Accudemia: How do I edit a System User to have a limited Scope and permissions?
Intro
Setting a System User's Scope is used to set or give the System User access to only a certain areas or levels of the college (Center, Classroom, Location Group, or College level). By default every new System User is given College level access until you limit them to an area. While updating this information you can also check their Role Groups or Permissions assigned. In this guide, we'll explore both options.
Step-by-Step
1. Login with your System Admin account at the *.accudemia.net website. Replace the * with your domain.
2. Click Administration > User Management > Users from the main menu in Accudemia.
3. Search for and select the desired user by clicking their name in the list either navigating through the list of users, or by using the left-side search functions to search by name or ID number.
4. Click the Security tab and look for the Roles section and ensure they are a System User/Admin by checking the corresponding checkbox.
5. Select the location scope from the drop down menu to limit the user to a certain center or leave it account-level access.
Note: When setting the Scope of a user, if the System User needs access to more than one area and the Institution's Centers and Classrooms have not already been grouped, you may have to give this user "College-level" or account-wide access. The only alternative is to recreate the Centers (with all of their settings) into these physical or logical grouped locations using "Location Groups". Centers or Classrooms can only be added or created into existing Location Groups. In other words, you cannot move an existing Center into a newly created Location Group, so you would have to inactivate it to preserve the data, and recreate it (and all its settings) in the newly created version.
Warning! Do not delete the old Centers if recreating them in a newly created Location Group simply inactivate them by unchecking the “active” checkbox when editing the Center. Inactivating Centers leave them in Accudemia for reporting on their previous visit and appointment data, but will not allow Users to view or use them.6. Below that section you can either choose a Role Group Template (a group of permissions) such as "College Admin", "Center Admin", etc. or scroll down and select the individual permissions they should have access to in the system. There are about 50 permissions so that is the advantage of creating your own Role Group Templates to pre-select them when you apply them to a user.
7. Click Save Changes to complete this update to the System Users Permission.
Conclusion
After completing these steps you should have been able to give the System User/Admin all the permissions they should have as well as the limited access to the system they needed.
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