You will need the Permissions Limited permission to set someone's campus or organization limit. It counts at one of that person's profile campuses, meaning the campuses the person belongs to, not their limit.
Permissions say what someone may do. Limits say where they may do it. A limit narrows a staff member's access to certain campuses, or to whole organizations. For example, someone who can see all people will only see the people at the campuses their limit names.
Note: Nothing about a campus or organization limit can be changed by a campus override. An override changes permissions at one campus, never the limit. Security Overview explains how the two layers fit together.
Set a limit
A limit comes from the Campuses field on a user with Custom access, or on a role. It is not one of the four Access choices.
Open the person's permissions window, as described in How do I set permissions on a user?, or open the role under Settings & Tools > Security > Roles.
In the Campuses field, choose the campuses, or, if your account has more than one organization, the whole organizations this person or role should be limited to.
Save.
Campus limits
A campus limit is the campuses you choose. How it binds depends on your account:
While multi-campus is on, it binds campus by campus.
With more than one organization but multi-campus off, it binds as the whole organizations those campuses belong to.
With both off, it does not bind at all.
Organization limits
An organization limit is the organizations you choose. It covers every active campus of each organization, worked out each time access is checked, so a new campus is included automatically. For organizations named whole, inactive campuses count too.
Rules for every limit
One limit names campuses or organizations, never both.
Organizations can be named only while your account has more than one organization. An archived organization cannot be newly added, but one already stored stays.
A user's limit must name something. A role's limit can be empty, which limits everyone who holds it to no campus.
With more than one organization but multi-campus off, any limit that binds covers every campus of the organizations it names, and a named campus counts as its whole organization. Campus overrides stay dormant.
While multi-campus and multi-organization are both off, the override area and the Campuses field are hidden. Saving leaves any stored overrides untouched.
How limits bind in each account state
Account state | A campus limit binds as | An organization limit binds as | Campus overrides |
Multi-campus and multi-organization both off | Does not bind | Not available | Hidden, and stored ones are left untouched |
Multi-campus on, one organization | Campus by campus | Not available | Apply |
More than one organization, multi-campus off | The whole organizations of those campuses | Every active campus of each organization | Dormant |
Multi-campus on and more than one organization | Campus by campus | Every active campus of each organization | Apply |
People with several roles
Permissions from every role add up, and custom field access takes the highest.
A campus limit holds only if every role has one, and the campuses add up. One role with no limit removes the limit entirely.
A role's permissions are not tied to its own campuses.
Example: Role A is limited to North Hills and gives Full Write Events. Role B is limited to Lakeside. Someone holding both roles is limited to North Hills and Lakeside, and has Full Write Events at both. If they also held a Role C with no limit, they would have no limit at all.
Access that limits do not govern
A person with no campus and no organization is visible to any campus-limited staff member who holds people read access.
A staff member with a plain campus limit also sees Listed people beyond their limit, as directory rows only, with no contact columns and no way to act on them. Adding a campus override at an active campus removes this reach. Overrides only at switched-off campuses do not count. With more than one organization, this reach covers only their own organizations.
Group administrators see their groups and those groups' child groups. Members with elevated group settings see that group, and published groups are always visible.
Everyone sees their own profile and household.
Who can change a limit
A limited person cannot move someone's campus access across a campus outside their own. For a campus outside their own, they cannot add it to a limit, remove it, or switch someone between limited and unlimited, and they cannot add, change or remove a campus override there.
A limited person can name an organization in a limit only if they hold every active campus of it.
A limited person who grants access to a new user or Guest must set a limit inside their own campuses.