even if there were a standalone database situation it wouldn’t be possible!. That all being said, this is very useful feedback. 

          Sally Heaven
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          • Sally Heaven
          • Author
          • First Timer
          • November 3, 2025

          Thanks for the digging ​@torvic vardamis! 

            Rumi Matsuyama
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            ​@torvic vardamis 

            I’m guessing that the only possible workaround to this would be data sharing with a child committee for the org records that the grants folks have access to -- but then folks in parent committees would need to go into the child committee to see the contributions made to the org records (assuming the contribs would live in the child) so it would be very imperfect (and not a solution available to app clients, would require standalone)

            I asked if turf hierarchies could somehow be a solution -- I suspected not and that suspicion was confirmed as well.

            Appreciate you as always, friend.

            Rumi M
              torvic vardamis
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              ​@Rumi Matsuyama That definitely sounds like a feasible workflow. Like you mentioned, there are some things to take into consideration when operating within multiple committees. Create a list being the one that doesn’t allow searching on contributions beyond the committee you’re logged into. However, if you have the proper permissions, you can view contributions for the other committee by utilizing the Contribution Report and you can view the individual contribution on a contact record. 

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