Read-only licences in Beacon let you give team members the ability to view the data in your database, but not change things.
Unlike regular licences, read-only licences are free.
You can assign team members to read-only licences on your Team Members page.
At Beacon we believe that getting data into the hands of more people in your organisation is a good thing. Read-only licences are perfect for those team members who just need to view your data, but don't need a paid-for licence yet.
For example, you might assign read-only licences to:
Your CEO - so she can access data before major donor meetings
Volunteers - to see registrations lists
One of your Trustees - to view some key charts
A colleague who might need full access in the future
In this article:
What can read-only team members do?
Here's full list of all of the things a read-only team member can and can't do in Beacon:
Lists of records
View lists of records (all types, unless you're using roles & permissions)
Choose or re-order columns
App actions (e.g. export to Mailchimp)
View existing charts
View existing forms
Edit or delete forms
View existing import templates
Create import templates
Update or delete import templates
View existing export templates
Create export templates
Update or delete export templates
View existing document templates
Create document templates
Update or delete document templates
Run document merges
View existing email templates
Create email templates
Update or delete email templates
Send emails from Beacon
Customise records. Only admins can do that.
Customise their dashboard
Other features in the database are off-limits to read-only users. This includes (but isn't limited to):
How many read-only licences are we allowed?
Beacon has a limit on the number of read-only licences available, based on the number of standard licences you have.
You can have 10x the number of read-only licences as you have standard licences.
Let's say you were paying for 2 standard licences, and one-part time licence. The number of read-only users allowed would be the number of standard licences multiplied by 10: 2 x 10 = 20 read-only licences.
How are read-only users different to roles & permissions?
The Roles & Permissions feature gives you fine-grained control over who can access and edit what data in your database. It is available on Beacon's Professional and Premium plans.
Read-only team members can be assigned to roles, but those roles will not give them the ability to edit anything (as they're read-only).
Let's say you want to give volunteers read-only access to your database. To keep things simple, you want to hide everything that's not relevant to them: charts, forms, certain people fields, and data on grants you're applying for. Read-only users will be able to see these by default, but you could use roles & permissisons to prevent this.
How can we give edit access to one of our read-only users?
If a read-only team member needs to make changes in your database, then they're no longer read-only!
You will need to assign a paid licence to them.