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User Roles, Features, and Access Rights for the WordPress Application

The application provides personalized features based on user roles: Member, Team Leader (PI or Group Leader), and Administrator. Below is an overview of the rights and functionalities associated with each role, as well as instructions for group and content management.

1. User Roles and Access Rights

MEMBER (Basic User)
As a Member, you have access to essential features:

  • Request Group Membership:
    • Navigate to the page of the group you wish to join
    • Click the “Join Group” button located below the banner image
    • Your request will be sent to the Group Leader (PI) for approval
  • Leave a Group:
    • If you are already a member, the “Join Group” button is replaced by “Leave Group”
    • Click it to leave the group at any time
  • Personalize Your Profile:
    • Add a presentation text in the Biography section
    • Upload an avatar photo to your profile
    • Update your personnal information
  • View content:
    • Access all public posts across categories: Publications, Software, Projects, News, Seminars, Meetings, Outreach, and Open Positions

 

TEAM LEADER (PI or Group Leader)

A Team Leader has all the rights of a Member, plus additional group and content management capabilities:

  • Manage Group Members:
    • Approve or reject Fmembership requests from your group’s “Manage” tab
    • Remove members who no longer meet participation criteria
  • Update Group Information:
    • Modify the group’s presentation text and objFectives.
    • Add media (photos, videos) and hyperlinks to the group profile.
    • Update group cover image and avatar
  • Publish Content:
    • Create and edit posts in all categories: Publications, Software, Projects, News, Seminars, Meetings, Outreach, and Open Positions
    • Posts can be associated with your group for better organization
    • Manage your own published content
  • Access simplified Dashboard:
    • View personalized posts about your group
    • Quick access to manage group members
    • Quick access to create new posts / edit posts

 

ADMINISTRATOR

As an Administrator, you have full access to all Member and Team Leader features, along with advanced management tools:

  • Dashboard Access:
    • Simplified “My Account” Dashboard: Manage groups, members, and content efficiently with a user-friendly interface
    • Full WordPress Administration: Access the complete WordPress back office by clicking “Dashboard” in the top admin bar
    • Switch back to the simplified interface by clicking “Return Front Dashboard” in the WordPress menu
  • Group Management:
    • Create new groups using the “Add Group” feature
    • Assign or revoke PI (Team Leader) status for members
    • Remove members from any group
    • Add new members to groups
    • Delete groups if necessary
  • Member Management:
    • Add new members using the simplified form in “Add Member”
    • Change member types: Active, Alumni, Staff, Associate Researcher, Past Visitor, or Visitor
    • Approve or reject new user registrations
    • Manage user roles and permissions across the entire site
  • Post Ownership Management:
    • Assign ownership of posts in specific categories to the Team Leaders (PI) of their respective groups
    • This ensures PIs can manage posts related to their group independently 
    • To perform this action:
      • Navigate to My Account > Group Management
      • In the table, you will see a list of PIs, their groups, and categories named after their groups
      • Click the “Assign Ownership” button to transfer ownership of posts in the relevant category to the PI
  • Content Management: 
    • Create, edit, and delete posts in all categories
    • Manage all posts across the site, regardless of author
    • Configure post categories and tags
    • Manage media files
  • Site Configuration: 
    • Configure site settings: titles, URLs, and general parameters
    • Manage menus, including the automatic addition of groups to the Research > Team menu 
    • Oversee user permissions and security settings 
    • Install and configure plugins and themes (if needed)

 

2. Managing Groups and Members

ADDING A GROUP (Administrators Only)

  1. Log in to your My Account space by clicking on “Intranet” in the footer
  2. In the left-hand menu, select “Add Group”
  3. Fill in the group information:
    • Group name
    • Description and objectives
    • Cover image and avatar
  4. Submit to create the group
  5. Assign a PI (Team Leader) to the group via My Account > Group Management
  6. Once the PI is assigned, the group will automatically appear in the Research > Team menu

 

ADDING MEMBERS TO A GROUP

  1. Ensure the member is registered on the site. If not:
    • Click “Intranet” at the bottom-right corner of the homepage.
    • Select “Request Membership” below the username and password fields
    • The administrator must approve the registration via WordPress Dashboard > Users > Manage Pending Membership
  2. Once registered, the member can:
    • Log in to My Account
    • Navigate to the Teams menu
    • Select the desired group
    • Click “Join Group”
    • The Team Leader (PI) must approve the member request from the group’s “Manage” tab

 

ASSIGNING PI (Team Leader) STATUS

Only Administrators can promote a group member to Team Leader:

  1. Go to My Account > Group Management
  2. Locate the group in the list
  3. Use the “Manage Group PI” feature to assign a member as PI
  4. The member will receive Team Leader permissions for that group

Alternatively, from the WordPress back office:

  1. Navigate to Groups in the left-hand menu
  2. Select the group
  3. Change the member’s role to “Administrator” (Group Leader)

3. Managing Posts and Content

ADDING AND EDITING POSTS

Posts can be created by Team Leaders and Administrators:

  1. From your My Account dashboard, select the appropriate menu option
    • Add Publications
    • Add Software 
    • Add Projects 
    • Add News 
    • Add Seminars 
    • Add Meetings
    • Add Outreach
    • Add Open Positions
  2. Fill in the required information:
    • Title
    • Content (use the rich text editor for formatting)
    • Additional fields specific to the category (dates, locations, links, etc.) 
    • Associate the post with your group (if applicable)
  3. Submit the post to publish it

 

CONTENT CATEGORIE

  • Publications: Add research papers or journal entries with authors, journal name, and DOI/URL
  • Software: Publish software-related articles with download links and usage instructions
  • Projects: Showcase ongoing or completed projects with descriptions and media
  • News: Publish general news articles and announcements
  • Seminars: Share details about upcoming seminars, including date, location, and speaker information
  • Meetings: Announce meetings or events with comprehensive details, date, and media
  • Outreach: Share educational content and videos via YouTube URLs
  • Open Positions: Post job openings with contact

 

EDITING EXISTING POSTS

Team Leaders can edit their own posts:

  1. Go to your dashboard
  2. Find the post in the relevant section
  3. Click “Edit” to update content or make corrections
  4. Save changes to apply updates

Administrators can edit any post:

  1. Access the post from My Account or WordPress Dashboard
  2. Make necessary changes
  3. Save updates

4. Advanced Features for Administrators

ACCESSING THE WORDPRESS BACK OFFICE

  1. Log in to My Account.
  2. Use the black admin bar at the top of the screen
  3. Click “Dashboard” to access the full WordPress administration panel
  4. To return to the simplified interface, click “Return Front Dashboard” in the WordPress menu

ADVANCED SITE MANAGEMENT

Configure Site Settings:

  • Titles, taglines, and URLs
  • User permissions and role definitions
  • Privacy and security settings

Manage Content:

  • Oversee all posts and pages across the site
  • Add new categories or tags
  • Configure custom fields and taxonomies

Media Management:

  • Upload and organize media files
  • Manage image sizes and optimization
  • Handle file downloads and documents

    GROUP MANAGEMENT

    Administrators can:

    • Create, delete, and manage groups
    • Assign or revoke Team Leader (PI) status for users
    • Assign post ownership in specific categories to PIs
    • Monitor all groups and their content to ensure quality and compliance
    • Ensure newly created groups are automatically added to the Research > Team menu once a PI is assigned

    MEMBER TYPE MANAGEMENT

    Change member classification:

    • Active: Current active members
    • Alumni: Former members
    • Staff: Administrative and support staff
    • Associate Researcher: Associated researchers
    • Past Visitor: Former visiting researchers
    • Visitor: Current visiting researchers 
      FeatureMemberTeam Leader (PI)Administrator
      Access to My Account Dashboard✓✓✓
      View public content✓✓✓
      Personalize profile (bio, avatar)✓✓✓
      Request to join a group✓✓✓
      Leave a group✓✓✓
      Create posts (all categories)✗✓✓
      Edit own posts✗✓✓
      Update group presentation✗✓✓
      Approve/reject membership requests✗✓✓
      Remove members from own group✗✓✓
      Manage group media and links✗✓✓
      Create new groups✗✗✓
      Delete groups✗✗✓
      Assign PI (Team Leader) status✗✗✓
      Revoke PI status✗✗✓
      Add new members to the site✗✗✓
      Change member types✗✗✓
      Approve new user registrations✗✗✓
      Assign post ownership to PIs✗✗✓
      Edit any post (regardless of author)✗✗✓
      Delete any post✗✗✓
      Access full WordPress administration✗✗✓
      Configure site settings✗✗✓
      Manage menus✗✗✓
      Manage all groups and members✗✗✓
      Manage plugins and themes✗✗✓

      NEED HELP?

      If you encounter any issues or have questions about using the platform, please contact the site administrator or refer to the WordPress documentation for additional guidance.