CCC-002 – Understanding User Roles and Privileges

Document Version: 1.0
Last Updated: August 2026
Applies To: Calusa Cruise Club Website v1.x
Audience: All Users
Required Privileges: None
Estimated Time: 5 minutes
Prerequisites: CCC-001 – Getting Started with the Calusa Cruise Club Website
Document Owner: Website Administrator

Purpose

The Calusa Cruise Club website uses user roles and privileges to control access to information and administrative functions.

This article explains how those privileges work, why different users may see different menus or pages, and the general responsibilities associated with each role.

The goal is simple: each user should have access to the information and tools needed for their club responsibilities, without giving unnecessary access to administrative features.

Why User Privileges Matter

Some information on the website is public, while other information is intended only for club members or authorized officers.

Privileges help protect:

Member contact information
Membership records
Administrative reports
Club documents
Website settings
Directory-generation functions
Other information that should not be available to the general public

Privileges also reduce the chance of accidental changes. For example, a regular club member does not need access to tools used to edit another member’s record or change website settings.

Public Visitors

A visitor is anyone viewing the website without logging in.

Visitors can access public information such as:

Home page
About Us
General club information
Club Events and Functions
Membership information
Contact information
Other pages designated as public

Visitors cannot access member-only information or administrative functions.

While visitors can see the club’s events and functions they cannot see who’s attending.

Club Members

Club Members are registered users who have logged into the website.

Depending on the features available on the site, members may be able to:

Access the Members Only area
View the Member Directory
View club documents
View cruises and events
Register for club activities
Access member-only announcements
Update information made available through their own account

A regular member normally cannot edit another member’s information or access website administration functions.

Committee Chairs

Committee Chairs may receive additional privileges related to their assigned responsibilities.

The exact privileges may vary by committee.

For example, a committee chair might be allowed to:

Access information needed for the committee
View certain reports
Manage information related to committee activities
Access officer or committee resources

Committee Chair access does not automatically provide full website administration privileges.

Bridge Officers

Bridge Officers may have access to information or reports needed to perform their elected duties.

Depending on the website configuration, this could include:

Membership information
Club reports
Administrative documents
Event information
Officer-only pages
Other management functions

A Bridge Officer does not necessarily have full website Administrator privileges.

Rear Commodore

The Rear Commodore requires additional access because the position involves maintaining club membership records.

Typical privileges may include:

View member records
Add new members
Edit member information
Update membership status
Review contact information
Produce membership-related reports
Verify information used in the printed directory

Because membership records contain personal information, this access should be assigned only to authorized individuals.

Cruise Coordinator

A Cruise Coordinator or other authorized cruise manager may have privileges related to club cruises and boating events.

Depending on the site’s configuration, these may include:

Create or edit cruises
View registrations
Maintain cruise information
Manage participant information
Post cruise-related updates

Access should be limited to the functions required to manage club events.

Webmaster

The Webmaster is responsible for maintaining the website itself.

Typical Webmaster privileges may include:

Create and edit website pages
Manage menus
Upload and manage images
Maintain website content
Manage custom club plugins
Generate reports
Troubleshoot website problems
Perform routine website maintenance

The Webmaster may have broad access, but should still avoid changing membership or financial information unless those responsibilities are specifically assigned.

Website Administrator

The Website Administrator has the highest level of website access.

An Administrator can typically:

Create and edit pages
Manage users
Assign roles and privileges
Install or update plugins
Configure WordPress
Access administrative reports
Manage the Directory Publisher
Perform backups and maintenance
Troubleshoot system-wide problems

Administrator privileges should be assigned to as few people as practical.

An Administrator account can make changes that affect the entire website.

Understanding What You See

After you log in, the website determines what menus, pages, and tools you are permitted to use.

Therefore, two members may log into the same website and see different options.

For example:

A regular member might see:

Member Directory
Cruises
Documents
Club News

A Membership Chair might also see:

Members Manager
Membership Reports

A Website Administrator might additionally see:

WordPress Dashboard
Reports
Directory Booklet
Plugin management
Website settings

If instructions refer to a menu that you cannot see, it usually means your account does not have the privilege required for that function.

The Principle of Least Privilege

The website should follow a simple security rule:

Users should receive only the privileges necessary to perform their responsibilities.

For example, someone who only needs to update club news should not be given full Administrator access.

This approach:

Protects member information
Reduces accidental changes
Makes the website easier to use
Improves website security

Changes in Club Office

When club officers or committee chairs change, website privileges should be reviewed.

The incoming officer should receive the access required for the new position.

The outgoing officer should have privileges removed if they are no longer required.

This should be part of the normal officer transition process.

Before Requesting Additional Access

Before requesting additional privileges, determine which task you are trying to perform.

Instead of requesting Administrator access, describe the specific need.

For example:

I need to update member records.

or:

I need to manage cruise registrations.

The Website Administrator can then assign the appropriate level of access.

Common Problems

I cannot see a menu mentioned in the instructions.

Your account may not have permission to access that feature. Contact the Website Administrator.

Another member can see options that I cannot see.

This is normal. Different roles have different privileges.

I was elected to a new position but still have my old access.

Ask the Website Administrator to review your account privileges.

I can access something that I do not think I should be able to access.

Notify the Website Administrator. Excess privileges should be removed.

I forgot my password.

Use the website’s password-reset process. Do not ask another member to share their login credentials.

Security Guidelines

Never share your website password with another member.

Each person who requires access should have an individual user account.

Avoid using a shared Administrator account.

If someone leaves an officer or administrative position, review their access promptly.

Administrator privileges should be reserved for users who actually need full website control.

Expected Result

After reading this article, you should understand:

Why the website uses roles and privileges
Why different users see different menus
The general responsibilities of each role
Why Administrator access should be limited
Who to contact when your privileges need to be changed

CCC-001 – Getting Started with the Calusa Cruise Club Website
CCC-003 – Website Navigation Basics
CCC-004 – Logging In, Logging Out, and Passwords
CCC-401 – Managing Website Users
CCC-402 – Assigning and Changing User Privileges

Revision History

Version	Date	Description
1.0	August 2026	Initial release