Access lists & list leaders

An Access list is a named set of players that heliana turns into the game config on every server the list applies to. That is the difference from a Tag, which only labels a player inside heliana and is never delivered to a server. Access lists live on the Access lists page. Viewing a list’s entries and leaders needs access:read; adding or removing entries and appointing leaders needs access:manage.

Create a list

Click New access list on the Access lists page. The form has Name, Capabilities, Servers and Slot limit; click Save.

• The name becomes the group name in the game server config, so it cannot be changed after creation. Fix a typo by creating the list again.
• Servers: leave it as “All servers” to apply the list to every server.
• Slot limit: leave it empty for no limit.

Use Edit access list to change a list and Delete access list to remove it. Manage list opens its entries and leaders.

Add an entry

An entry is one player’s membership in a list.

1. In Manage list on the Access lists page, click Add list entry and enter the player’s exact Discord username and an optional Note. This works only for a user whose Game ID is verified in your organization — see Verify a player’s Game ID. Otherwise the form says “Game ID is not verified in this organization” or “Not registered in Heliana or no game ID set”.
2. To give the entry an expiry date, add the player from their own player page instead: the Access lists tab there has Add to access list with an Expires at date (no note). Leave the date empty for no expiry.

The player page works from the player’s identity, so it also adds a player who has no heliana account yet; the entry belongs to whoever is verified for that Game ID later. It refuses with “Player has no game ID on this platform” or “Not registered in Heliana”.

There is no way to type a Game ID by hand. A user leaves a list on their own.

Entries that come from a source are read-only: you cannot edit or delete them. A Patreon entry is marked Managed by Patreon and links to the patron on the Patrons page. The one exception is an entry earned by seeding, which is marked Seeding and ends at a set date and time (UTC). Removing it asks Exclude seeder?: that is how you exclude a seeder, and it needs access:manage (a list leader cannot). See Reward seeders.

Delegate a list to a list leader

A list leader manages the members of one list and sees nothing outside it. Leadership is granted per list, not as a role, to any Heliana account. A leader is not a member of the organization and holds no role in it.

1. In the list’s List leaders panel, type the exact Discord username of the Heliana account in the Discord username field and click Add leader. If no account matches, the panel says so. The assignment takes effect immediately, with no invite to accept.
2. The leader finds the organization under Organizations in the account menu and sees only the lists they lead.
3. To take leadership away, remove the leader.

• A list has a slot limit for its leaders’ entries. Entries that come from a source do not use slots.
• While a list has no leader, its manual entries use no slots. A new leader inherits them into the limit; entries that do not fit stay, but no new ones can be added until fewer slots are used.
• A leader can step down with Step down on their own list. An admin can remove the leader as well. Leaving the organization as a member also removes all of that member’s delegations; the entries stay in the list. Appointing and removing a leader, including stepping down, are written to the organization’s Journal.