A campus override is a whole replacement set of permissions for one campus. It answers one request: "this person should have different permissions at this campus."
There are no separate forms for adding and taking away. When you build an override, a permission you untick is removed at that campus, and a permission you tick is added there. At that campus, the override is the set that counts.
A person's usual set of permissions is called Default. Default applies at every campus that does not have its own override. For the bigger picture of how campuses, organizations and permissions fit together, see Campuses and organizations in Version 8.
What an override holds
Each override belongs to one user or one role, and each owner can have one override per campus. An override holds:
The campus-scoped permissions. Which permissions can differ by campus? lists which ones these are.
Restrictions and their values, such as which note types, file categories, group types, calendars or giving portals the person can work with.
Custom field access.
An override's campus must be active and inside the owner's campus access, and any restriction you switch on needs a value.
How to add a campus override
You will need the Permissions Limited permission to add or change a campus override. For a user, you need it at one of that person's profile campuses, meaning where the person belongs, not their campus limit. To change any Financial module permission inside an override, you also need Permissions Full.
Go to Settings & Tools (Cog icon in the tool-bar) > Your Organization > Security, and open the user or role.
Open Permissions For. It switches between Default and each campus that has an override.
Choose Add campus override.
Pick one or more campuses. Only campuses inside both the person's access and your own are offered.
Choose a Start from: Default or another override. The new override begins as a copy of it.
Change only what should be different at those campuses.
Save the whole form. Nothing is saved until you do.
Tip: Copy from replaces every value in the override you are editing with Default or another override. It is a quick way to start an override over.
Role Based users
If a user is Role Based, Add campus override is hidden for them. Their overrides come only from their roles, so add the override to the role instead.
Financial permissions
Without Permissions Full, any change you make to a Financial module permission in an override is ignored without a message. You also cannot remove an override whose Financial permissions differ from the user's or role's Default.
What an override cannot do
It can never change campus access. Which campuses someone can reach always comes from Default. An override cannot change a campus limit or an organization limit.
It cannot change account-wide permissions. They are hidden when you open a campus in Permissions For, and saving an override strips them.
Its restrictions only apply at its own campus.
Warning: Full SMS, Limited SMS, Full Email and Limited Email are account-wide. A campus override cannot take texting or email away from someone at one campus. If they can send, they can send to anyone they can see.
How overrides combine
For a Custom user
At a campus with an override, the override applies, plus the account-wide permissions from Default. At a campus with no override, Default applies.
For a Role Based user
Each role brings its override at that campus, or its Default if it has none there. Those are added together, so one role cannot take away what another role gives at that campus.
Menus and records available to All
Menus, simple permission checks and records available to All use every set at every campus the person can reach, added together. An override at a campus outside a limited person's campuses does not count. If every campus the person can reach has an override, Default supplies only the account-wide permissions.
Records at several campuses
A permission holds on a record if it holds at any of the record's campuses that the person can reach. Deleting is different, because it needs the permission at every campus on the record. Who can create, edit and delete a record? explains how that plays out.
Restrictions work the other way round. On a record, a restriction applies only if every reachable campus where the person can read that kind of record limits it, and the allowed values add up. Custom field View and Edit are each granted if any of those campuses grants them.
Examples
These examples use a church with two campuses, North Hills and Lakeside.
An override that removes a permission
Olivia has Full Write Groups on Default. Her override at Lakeside unticks it.
Where the group is | Can Olivia edit it? | Can she delete it? |
At Lakeside | No | No |
At North Hills | Yes | Yes |
At Lakeside and North Hills | Yes | No |
Available to All | Yes | No |
An override that adds a permission
Olivia does not have Full Read Contributions on Default. Her override at Lakeside ticks it.
The Contributions menu now appears for her.
She can see gifts placed at Lakeside, but not gifts placed at North Hills.
She can see records available to All, and edit them if she also has the matching write permission.
She cannot delete records available to All.
Two roles
A staff member holds Role A, which has an empty override at North Hills, and Role B, which has Full Read Groups on Default and no override. At North Hills they still have Full Read Groups, because Role B supplies it.
Campus limits combine the same generous way. If Role A is limited to North Hills and Role B has no limit, the staff member has no campus limit at all.
A restriction
Default limits calendars to Sunday Services. An override at Lakeside has no calendar limit. Events at Lakeside can use every calendar. Events at North Hills use Sunday Services only. Events available to All can use every calendar.
Side effects of holding any override
Holding any campus override changes a few things, even an override that only adds access. A person with an override:
Cannot do the actions that reach the whole account: adding an organization, making an organization the default, archiving an organization, moving a campus to another organization, the cutover preview, and inviting team members during a trial. They see "Only a user with access to every campus can do this."
Cannot switch off, delete, merge or convert a campus when that would leave fewer than two active campuses, and cannot change to a plan without multi-campus. Super Users are exempt.
Cannot delete records available to All that need the permission the override adds. The same goes for records available to All that have no permission of their own, such as mail merge templates, unless they created them.
Loses the directory reach a campus-limited staff member otherwise gets. Normally, staff limited to certain campuses still see Listed people at other campuses as directory rows, with no contact details. An override at an active campus removes that. Overrides only at switched-off campuses do not count.
Tip: If someone sees one of these messages, check whether they hold any campus override before treating it as a bug. Our support team will ask this first.
When campuses, limits or access types change
Narrowing someone's campus limit removes their overrides at campuses now outside it. The screen asks you first.
Deleting a campus removes its overrides and campus limits. The delete preview tells you how many.
Converting a campus to a venue removes its overrides and campus limits.
Switching a campus off keeps its overrides stored. If all of someone's overrides are at switched-off campuses, they are ignored for now. Switching the campus back on brings them back.
Warning: Saving a user as Role Based wipes their direct permissions, campus limits, custom field access and campus overrides. From then on, their overrides come only from their roles.