We often hear these two great questions: (1) “How many system administrators should we have?” and (2) “Can we limit what they have access to?”
The short answer to the first question is, as few as possible. Having too many full system administrators is like having “too many cooks in the kitchen”. It creates room for error.
The longer answer, and the “best practice”, is to limit the number of folks with full administrative rights. Smaller associations generally need at least two – one as the primary and another to serve as a back-up. Larger association will need more.
Association Management Systems that offer a single level of administrative access allow unlimited control to anyone who has permission. Others provide multiple levels of administrative rights so you have full control over what your administrators can and cannot do.
For example, you may want your treasurer to manage financials and run financial reports but you may not want them to be able to change the design of your website. You may only want your historian to have access to your “History” page. Your newsletter editor may only need access to the email system and newsletter templates. A truly secure AMS allows you to limit rights so you can distribute work across your team.
As you evaluate how to use your AMS most effectively, or if you are shopping for a new AMS, consider how to control access to protect your association.