Admin Portal Accounts: Permission & Access Controls

Overview

When setting and managing Admin Portal Accounts, there are several options to grant permissions to users. This article covers how these permissions work in more detail. Enabling each of these permissions gives access to different components of the system.

To learn how to set up Admin Portal Accounts, click here.

In this Article

• Notes about Permissions
• Granular Permissions
• Permission Types
• Permissions Explorer 

Notes about Permissions

Student Contact Records

Permissions do not hide access to student records in the system, but they do limit what data can be viewed within those records.

 Real World Example

An admin without Enrollment permissions will not be able to see the Enrollment tab and list page, but through a search would be able to find students in enrollment statuses. However, within these records, enrollment-related field groupings and submitted/uploaded enrollment forms would be hidden.

Search & Reports

Search & Reports can still pull all contacts, regardless of permissions. However, certain field groupings and fields will be hidden to search on or add as columns based on the permissions set.

 Real World Example

An admin without Enrollment permissions would not be able to search on any fields grouped under the Enrollment tab on a student record, nor would they be able to see these fields when selecting from the Change Display/Columns menu. Learn more about field groupings here.

Granular Permissions

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!

Permission Types

For an overview on what each of the different permission options grants access to, please view the following articles:

• Admissions Permissions
• Enrollment Permissions
• Scheduling Permissions
• Communication Permissions
• Medical Permissions
• Secure Permissions
• Financial Permissions
• Data Permissions
• Reader Permissions
• Countersign
• Impersonate

Permissions Explorer

The Permissions Explorer is a downloadable resource that you can use in Google Sheets or Excel. It allows you to set an account level and permissions level to see what is visible in your site based on your selections. 

Please note: While this only allows you to explore one permission at a time, we included additional tabs at the bottom of the explorer to allow you the option to compare different selections.

Click here to download the Permissions Explorer

To use the Permissions Explorer, download the file and open it in either Google Sheets or Excel. (We find that the user experience of utilizing this tool in Google Sheets is a bit smoother).

Interested in practicing before you download it? Use this interactive tutorial below (with audio) to get a feel for how the Permissions Explorer works.

7 STEPS

1. Click to open the account level dropdown under column A (cell A2).

2. Select any Account Level for example System Admin.

3. Click to open the permission dropdown under column B (cell B2).

4. Click select any Permission level for example, Scheduling.

5. Review what's visible to that combination of role and permission level in column C.

6. Use the other tabs at the bottom to compare combinations of account levels and permissions.

7.

Here's an interactive tutorial

** Best experienced in Full Screen (click the icon in the top right corner before you begin) **

https://www.iorad.com/player/2361693/How-to-use-the-Permissions-Explorer