Getting Started with AccuCampus Part 1

Module 1 - Getting Started with AccuCampus - Part 1

Module 1: Getting Started with AccuCampus - Part 1

Topic: Getting Started Part 1

  1. Logo/Time Zone/License Agreement/User Profile Settings
  2. Semesters
  3. Login Appearance
  4. User Roles
  5. Home Page Quick Panels
  6. User Profiles 
  7. Locations

Logo/Time Zone/License Agreement/User Profile Settings

You must first upload your institution’s logo and set up the Time Zone to the one you use. This sets the system to record the correct date and time when students sign-in/sign-out. You may also want to set a session time-out limit, a license agreement and user profile settings.

On the Main Sidebar, hover over Advanced Options.


Click Settings.


Click General.


Logo: Click the Upload Logo button to select your image file (JPG, BMP, PNG). Click OK button once you select the image file on your computer.


Session Timeout: If desired, enter a timeout limit for a user's session.


Time Zone: Select your time zone from the drop down menu.


License Agreement: If desired, enter a license agreement and choose if users need to accept it upon first login.



User Profile: choose whether users can edit the demographic information in their profiles.





Click Save.


Semesters

Semesters are used to identify when your locations, services and courses are available. You will need to repeat these steps in order to create each new semester.

On the Main Sidebar, hover over Advanced Options.


Click Settings.


Click Semesters.


Click Create New.


Fill in the Name, Start Date, and End Date. We recommend following the same naming convention for all semesters. Make sure your naming convention can be easily understood by your users.


Click Save.


You'll now be asked to enter any holidays/offtimes that the Locations will be unavailable. A list of suggested days off will appear on the screen that you can add by clicking. You can also add any other days as needed.


Click Save.


Login Appearance

This information will show on your homepage when a user logs in.

On the Main Sidebar, hover over Advanced Options.


Click Settings.


Click Login Appearance.


Enter your institution's name as Account Title.


Enter Instructions Text, if desired.


Enter your institution's Email Domain.


Choose the Background for your homepage. This can include shuffled images, a single image, or a custom image.


Click Save.


User Roles

Each user within AccuCampus has at least one role. The user's role determines which features the user has access to and governs the actions that the user may take within the system. A new account has an Administrator, Staff Member and Student role already created with default permissions. We recommend that you review these permissions and customize as needed. Your institution will need to decide which permissions to give to any additional roles you create as well as how to map those roles.

Create User Roles

From the Main Sidebar, hover over Advanced Options.


Click Settings.


Click User Roles.


Click Create Role.


Enter a Title for the role. We recommend that you use a unique and specific name so that the role can be identified by other users.


Enter a Description for the role. We recommend that you use a unique and specific description so that the role can be identified by other users.


Choose which roles this role will have access to.

Access to View Roles: these are roles that this role will be able to view within the system. Access to View also gives the ability to view users with these roles.


Access to Edit Roles: these are roles that this role will be able to edit within the system. Access to Edit also gives the ability to assign the role to users.


Features Policy: the features contained in this section are packs of permissions and is meant as an easy way for administrators to assign groups of permissions to a role. Users should be mindful of all of the permissions associated with each pack. We recommend using this feature as a starting point and then refine further using the Actions Policy.


Actions Policy: this feature allows administrators to assign individual permissions to a role. It is meant as a way to refine the Features Policy.


Click Save.

Role Mapping

From the Main Sidebar, hover over Advanced Options.


Click Settings.


Click User Roles.


Click Role Mappings.


To map a role to any category, simply select it from the drop-down menu. To remove a role from a category, click the red circle next to the role name. Changes made to any role mapping will take effect instantly, without the need to save.


Users that visit locations, attend courses, and/or classes: treats users with this role as attendees for locations. Users with a role under this mapping will be able to sign into any sign-in station or be signed to any location as an attendee (not for staff tracking), as long as they are not under an attendance restriction. Most often, students will have this ability, as well as users who need to be counted as attendees, such as faculty for professional development workshops.


Users that can be registered as a professor/instructor in a class: allows users with these roles to be designated as instructors for any class in AccuCampus.


Users available as staff: allows users to be selectable in the Sign-in Station and to sign in themselves for their work hours. Users with this role will also have a new option added to their profile to edit their availability schedule and available courses and services, though they will not be able to control their own availability without appropriate permissions.


Users that attend to appointments: allows users to make appointments as attendees through the AccuCampus browser version or mobile app, for any location, service, or staff member they are not restricted from.


Staff available for appointments: allows users to be selected by attendees or administrators who are making appointments.


Appointment administrators: allows users to make appointments for attendees, and also be able to override restrictions due to location policies, staff schedules, or attendance restrictions.

Home Page Quick Panels

If desired, the home page can be customized with the following Quick Panel widgets:

  1. HTML Content - allows you to add text or images to the homepage.
  2. RSS Feed Reader - allows you to connect an RSS feed to the homepage. This can be used to display a rotating selection of notifications or news for the institutions.
  3. Notification - displays a feed of all notifications sent to the user. User is able to click on a specific notification to get more information on it.
  4. My Action Plan - displays a feed of all action items sent to the user. User is able to click on a specific action item to get more information on it.
  5. Upcoming Courses (Students) - displays a feed of all course sessions that are upcoming for the next few days for a curse that a student is registered for.
  6. Courses Taking Place Now - displays a feed of all courses that the user is registered for and that are currently in session at the time the user logs in.
  7. Upcoming Courses (Staff) - displays a feed of all course sessions that a staff member is registered for and are upcoming for the next few days for a course. If a staff member is registered to a course group, shows all of the upcoming courses that belong to that course group.
  8. Upcoming Appointments - displays a feed of all upcoming scheduled appointments.


On the Main Sidebar, hover over Advanced Options.


Click Settings.


Click Home Page Quick Panels.


Click on either Add Widget on the Left or Add Widget on the Right to add a widget.



Choose a widget to add.


Enter a Title for the widget, if desired. This displays to users on the homepage. If no title is entered, the title will default to the widget name.


Enter a Sort Order for the widget. This tells the system which order the widgets should appear on the screen if more than one is added.


Select which Roles the widget will be visible to from the drop down menu, or click Add All to make the widget available to all users.


Click Save.


Repeat this process to add additional widgets.

User Profiles

Within this page, you can build User Profile questionnaires which allow you to upload demographic information. User Profiles can have unlimited profile keys so any and all information can be imported for student users. You are also able to create more than one User Profile if you want to restrict profile information to specific roles or locations. The individual institution decides which information is stored within AccuCampus and who has access to that information.

From the Main Sidebar, hover over Advanced Options.


Click Settings.


Select User Profiles.


Click Create New.


Enter a Name for the User Profile. We recommend that you choose a unique and specific name so that it can be easily identified by others.


Choose which Role this User Profile will apply to. User Profiles can apply to more than one role.


Select whether users can view or edit their own profile.


Choose which roles can view the profile answers. Remember to include Administrator as one of these roles so that the User Profile can be viewed later.


Choose which roles can edit the profile answers. Remember to include Administrator as one of these roles so that the User Profile can be edited later.


If desired, add a location scope to further restrict access to the profile.


Below the General Information, you will begin to add fields to the profile in the Form Designer.


If there will be more than one section for the User Profile, we recommend adding a Section Header. To do so, click on Section Header on the right.


A new line will appear with links to Edit or Remove. Click on Edit.


A dialog box will appear. Enter a Unique Key and a Caption (this will be the section header.) Remember to make the Unique Key and the Caption specific and descriptive so that others will understand them. The Explanation Text is not required, but can be helpful to further explain the header. NOTE: The Unique Key is also used for importing/exporting data and for the Risk Score Model (if used) so make it understandable and memorable. If changes are made to the Unique Key after information has been imported, data will be lost.


To add an item that will be completed by filling in alphanumeric answers, click on Text on the right.


A new line will appear with links to Edit or Remove. Click on Edit.


A dialog box will appear. Enter a Unique Key (this will be used for the data import) and a Caption (this will be the the name of the profile item.) Remember to make the Unique Key and the Caption specific and descriptive so that others will understand them. The Explanation Text is not required, but can be helpful to further explain the caption. Choose whether this item will be required. We recommend that profile items not be required as many import files pulled from SIS or LMS systems will not include any text if an answer is not given, or if it's a yes or no question and the answer is no.


To add an item that will be completed by selecting from a drop down menu, click on Multiple Choice on the right.


A dialog box will appear. Enter a Unique Key (this will be used for the data import) and a Caption (this will be the the name of the profile item.) Remember to make the Unique Key and the Caption specific and descriptive so that others will understand them. 
The Explanation Text is not required, but can be helpful to further explain the caption. 


Choose whether this item will be required. We recommend that profile items not be required as many import files pulled from SIS or LMS systems will not include any text if an answer is not given, or if it's a yes or no question and the answer is no.


Enter the options to choose from. Each option will need a unique Safe Key and a text-based answer. An example would be: nondeg l Non degree-seeking where the safe key is nondeg and the text-based answer that is shown to users is non degree-seeking. The unique key is used within reports and the risk score model (if used) so we recommend that it be specific and descriptive so that any user can easily understand what the code means. NOTE: The Unique Key will be used for importing/exporting data and for the Risk Score Model (if used) so make it understandable and memorable. If changes are made to the Unique Key after information has been imported, data will be lost.


To add an item that will be completed by checking a check box, click on Check Box on the right.


A dialog box will appear. Enter a Unique Key (this will be used for the data import) and a Caption (this will be the the name of the profile item.) Remember to make the Unique Key and the Caption specific and descriptive so that others will understand them. The Explanation Text is not required, but can be helpful to further explain the caption. Choose whether this item will be required. We recommend that profile items not be required as many import files pulled from SIS or LMS systems will not include any text if an answer is not given, or if it's a yes or no question and the answer is no. NOTE: The Unique Key will be used for importing/exporting data and for the Risk Score Model (if used) so make it understandable and memorable. If changes are made to the Unique Key after information has been imported, data will be lost.


It is possible to preview the form while it is still in progress. To do so, click on Preview at the bottom of the page.

A pop-up box will appear showing the form as it will appear on the user's profile page.


Once the form is complete, click on one of the options at the bottom of the screen.



The profile can be edited or deleted at any time from the main User Profiles screen.


Locations

Before importing services, you will first need to can create locations within AccuCampus. In this instance, location can refer to either the physical location (i.e. Academic Building Seven) or the entities within that physical location (i.e. the Office of Advising, which is located within Academic Building Seven.) In order for AccuCampus to be fully operational for your institution, you will need to include both types of locations.

From the Main Sidebar, hover over General.


Click Locations.


Click Create Location.


Enter a Name for the location. Remember, it can be either the name of the building or the name of the entity within the building depending on which you're building.


Enter the Location. Use this if you are building an entity within a physical location.


If desired, enter an Order. This tells the system which order to list this location relative to all of the others when a list is displayed.


Enter Contact Information.
Email: typically used for entities.


Website URL: typically used for entities


Street Address: used for both entities and for physical locations. Allows students to receive turn-by-turn directions if being directed from the Campus Compass.


Enter More Information. That information could include business hours, phone numbers, specific instructions for accessing the location, etc.


If desired, add an Access Restriction. This allows you to restrict access to the location to only those roles allowed into the entity or physical location.


Enable Silent Tracking if you will be using beacons to silently track the traffic within the location without users needing to sign in/out. Typically used for common areas, such as the cafeteria, library, etc.


Click Save.



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