TracCloud: Staff User Level

Contents

Basics

Listings

Profile Prefs

Global Prefs

Tech Docs

More Features

Profile Preferences

• General

• Centers

• Groups

• Staff & Consultants

   • Staff User Level

• Reasons

Prefs

   • Log In/Out

   • Log Listing Customization

   • Log Listing Message, etc

   • Schedule

   • Appointment Display

   • Emails

   • Center Description

   • Advanced Prefs

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• Twig Guide

Staff User Level

Every Staff account in TracCloud is assigned a User Level, SysAdmin, Super Admin, Profile Admin, or Staff. These levels impose restrictions on the selected account that go beyond what you can control with just a permission group. This article goes over the exact differences between these levels.

Unique to SysAdmin Accounts

SysAdmin accounts provide the highest level of access in your Trac System, that includes potentially sensitive data, utilities to modify data in bulk, and the ability to edit technical aspects of your TracCloud instance. Here are the options that only System Administrators can access.

• Global Preferences - Everything from system theme, to custom fields, to SSO integration settings and more. SysAdmins are always unrestricted in this access compared to the potentially limited access that Super Admins can be given.

• Saved Searches - Specifically the menu to manage or delete Saved Searches, other User Levels can still save and access their personal Saved Searches.

• Utilities for merging or modifying data in bulk - The ability to merge, delete, or modify individual records is determined by Permission Group.

• Access to the "Delete Selection" option on some listings - Students, Staff, and Faculty listings.

• The ability to edit locked Visits - In other words, SysAdmins can override the 'Lock visits older than' setting in your Profile.

• The ability to delete Reasons - Other users can still deactivate or modify Reasons, just not delete.

• The ability to set a custom "From" address when emailing users.

• The ability to edit Favorite Reports of other users

• Lookup Values

• Audit Logs

• Access to TracCloud Changelog

And of course, some of the more obvious ones...

• The ability to edit “Lock to SysAdmin” Course Lists

• The ability to set other users as SysAdmin

• Unrestricted access to the 'Log In As...[any account in TracCloud]' Utility

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Super Admin level or higher

Super Admins are similar to Profile Admins, but with a few minor additions and the ability to provide access to select global preferences. Access to global preferences is configured in the super admin's staff account, next to 'Linked Centers.' Aside from the specific global preferences, here are the options that only Super Admins and SysAdmins have access to.

• Announcements

• Visits/Appointments SFTP Export & Starfish Export

• Access to the Availability Blocks listing

• Profile-specific Group Entry - Super Admins/SysAdmins can open Permission Groups within a specific Profile, to access only that Profile's Center choices.

• The ability to Create Student Lists, unless you allow Profile Admins to create lists in Student Entry Choices.

• SAGE referral types - Specifically the ability to modify Referral Types and Emails, other users can still submit Referrals for Students (assuming their Group allows it).

• Q2 Study Table Management - Settings for Q2 Tables, other users can access the Tables themselves (if their Group allows it).

• The ability to use the 'Log In As...[any account in TracCloud]' Utility to login to Profile Admin accounts or below.

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Profile Admin level or higher

Profile Admins still have access to many important settings and functions in TracCloud, and will be the ideal level for most of your "admin" accounts. Options like Profile Preferences and Group Management are still available, but potentially dangerous or sensitive utilities are hidden. Here are the options that only Profile Admins, Super Admins, and SysAdmins can access.

• The entire Profiles menu - Including Centers, Reasons, Prefs, etc.

• The entire Groups menu

• The ability to create or modify ‘All centers’ or ‘All staff’ schedule reserve blocks

• The ability to modify a staff member’s user level - I.e., 'Staff' level accounts can only create other 'Staff' level accounts, Profile Admins can create Profile Admins or Staff.

• Work Types Listing - And by extension, the ability to modify Work Types.

• The ability to modify the assigned Group and Centers of other staff. Group is filtered to only groups assigned to the same profile of the current user's primary center.

• Access to the "Delete Selection" option on some listings - Appointments, Course Lists, Documents, Referrals, Registrations, Success Plans, and Attendance listings, if their group has table access for said listing.

• The ability to create Student records manually. This permission can be granted to staff through a permission group override.

• The ability to edit Success Plan Types (if their permission group allows it in table access)
  
  

And a few Reports:

• The entire Security category

• The entire Payroll category

• Students Visits Cleanup Data

• Appointments/Visits Utilization

• Visits by Faculty and Subject

• Visits by Advisor and Subject

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All other permissions for Staff-level accounts are determined by permission group.