Overview
Permissions give your admins and users access to different components of the Finalsite Enrollment system. They can be configured by any System Admin. To learn more about how to configure Admin Accounts and permissions in general, visit the Admin Portal Accounts article.
In this Article
- Understanding Counselor Permissions
- Assigning Counselor Permissions to Users
- Assigning a Counselor to a Student
- Understand the Counselor Experience
Understanding Counselor Permissions
Counselor permissions are designed to allow counselors to assist with checklist completion and document uploads for students to whom they are assigned. This granular permission type is ideal for external school counselors who need limited but targeted access to student records.
Please note: Counselors must be assigned to students by an Admin to gain access. Assignments can be managed individually via the student contact record or in bulk from student list pages. Learn more about assigning counselors in the Assigning a Counselor to a Student section below.
Counselors assigned to a student can:
- View the contact record of the student they are assigned.
- Complete checklist items, including internal-only items.
- Communicate with families.
- Upload documents to the checklist.
- View and create Reminders and Activities.
- Schedule appointments related to the admissions process.
Important Note
Counselors will only have access to the Personal tab on the student record, and they will only be able to see the fields that fall under the Personal Information, Citizenship & International, and Contact Information groupings within this tab. Learn more about fields and field groupings by visiting the Field Settings article.
Counselors cannot access to the following menus and pages:
- Search & Reports
- Leads and Prospect list pages under the Admissions tab
- Edit and Download menus on a contact record
- Settings pages
In addition, counselors do not have the ability to change a student's status.
Assigning Counselor Permissions to Users
To ensure proper access control, Counselors should be set up as Limited Users with only the Counselor granular permission enabled. This setup ensures counselors have just enough access to fulfill their role without compromising broader system data. To learn more about Limited Users, please visit the Assign Reader Permissions to Users article.
To add a new Limited User, a System Admin can navigate to the Admin Portal Accounts page under Settings > Portal > Admin Portal Accounts. To assign a non-Finalsite Enrollment user to be a Counselor, follow these steps:
- Click on "Add a new admin" in the upper left and fill out the email, name, and password fields for the account.
- If your school is using SSO for admin logins, you will not need to create a password. See the SSO Schools section under "Creating Admin Portal Accounts" in the Admin Portal Accounts: Setup & Roles article for details.
- For Type, select Limited User.
- Under Permissions, select the Counselor permissions checkbox and leave all other permissions unchecked.
- In addition to adding permissions manually, you can also set up an Admin Permission Group (Settings > Portal > Admin Permission Groups) for counselors and select that group from the Permission Group field when creating new counselor accounts. Learn more about Permission Groups by visiting the Admin Permission Groups article.
Important Note About Communications
When you create a new admin account, they will not receive any communication to alert them that their account has been created, so be sure to alert new admin users that you've created an account for them. If you are not utilizing SSO for admin login, be sure to include the email and password you've set up for them in your communication.
If you would like to learn more about adding new admin accounts, you can visit the Admin Portal Accounts: Setup & Roles article.
Managing Counselors on Supersites
Admins who are part of a multi-school group can centrally manage counselors on their Supersite for all schools in their group. On your Supersite, you can create and manage Admin Permission Groups and set up and edit Admin Accounts. You can also choose which schools the counselors will have access to on the Admin Portal Accounts page (Settings > Portal > Admin Portal Accounts).
Learn more about Supersites/Subsites, creating permissions groups, and managing school access by visiting the articles below:
Assigning a Counselor to a Student
Counselor access is student-specific and must be assigned by an Admin. Once assigned, counselors will only see the students they’ve been linked to and only the data fields marked for counselor visibility.
Assignment methods
Assign counselors to an individual student
- Navigate to a student’s contact record.
- Click Edit > Manage Counselors in the top right of the record.
- Within the Manage Counselors window, you can Assign or Remove available counselors by selecting an option under the Action section. To assign new counselors, click Assign.
- After selecting Assign, you will use the Select Counselors drop-down menu to search for the counselor you want to assign.
- Click Save to assign the counselor to the student.
Assign counselors in bulk
- Navigate to a student list page, such as Admissions > Students in Admissions or Enrollment > Students in Enrollment, to assign counselors to multiple students at once.
- Optional: Set filters under Filter Options to narrow down your report by status, grade, or other criteria.
- Select students in bulk using the checkboxes on the left side.
- Click Edit > Manage Counselors in the top right corner.
- Within the Manage Counselors window, you can Assign or Remove available counselors by selecting an option under the Action section. To assign new counselors, click Assign.
- After selecting Assign, you will use the Select Counselors drop-down menu to search for the counselor you want to assign.
- Click Save to assign the counselor to the students in bulk.
Once a counselor has been assigned to a student, the name of the counselor will be visible in the top right corner of the student's record under the parent/guardian's information.
Notifications
An email will be sent to a counselor immediately after a student is assigned to them. If multiple students are assigned to a counselor in bulk, all students will be listed in the same email.
Please note that this notification is not customizable at this time.
Removing an Assigned Counselor
If you need to remove an assigned counselor from a student's record, click Edit > Manage Counselors from the student's record or a list page and select Remove under the Action section.
You will then select the name of the counselor you want to remove. If there are multiple counselors assigned to that student, you will need to click the X icon next to the counselors you want to stay assigned to the student to just leave the name of the counselor you want to remove from the student's record.
For example, if Counselor 1, Counselor 2, and Counselor 3 are assigned to a student and you want to remove Counselor 1, you will select Remove under the Action section and click the X icons next to Counselor 2 and Counselor 3, leaving Counselor 1. Counselors 2 and Counselor 3 will remain assigned to the student, while Counselor 1 will be removed.
Understand the Counselor Experience
Limited Users who are assigned the Counselor permission will only see the students assigned to them. When they log into the system, their students will be listed on the Dashboard with their grades and statuses.
From the Dashboard, the counselor can select students in bulk using the checkboxes and take the following actions using the Communicate and Edit menus.
-
Communicate:
- Send Email: This option allows the counselor to send emails to the families of the selected students. Visit the Sending Emails article to learn more about sending email communications.
-
Send Text Message: This option allows the counselor to send text messages to the families of the selected students. Visit the Sending Text Messages article to learn more about sending text communications.
-
Edit:
- Add a Note or Activity: This option allows the counselor to add a note or activity to the contact records. Visit the "Add an Activity / Note" section of the Reminders, Recent Activity, & Document History article to learn more about adding notes and activities to the student record.
-
Update checklist: This option allows the counselor to check or uncheck checklist items in bulk. Visit the "Update Checklist" section of the Bulk Updates article to learn more about updating checklist items in bulk.
In addition, the counselor can navigate to a list page, such as Admissions > Students in Admissions or Enrollment > Students in Enrollment, to view their assigned students and take the same bulk actions as listed above under the Communicate and Edit menus.
- If they have any waitlisted students, the counselor can view them by navigating to the Waitlists page under Admissions > Waitlists.
The counselor can select a student from the Dashboard or list pages to open their contact record. On the student record, they will be able to take the following actions:
- View the contact record of the student they are assigned.
- The fields a counselor can see are limited to the fields that fall under the Personal Information, Citizenship & International, and Contact Information groupings within the Personal tab. Learn more about fields and field groupings by visiting the Field Settings article.
- Complete checklist items, upload documents, and schedule appointments related to the admissions process.
- View and create Reminders and Activities.
- Communicate with the family via email or text message.
- View the Households tab and the student's Related Contacts.
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