TracCloud: Permission Groups

Return to User Manual

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

---

• Twig Guide

Groups

Permission groups determine the amount of access your staff have to various elements of TracCloud. Each group represents a set of permissions or a role. Do you want this group to access the schedule? Which centers? Can they create students? Can they manage resources? These options and many more are available to modify in your permission groups to ensure your staff have the permissions they need and nothing more.

From a profile perspective (Other ➜ Other Options ➜ Profiles ➜ [Your profile] ➜ Groups), this tab displays the groups assigned to selected profile. Groups can also be managed from their own dedicated listing by going to Other ➜ Other Options ➜ Groups.

You can create a new permission group or add an existing group to the profile by clicking the hamburger menu . New group will prompt you to choose a name and which profile it's assigned to. After saving, you will be brought to the settings menu where you can configure the access of this group.

Within each permission group, you will find multiple tabs containing different types of preferences. Details on each of these tabs and the preferences within can be found below.

---

Center Access

• Color/Icon Code

Some of these options have multiple permissions based on the icon selected for each field. Click on the icon to cycle through the available options. The key for what each icon represents is within the preference name. For example, Scheduling: View Sched and Edit All or View Sched… in the screenshot below.

• Scheduling

These are the center schedules that staff assigned to this group can view/manage.

Schedule Access Options

	View Staff Schedule	Edit Appts on Staff Schedule	Edit Avails on Staff Schedule	Book Avail on Dashboard
View Sched and Edit All	Yes	Yes	Yes	Yes
View Sched - Edit Avail	Yes	No	Yes	No
Search Availability Only	No	No	No	Yes
View Sched - No Edits	Yes	No	No	No
View Sched - Edit Appt	Yes	Yes	No	Yes

• Only access own schedule

Restrict consultants in this group to only be able to access their personal calendar (for the centers they're assigned to). This also restricts which appointments they can view on the Appointments Listing (if allowed in table access).

• Prevent create new appointments

Prevents users in this group from creating new appointments, independent of the center view/edit choice above.

• Viewing, Logging, Reporting Visits

This determines which centers the users in this group can view or record visits in. The View Visit - Hide Notes option can be used to restrict this group from viewing or editing the notes field in that center's visits. The student permission group cannot be given access to visit notes.

• Show the Center Status Tab on Main Menu

The Center Status widget appears on the staff main menu and provides a brief summary of visit and appointment totals as well as how many students are waiting in each center. Checking this box provides access to this widget.

• Lists

Choose which student lists this group can view or edit. Just like the center options, you can change the icon to determine their level of access to each list (only search or search and edit).

• Task Types

Choose which task types this group can manage.

• Notification Types

Choose which notification types this group can manage.

• Document Types

Choose which document types this group can view or manage. 'Edit' access must be provided if this group will be uploading documents.

• Allow dashboard document upload

If enabled, staff in this group can upload documents to their account via a widget on the dashboard.

---

User List

This tab contains all staff accounts that have been assigned to this group. At a glance, you can see their name, email, and phone, but you can also click their row to start editing their account. By selecting accounts with the checkboxes on the right, you can batch delete staff (not recommended) or move them to another group.

---

Scheduling

• Show Consultant Location on Day Schedule

This will display consultant locations beneath their name on the day view of the staff schedule.

• Show which student contact field on Schedule

This will displays the student's email or phone number in the top-left corner of appointments. The Preferred option can be used to show whichever field the student would prefer to be contacted by, which would need to be asked to the student via confirm bio.

• Allow user to override any scheduling rules

If checked, staff in this group will be able to bypass scheduling restrictions to book appointments for students beyond what your rules may otherwise allow. A warning will still display notifying the staff member which max appointment rule is being broken before booking.

• Allow user to pick repeating schedule dates

If checked, users in this group can modify the included dates when booking a recurring appointment for a student.

• If this is a consultant, do not cause one on one availabilities to be converted to drop in on search results

If the corresponding global preference to convert unbooked 1-on-1s to drop-ins is enabled, this checkbox makes the consultants in this group an exception. These consultants will no longer have their availabilities converted to drop-ins; their availabilities will simply disappear from the available time slots when the schedule no later than threshold is reached.

• Allow user to generate a dynamic search appointment QR Code based on an existing search appointment link

If enabled, users in this group will be allowed to create dynamic QR codes for custom appointment links. More information on this feature can be found in scheduling preferences. Only allow links for self prevents consultants in this group from creating availability links for other consultant schedules.

• Only allow saving changes to own availabilities

If checked, even if consultants in this group have edit access to an entire center, they will only be able to save changes to their own availabilities.

• Only allow saving changes to own appointments

Same as above, but in relation to appointment records instead.

---

Student / Visit

Student Access Preferences

• View/Edit Student using form [Standard/Brief]

This option affects what fields are visible in the General ➜ Info tab of student profiles. Standard allows these staff view student profiles with access to every field (based on global preferences and the options below). Brief limits access to only a handful of fields, as seen in the comparison below.

• Allow user (non admins) to create student records

By default, only staff given the Profile Admin user level or higher are allowed to manually create student records. This option can be enabled to grant that permission to regular staff.

• Allow user to delete student records [Standard Only]

This determines if staff members in this group can delete student profiles. It is recommended to leave this unchecked for most groups.

• Allow user to create prospective student requests

Allows users in this group to create prospective student records from the students listing. Requires additional configuration.

• Prevent mass emailing from Student Listing

This prevents these users from sending batch emails to multiple students at once.

• Prevent Action Send Email to Single Student

This prevents users from sending emails to individual students.

• Hide [field] of student

These options allow you to toggle certain fields on or off depending on what these users should have access to, such as IDs and phone numbers. Some of these are only available if the View/Edit Student using form option is set to Brief.

• Show Student Flag Information (Flag Text)

This enables access to the Flag Information field in student records as well as the corresponding colored flags on the Student Listing.

• Hide [tab] of student

These options allow you to disable the additional tabs in student profiles. The Campus tab contains some preset fields that have been enabled in Student Entry Choices, while the Other Info tab and all custom tabs exclusively contain custom fields.

• Limit Student listings to the chosen list

This allows you to restrict the students viewable by staff in this group to only those on a specific list. If a list is chosen, an addition option will be made available: Additionally Limit student listing only linked consultant. If that option is checked, then the consultants in this profile will further only be able to view students linked to them via Linked Staff to Student.

• Allow user to view student/consultant visit satisfaction

If visit satisfaction questions are enabled in your Log In/out preferences, these options allow you to control which groups can access the responses that are recorded. View and Edit allows this group to change the satisfaction rating for visits, while View only allows them to see the answer. No Access hides these fields entirely in visit records. The visit satisfaction question will still appear during logout if View/No Access is selected; these options only affect concluded visit records.

• Allow user to send notes to coach/advisor

Provides these staff the ability to initiate the visit notes email from visit records and enables automatic sending of the notes email if it's configured to do so in your profile preferences.

• Prevent log in/out from KIOSK and Log Listing

If checked, these staff will not be able to log students in or out on kiosk or log listing pages.

• Hide Custom KIOSK unless user is linked consultant (or none)

If checked, consultants in this group will be prevented from opening custom kiosks linked to other consultants.

• Allow user to save changes to visit records (and which visits)

This controls whether or not these staff can save changes to visit records. If enabled, you can specify if they can save changes to their own visits or all visits.

• Allow user to delete visit records (and which visits)

This determines if staff in this group can delete visit records. If enabled, you can specify if they can delete their own visits or all visits.

• Prevent user from accessing Batch Visits

If checked, staff in this group will be unable to record visits with the Batch Visits utility.

• User may view which visits

This determines if these staff can view all visits, only their own, or none.

• User may view which work visits

Same as the student version of this option, but for work visits instead.

• Show the Utilization Tab on Main Menu

Enables the Utilization widget, allowing quick access to recent visits from the dashboard. Consultant accounts will also have the ability to quickly filter to only their own visits. All visit access permissions still apply; this does not provide additional privileges, only an alternative way to access these records.

• Show the Status Charts on Main Menu

Enables access to Status Charts on the dashboard.

• Show the Watch Lists on Main Menu

Enables access to watch lists on the dashboard. This only displays the lists that this group has access to.

• Show the Tasks & Create Task on Main Menu

Enables access to the task widget on the dashboard.

---

Log In/Out

• Allow user to create student when not found in Log in Lookup

If a student record isn't found based on the ID entered on during login, staff members can be given the ability to immediately create a new account for the student. This is generally not recommended as it can lead to duplicate students being created if someone entered the wrong ID in the first place.

• Show KIOSK for Generic All Profiles option

This adds an additional kiosk option for these staff that allows students to login to potentially any profile's center from the same kiosk. This kiosk will still follow group permissions, only allowing them to login to centers that the group has access to.

• Lock all KIOSKs and Log Listings to IP Zone for this Group

This option allows you to restrict kiosk/log listing access based on IP address. You can define IP address zones or simply an On Campus IP address in system preferences. The default value (blank) will not restrict access based on IP.

• Allow user to log resources in and out

This allows these staff to log resources in or out via Other ➜ Log Resource.

• Allow user to view what resource the student has logged out

This allows staff in this group to view resources that students have checked out.

• Allow consultant to login for work at their main menu

Provides consultant accounts the ability to login for work visits from the dashboard. This will appear as a clock icon in the navigation bar where they can begin or conclude their work visit without going through the log listing or a kiosk.

• Hide 'Is Work' for Quick Visits / Visit Entry

If enabled, these staff will not be allowed to create quick work visits. I.e., work visits must be recorded by logging in and out at the correct times.

• Allow consultant to login for work on KIOSK where the user logged in is themself

By default, staff members are not allowed to login for work visits on kiosks that they open. If this option is enabled, that restriction is lifted, allowing them to login for work on their own kiosks/log listings.

• Allow staff to view work visits on schedule

If enabled, staff in this group can view work time on the staff schedule, visualized as a red line overlapping the schedule. This can be restricted to either their own work visits or all.

• Log In to Work: On/Off Campus Restriction

Both of these options allow you to restrict whether or not this consultant can start a work visit from their dashboard depending on their IP address. After you designate an on campus IP address in your system preferences, you can set these preferences to one of 4 values:

No Restriction - No additional restrictions regardless of IP.

Only with Appointments - Can only login for work during an appointment or drop-in availability time, with the allowed login window being determined by No sooner than x minutes before appointment starts and No later than x minutes after appointment starts.

Only with Appointments and Availabilities - Same as above, but also including availabilities in general. This is typically used if consultants are available for drop-in if their availabilities are not booked.

Only with Appointments same modality ('Off Campus' only) - Same as above, but only if the appointment or drop-in availability is online.

Appointments/Availability same Modality ('Off Campus' only) - Same to above, additionally including any availabilities even if unbooked.

Not Allowed - Block work visit login entirely for that IP zone.

---

Admin / Modules

• Table Access

This primarily determines which listings these staff can access. For example, you could entirely prevent a group from accessing the Student Listing, Course Listing, etc. Each table can be set to a different access level:

View Listing and Edit provides full access to this listing, along with editing permissions.

View Listing (No Edit) means that these staff can view the Listing page and the records within it, but can't save any changes.

Edit (No Listing) allows staff to edit records, but not browse the Listing page. A common example here would be Course Lists, where Consultants may be able to edit their own Course List, but you don't want them browsing to or editing others.

View Entry (No Listing) will prevent users from accessing the Listing or applying changes to individual records, but they are allowed to view individual records if provided a link.

• Custom Views

Custom listing views can be shared to groups, allowing staff in this group to select these alternate views when needed.

Normal View will be available to switch to from that listing, but will not be the default.

Default View will be the default when these staff members open the listing, but they can still switch to other views (or standard).

Only this View will be the only view this group can see for the related listing, they will not be allowed to switch to other views.

• Limit users to certain custom fields

By default, staff can access all custom fields for the records they have access to. E.g., if they have access to view and edit appointments, they can view and edit appointment custom fields. By checking this box, you can pick and choose which custom fields they can access and individually provide view or view and edit permissions. This is available in the Advancement tier of TracCloud.

• Custom Searches

Saved searches can be created and shared to groups.

• Allow user to access reports

This enables or disables access to reports. Some reports are restricted to certain user levels independent of group. Choose the specific reports that users in this group can generate using the menu below.

• Allow user to access payroll reports

This enables or disables access to payroll reports specifically. The above option also needs to be enabled for a staff member to view these reports. These reports are also only available to staff given the profile admin user level or higher.

Module Options

• SurveyTrac Access

Choose which surveys these accounts have access to.

SAGE

• Allow user to view referrals on Dashboard

Adds a referrals widgets on the dashboard providing quick access to referrals assigned to themselves, including information such as the type, date created, date followed-up, and date drocessed.

• User may view which referrals

This option allows you to choose whether staff can view all referrals or exclusively referrals they personally created.

• User may DELETE which referrals

Choose which referrals staff in this group can delete. All, their own, or none.

• Referral Type Access

This determines which referrals these staff members can access. View and Edit allows this group to create, search for, and view referrals of this type. View (No Edit) allows this group to search for and view referrals but not create or modify. View & Edit (No Listing) allows this group to create referrals of this type, but not search for or view them.

Q2 Tables

• Q2 Module Group Access

This determines which Q2 Configs these staff members can access.

TextAlerts

• Allow user to view and edit the student field ‘Receive Text Alerts’

This option gives staff in this group the ability to enable or disable text alerts for students from the student's profile.

• Allow user to send SMS messages to students

This option provides staff the ability to send students messages directly, either from the Log Listing or the student’s profile in the Actions menu.

• Allow user to send SMS messages to staff

Just like students, staff can also be sent SMS messages from their profile via the Actions menu. This option determines whether or not this option is available for staff in this group.

---

Restrictions

Prevent user from

• Viewing Scheduler widget

If checked, these users will not be able to access search availability widgets.

• Deleting Any Appointment

If checked, these users will be unable to delete appointments on the staff schedule.

• Creating Online/Phone/Asynchronous Availabilities

By checking any of these boxes, users in this group will no longer be allowed to create availabilities of that modality. In-person is always allowed.

• Using Asynchronous Messages

If checked, consultants in this group will no longer have the Messages tab on their asynchronous appointments. Students will also not be able to access the messages tab of their appointment if their consultant is in a group with this box checked.

• Viewing Attendance menu

If checked, these users will not be able to access the Attendance menu, including utilities such as kiosks, log listings, batch visits, etc.

• Creating Staff Records

If checked, these staff will not be able to create new staff records.

• Editing Staff/Student Passwords

If checked, these users will not be allowed to set new local account passwords for students/staff.

• Prevent User Viewing Grades

If checked, these users will be unable to view the grade field in registration records.

Disable

• Notifications

By default, staff will receive notifications about visits, appointments, tasks, outstanding appointment requests, etc in a bell icon in their navigation bar. This box can be checked to disable this feature for staff in this group. This is not typically recommended.

• Student Timeline Emails Option/Extra Details/Appt Searches

If this group has access to student records, the student timeline can display email history, extra details (canceled/missed appointments and exact login/out times), and appointment searches. These options can be checked to block access to those details.

Other Override

• Override Required Field Validation (SysAdmin only)

If checked, SysAdmins will be allowed to save records without filling out required fields (standard or custom). This option is only available in the SysAdmin group.

---

Add existing group

If you already have a group assigned to another profile (or all profiles) that you want to provide profile access to, you can use the Add existing group option. This allows you to provide the group the ability to manage schedules or visits in centers outside of their own profile.

To accomplish this, go to the Hamburger menu ➜ Add Existing Group. Next, select the group you want to add, which adds it to the profile's list of groups. When clicking on this group (which still primarily exists in another profile), you're given a restricted set of options, as it’s only displaying options relevant to this secondary profile.

• Group Name

Changing the name here will also change its name in the primary profile.

• Profile

This shows the primary profile this group is assigned.

• Scheduling and Visits access

This is exactly the same as assigning center permissions in standard groups. This controls which centers staff members can view/edit visits and schedules in.