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Groups
Permission groups determine what kind of access your staff have to various elements of TracCloud. Each group represents a set of permissions. Do you want this group to access the schedule? Which centers? Can they create students? Can they manage resources? Many more options are available for this area.
This tab displays the groups assigned to this profile, allowing you to manage your staff permissions, making sure they only have the information they need, and nothing more. Groups can also be managed from their own dedicated list by going to Other > Other Options > Groups.
We can create a new, or add an existing permission group to the Profile by clicking the hamburger icon. New Group will prompt us to choose a Name and which Profile it’s assigned to. After saving, you will be brought to the settings menu where we can configure the permissions of this group.
 Center AccessFile:2987693.png
- Some of these options have multiple permissions based on the icon selected for each field. Simply 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.
- These are the center schedules that staff assigned to this group can view/manage.
- Restrict users in this group to only being able to access their personal calendar (for the centers they’re assigned to).
- Prevent create new appointments
- Prevents users in this group from creating new appointments, independent of center view/edit status.
- Viewing, Logging, Reporting Visits
- This determines which centers staff in this group can view/record visits in.
- Show the Center Status Tab on Main Menu
- The Center Status tab appears on the staff main menu and provides a quick look at visit/appointment summaries as well as how many students are waiting in each of your Centers. This option in Center Access enables or disables this feature for Staff in this group.
- Allow user to access reports
- Staff members can be able or unable to run reports.
- Allow user to access payroll reports
- This enables or disables access to payroll reports.
- You can choose which student lists this user group can view/edit. Just as with the center options, we can change the color of the squares to determine their level of access to each list (just search or search and edit).
- Which task types can this staff member view?
- Which notification types can this staff member view?
- Which document types can this staff member view/edit?
User List
The User List contains all staff accounts that have been assigned to this profile. At a glance, we can see their name, email, and phone, but we can also click the entry to start editing their staff profile. We’ll go into more detail on this process in another article.
- Move Selected Users to...
- Allows you to easily select and move staff members to another permission group.
- Allows you to quickly select and delete staff members.
SchedulingFile:H4j3643k46k46k54k4.png
- Show Consultant Location on Day Schedule
- Displays the consultant’s location beneath their name on the day schedule view.
- Allow User to View Student Phone on Schedule
- Displays the student’s phone number in the top-left corner of appointments.
- Show which student contact field on Schedule:
- Determines which phone number is displayed for the above preference. Cell, Home, Work, or the student’s preferred number (as defined in their profile). You can also choose “Email” so the student’s email address is displayed instead of their phone number.
- Allow user to override any scheduling rules
- If this is checked, staff in this group will be able to ignore scheduling restrictions to book appointments for students regardless of the scheduling rules in place.
Student / Visit EntryFile:3384277.png
Student Access Preferences
- View/Edit Student using form [Standard/Brief]
- This option changes the view of student profiles. Standard lets this staff member view student profiles as usual, with access to every field. While “Brief” limits access to only a few fields, as seen in the comparison below.
- Allow user to delete student records [Standard Only]
- This determines if staff members in this group can delete student profiles.
- Hide Other ID of student
- Hide Campus Tab of Student
- Hide Other Info Tab of Student
- Hide email address of student [Brief only]
- Hide ID of student [Brief only]
- These options allow you to hide various pieces of information from student profiles. Some of these are only available if their “View/Edit Student using form” is set to “Brief.”
- Limit Student listings to the chosen list
- This allows you to restrict the students viewable by staff in this group to only students on a specific list.
Visit Access Preferences
- Allow user to send notes to coach/advisor
- Provides these staff members the ability to send the Visit Notes email.
- Allow user to save changes to visit records (and which visits)
- This controls whether or not these staff members 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 members in this group can delete visit records. If enabled, you can specify if they can delete their own visits or all visits.
- User may view which visits
- This determines if these staff members can view all visits, only their own, or none.
- Allow user to view student information
- Provides access to a “Student Info” tab within each visit record, allowing quick access to student information.
- Show the Utilization Tab on Main Menu
- Show the Status Charts on Main Menu
- Show the Watch Lists on Main Menu
- Show the Tasks & Create Task on Main Menu
- These are additional widgets that can be displayed on staff dashboards for quick data access. These options enable or disable these features.
Log In/OutFile:5847820.png
- 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 the Log Listing, staff members can be given the ability to immediately create a new account for the student they’re logging in.
- Show KIOSK for Generic All Profiles option
- This adds an additional Kiosk option for this user allowing students to login to any Profile's center from the same Kiosk.
- Allow user to log resources in and out
- This allows these staff members to log resources in/out via a “Log Resource” button within the “Other” tab in the navigation bar.
- Allow user to view what resource the student has logged out
- This allows staff members in this profile view resources that students have logged out.
- Allow consultant to login for work at their main menu
- Provides consultant accounts the ability to login for work visits.
- Allow consultant to login for work on KIOSK where the user logged in is themself
- Prevents consultants in this group from logging themselves in for work visits on kiosks.
- Allow staff to view work visits on schedule
- If enabled, users in this group can view work time on the staff schedule, visualized as a red line overlaying availabilities. This can be restricted to only their own work visits, or all.
Admin / Modules
- Allow user to manage resources
- Staff members can be granted permission to modify resources here.
- This determines which Listings these staff members can access. This allows you to entirely prevent a user 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 Student Listing views can be assigned to groups, allowing staff in this groups to select these alternate views when needed.
- Custom Searches can be saved and assigned to groups.
- [SurveyTrac] SurveyTrac Access
- Controls which surveys these accounts have access to.
- [SAGE] Allow user to view referrals on Dashboard
- Adds a Referral tab on the Dashboard providing quick access to referrals assigned to themselves, including information such as the Type, Date created, Date Followed-up, and Date Processed.
- [SAGE] User may view which referrals
- This option allows you to choose whether staff members can view all referrals or exclusively referrals they personally created.
- [SAGE] Referral Type Access
- This determines which referrals these staff members can access, including editing permission. More information on SAGE will be covered in a later article.
- [Q2] Q2 Module Group Access
- This determines which Q2 Configs these staff members can access. More information on Q2 will be covered in later article.
- [Text Alerts] 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.
- [Text Alerts] 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 under the “Actions” tab.
- [Text Alerts] Allow user to send SMS messages to staff
- Just like students, staff can also be sent SMS messages from their profile via the “Actions” tab. This option determines whether or not this option is available for staff in this group.
RestrictionsFile:9640748.png
- Prevent User from Creating Staff Records
- If checked, these staff members will not be able to create additional staff accounts.
Add existing groupAs an alternative to creating a new Group, we can add existing groups from other Profiles. This allows us to provide staff members assigned to this group the ability to schedule and manage visits in centers outside of their own profile.
To do this, we simply click the hamburger icon again, and choose “Add Existing Group.” We select the group we want to add, and that adds them to our list of groups. When clicking on this group (that still primarily exists in another profile), we’re given a restricted set of options, as it’s only displaying options relevant to this second profile.
- Changing the name here will also change its name in the primary 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.
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