Last Update: October 17th, 2025
Summary
Gryphon ONE Client Portal Administrator accounts provide users with more advanced tools to manage their Gryphon ONE instance. Roles can assist in fine-tuning accounts to match the responsibilities of individual users by granting or revoking access to tools within the portal.
Each instance is delivered with four default admin profiles:
- Client Administrator
- Office Administrator
- Search Super User
- Search User
While the default administrator roles can be modified, best practice is to create new roles.
Default Role Privileges
Client Administrator
The Client Administrator is the highest level of access and is responsible for all Client Level Administrator Functions. Accounts with this role assignment have access to all functions and reports for all offices and user profiles within their client account.
Office Administrator
The Office Administrator has access to user profiles and reporting, with the caveat that their view is limited to the office they are assigned to. Reports and user details for other offices are not visible to this user.
Search Super User
The Search Super User grants access to the Certification utility as well as the ability to add and remove opt-outs.
Search User
The Search User is similar to the Search Super User; however, they are not authorized to remove opt-outs.
Adding and Modifying Administrator Roles
Administrator Roles can be managed by navigating to Administrators > Define Admin Roles.
Adding New Roles
Once the Roles page loads, locate the New Role option in the Action menu near the bottom of the screen.
Once New Role is selected, the New Role Info section appears.
Enter the name of the new role in the New Administrator Role field. Follow this up by entering the role Description, then selecting the Reporting Level for this new role.
- The reporting level options are Client Level or Office Level
- Client Level – Allows the role to view and manage responsibilities for the entire organization
- Office Level – Limits views and responsibilities to the office the user is assigned.
Once the new role information is entered, locate and click the Submit button on the right side of the screen.
Next, the Role Privileges will need to be assigned. Select the newly created role, then in the Actions menu at the bottom, select Role Privileges.
Select the appropriate privileges for the new role in the Privileges screen. Once complete, select Save Changes from the Actions menu
Note: We’ll go into more detail about the available privileges in a separate section below.
Modifying Existing Roles
Once the Roles page loads, to modify an existing role, select the role from the Admin Role column. The page will update, and the Selected Role Info section will appear.
Selected Role Info
This section allows users to change the name of the role, update the role description, or change the reporting level of the role.
Additional Actions
In the Actions menu at the bottom of the page, the user has several options to choose from:
- Save Changes – Save any changes made to the role in the Selected Role Info section
- Remove Role – Deletes the role from the system (ensure no users are currently assigned to the role when selecting this option!)
- Role Administrators – Provides a list of administrators currently assigned to the selected role
- Role Privileges – Navigate to the page where role permissions can be updated (continue below for details on the permissions listed on this screen)
Role Privileges
Role privileges define what actions are available to users assigned to the selected role. The Privileges screen shows all the available privileges separated by section. Privileges where the box is checked indicate the Administrator Role has been granted that privilege. Removing the check revokes that privilege.