How to Manage Admin Users and Fund Access in ark

This guide walks you through how to manage admin users in ark, including the different admin user types, how to create new users, and how to assign access to funds using Fund Management Teams. Only Ark Admin users can create or manage other admin users.

Jump to a Section

• What You’ll Learn

• Who Can Use This Feature

• Admin User Types

• Step-by-Step: Creating, Editing, or Deleting an Admin User

• Step-by-Step: Creating, Editing, or Deleting a Fund Management Team

• Step-by-Step: Adding, Editing, or Deleting Admins to a Fund Management Team

• Tips & Best Practices

• FAQ

• Next Steps

What You’ll Learn

By the end of this guide, you’ll be able to:

• Understand the roles and permissions of each admin user type

• Create new admin users using the User Management menu

• Organize and restrict access to funds using Fund Management Teams

Who Can Use This Feature

Only Ark Admin Users can:

• Create new admin users

• Assign users to clients or Fund Management Teams

• View and manage users in the User Management section

• Edit or delete other admin users from a Fund Management Team within a client

Admin User Types

Ark includes three types of admin users. Each type is designed with specific access levels and responsibilities:

Ark Client Admin

Designed to be a Super Admin type role for all Ark portals within a particular Ark client environment.

• Can manage users and portal configuration

• Can impersonate LP contacts

• Can access all funds, investors, and documents

Ark Client Admins have full access to all portals and all client data - they do not need to be added to Fund Management Teams to view or manage fund-level information.

Basic Admin

Basic Admins must be added to specific clients and assigned to one or more Fund Management Teams within each client in order to view or manage fund-level data. Any team membership grants access to all associated data for that fund.

• Cannot manage portal configuration or create users

• Can impersonate LP contacts

• Can view and edit assigned funds, documents, and communications

Fund User Admin

Read-only access within a portal. This role is designed for GP users. Fund User Admins have read-only access but must be part of a Fund Management Team to view fund data.

• Can view everything in a portal, but not edit

• Can impersonate LP contacts

• Ideal for compliance, operations, or view-only team members

Step-by-Step: Creating, Editing, or Deleting an Admin User

To Create a New Admin User:

1. Click the three dots next to your email in the top-right corner

2. Select User Management to open the admin user list

3. Click + Add New User

4. Enter the user’s:

   • Name

   • Email

   • Admin Role (Ark Client Admin, Basic Admin, Fund User Admin)

5. Leave the phone number blank — the user can enter it when setting up MFA

6. (Optional) Add a location, visible in the Fund Management Teams tab

7. (Optional) Assign the user to a client and Fund Management Teams

8. Click Save & Close

Once the user is created, they can be assigned to teams for fund-level access where applicable.

To Edit an Existing Admin User:

1. In the User Management list, click View next to the user’s name

2. Update any fields as needed

3. Click Save & Close

To Delete an Admin User:

1. In the User Management list, click View next to the user’s name

2. Open the Actions menu in the top-right corner

3. Select Delete User

Step-by-Step: Creating, Editing, or Deleting a Fund Management Team

Fund Management Teams control which funds are visible to each admin user and help manage access to sensitive fund data.

Note: Ark Client Admins must first select a specific client from the Client dropdown at the top of the screen to access that client’s Fund Management Teams.

To Create a New Fund Management Team:

1. Go to the Teams tab in the left-hand navigation

2. Click Create New Team

3. Enter a Team Name

4. Select the funds that this team should have access to

5. Click Save & Close

To Edit an Existing Team:

• Hover over the Fund Management Team name and click Edit

• Add or remove funds as needed

• Click Save & Close

To Delete a Fund Management Team:

• Hover over the team name and click Delete

Step-by-Step: Adding, Editing, or Deleting Users from a Fund Management Team

Ark Client Admins can manage team membership by adding, editing, or deleting users within a Fund Management Team.

To Add a User:

1. Go to the Teams tab
2. Select the team you want to modify
3. Click Add Team Member
4. Search and select the user, then assign a role (Associate, Fund Controller, Manager, or Director)
5. Click Save & Close

To Edit a User’s Role:

1. Hover over the user's name in the team list
2. Click Edit
3. Select a new role and click Save

To Delete a User from a Team:

1. Hover over the user's name in the team list

2. Click Delete

Editing a user from this view updates only their team role, which is used in capital call and distribution approval workflows.
Deleting a user from a team removes their access to that fund team’s data, but does not delete them from the admin platform. To fully remove a user, use the User Management section.

Tips & Best Practices

• Use Ark Client Admin roles sparingly - they have full access across clients

• Organize teams by strategy, structure, or region to simplify access control

• Basic Admins and Fund User Admins only see funds their teams are assigned to

FAQ

Q: Can a Basic Admin create other users?
A: No. Only Ark Client Admin users can create and manage admin users.

Q: Can one admin belong to multiple Fund Management Teams?
A: Yes. Admins can be assigned to as many teams as needed.

Q: What if an admin isn’t seeing all the funds they expect?
A: Confirm they’ve been added to the correct teams and that the fund is part of that team’s assignment.

Next Steps

• Review the Customizing Client Details and Branding in ark guide to customize branding, email settings, and portal preferences 

If you have any questions, reach out to us at support@arkpes.com - we're here to help!