Setting a team member's type as read-only in Beacon lets you give that team member the ability to view the data in your database, but not change things.
Unlike regular licences, read-only licences do not count towards your user limit.
You can switch users over to the read-only type 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 users 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 the read-only type 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
Use app actions (e.g. export to Mailchimp)
View existing charts
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
Create or edit account notifications
Other features in the database are off-limits to read-only users. This includes (but isn't limited to):
How many read-only users are we allowed?
You can have an unlimited number of read-only users on most Beacon plans (max 10 on Starter).
How are read-only users different to roles & permissions?
The Roles & permissions element gives you fine-grained control over who can access and edit what data in your database. It is available on Beacon's Standard, Premium, and Ultimate 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 & permissions 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 change their type to a regular user in Settings > Team members and they will count towards your user limit.