Overview
Admin Portal Accounts can be created, edited, and managed by a System Admin only within Settings > Portal > Admin Portal Accounts in your Finalsite Enrollment site. Admins and User accounts do not have access to this page. You can see all existing Admin Accounts and their system access from the Admin Portal Accounts page.
To learn what each permission provides access to in the Finalsite Enrollment system, click here.
Please note the following regarding NEW Admin Portal Accounts:
The new Admin/User you create will not receive an automatic email when their account is created. You can either let them know the password you set for them and they can change it upon login, or click the 'Reset Password' button on the right side after creating the account to send them a password reset email. See the section below on resetting passwords for admin accounts.
How-To: Create or Edit an Admin Account
To create a new admin account, click on the green plus sign and text for Add a new Admin towards the upper left of the page.
To edit an existing admin account, first find the account by either locating it in the list or searching by clicking on Filter Options, typing in the name or email, then click Apply Filter.
Once you find the desired account, click on the Edit option on the right side of the page. You will see the following Admin Details window open.
Next, you can fill out the following fields:
Email: Email address the admin/user will use to sign into Finalsite Enrollment (typically an official school email).
First Name: First name for the admin account.
Last Name: Last name for the admin account.
Type: Account types define a specific level of access to manage system actions within your Finalsite Enrollment site, such as account management, system settings, deleting users, and module access. Each account type has a customizable list of viewing permissions, described below:
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System Admin: A System Admin is the only account type that can create and update accounts and permissions within your site. As a best practice, we recommend setting up no more than three accounts with this level of access. In addition, only a System Admin account can manage data retention for reviews and checklist items within the Terms settings page. Click here to learn more.
- Important to note: Only System Admins can access the Payments (Settings > Financial> Payments) and Disputes (Settings > Financial > Disputes) pages.
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Admin: Pending any limitations set by permissions, an Admin account has access to all pages and fields of the system, including Settings pages.
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User: Pending any limitations set by permissions, a User account has access to all pages of the system except the Settings pages. User accounts also cannot delete contacts. For schools using the Online Review feature in Finalsite Enrollment, users have additional limitations. Click here to learn more.
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Limited User: This is a user type for Online Reviews. A limited user with the 'Reader' permission set can review candidates assigned to them in the Review Process. They cannot see anyone else's reviews of candidates and they do not have access to any other pages of Finalsite Enrollment.
Password: (Upon initial setup only) Set a password for the admin account.
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Please note: Schools with Google Single Sign-On (SSO) enabled in Finalsite Enrollment will not be prompted to set a password at the time of admin portal account creation. Your Admins/Users will use the same password they have set in their Google account to log into your Finalsite Enrollment site.
Password Confirmation: (Upon initial setup only) Retype the password for the admin account to confirm it
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Please note: Schools with Google Single Sign-On (SSO) enabled in Finalsite Enrollment will not be prompted to set a password at the time of admin portal account creation. Your Admins/Users will use the same password they have set in their Google account to log into your Finalsite Enrollment site.
Permissions: Permissions control which fields and pages the admin/user can view throughout the system. Click here to learn more about what each permission provides access to in your Finalsite Enrollment site. If you hover over the "i" next to each permission type, you'll see hover text display within ~3 seconds, giving you a brief description of each one.
Did you know?
You can set granular permissions within Email Templates and Checklist Items. Adding these permissions allows you to control who can see/edit/view the item and the data related to the item.
Check out the Granular Permissions for Emails and Checklists article to learn more!
How-To: Remove Access for an Admin
In certain situations it may be necessary to remove an admin's access to Finalsite Enrollment. Rather than simply deleting the account, the steps below will help remove an admin's access while ensuring no records of their actions within the system are lost:
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Set the admin account as a "Limited User".
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Uncheck each of the permissions checkboxes to ensure they do not have access to any parts of Finalsite Enrollment
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(Optional) You may wish to add a word like "REMOVED" in front of the admin's first name to flag that the admin no longer has access. This will just allow you to easily spot which admins have been removed while still allowing you the ability to track their history within your site.
By taking these steps, you will ensure that the admin is no longer able to access the system, while preserving history of any actions they've taken within the portal.
Note: These steps will need to be taken by a System Admin.
How-To: Delete or Reset Password for an Admin Account
Any System Admin can delete admin accounts from the Admin Portal Accounts page. Simply locate the account in the list and click on the Delete option on the right side of the page. You will be asked to confirm if you want to delete the account. Please note: As mentioned above, it is not advised to delete an Admin Account as a way of removing their access. Deleting an admin account will remove all reminders for that admin/user, as well as any reference to the user in audit logs. These cannot be restored.
System Admins can also send any admin/user a password reset email by clicking on the Reset Password* option next to the admin account. You will be asked to confirm if you want to send the password reset email. This email will be sent directly to the admin/user, and contains a clickable link they can use to set a new password for their account.
*Please note: Schools with Google Single Sign-On (SSO) enabled in Finalsite Enrollment will not have the Reset Password option on the Admin Portal Accounts page. Your Admins/Users will use the same password they have set in their Google account to log into your Finalsite Enrollment site. If they need to reset their password, this must be done in Google, not Finalsite Enrollment.
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