Permissions
To manage permissions, choose Student Data from the main menu, click More (...) on the desired form, then select Account Permissions.
User Account Permissions
- To create a new user account:
- Click Create New Account.
- Enter the user information.
- If needed, choose a permission Profile and Workspace Filter.
- Select Activate Portal Account if the user needs to access the customer portal.
- Click Create.
- To add or remove existing accounts:
- Click Add/Remove Existing Accounts.
Select the checkbox next to each account you want to add.
Use Select All or Deselect All to select or deselect all user accounts.- Click Save.
- To edit an existing account:
- Click Edit next to the name of the desired account.
- Update the Profile and Permission Rules information as needed.
- Click Save.
- To remove a single account:
- Click Remove next to the name of the account you want to remove.
- Click OK.
Refer to Admin Accounts for additional account information.
Profile Permissions
You can update the following permission settings when you create or edit a profile.
General Permissions
| Permission | Description |
|---|---|
Access to Restricted Fields | Grants access to view data within the defined Restricted Fields. This option is only available if at least one Restricted Field is defined. |
May Transfer Students | Grants access to the Transfer Students feature. |
May Request Refunds | Grants access to the Request Refund feature. This option is only available if there are Fees configured within the form and if the form is using PowerSchool's payment gateway to collect those Fees. |
Roster Permissions
The Roster tab within the Permission Profile is only available for Private forms.
Permission | Description |
|---|---|
Access to Roster Workspace | Grants access to the Roster Workspace. |
Tasks
Set permissions to grant access to tasks.
Permission | Description |
|---|---|
Add New | Grants access to the Add New task. |
Import | Grants access to the Import task. |
Detail View | Grants access to the roster record detail view through the pencil and paper icon. |
Quick View | Grants access to the roster record quick view through the magnifying glass icon. |
Edit Records | Grants the ability to edit data within the roster detail view and quick view. |
Export | Grants access to the Export task. |
Export Data Definition | Grants access to the Export Data Definition task. |
Notify | Grants access to the Notify task. To notify using email, the user must also have access to the Send Emails permission. To notify through a letter, the user must also have access to the Print Letters permission. |
Send Emails | Grants access to the Send Email task. This option is only available if at least one Roster Email Template is defined. |
Print Letters | Grants access to the Print Letters task. This option is only available if at least one Roster Letter Template is defined. |
Print Labels | Grants access to the Print Labels task. This option is only available if at least one Roster Label Template is defined. |
Edit Communication Body in Preview | Grants the ability to edit the body of individual communications within a batch when previewing the communications before sending. |
Manage Communication Templates | Grants access to the Manage Communication Templates task. To manage email templates, the user must also have access to the Send Emails permission. To manage letter templates, the user must also have access to the Print Letters permission. To manage label templates, the user must also have access to the Print Labels permission. |
Hold Records | Grants access to the Hold task. |
Remove Hold from Records | Grants access to the Remove Hold task. |
Discard Records | Grants access to the Discard task. |
Recover Discarded Records | Grants access to the Recover Discarded Records task. |
Re-Apply Tagging Rules | Grants access to the Re-Apply Tagging Rules task. This option is only available if at least one Roster Tagging Rule is defined. |
Cancel Action Sessions | Grants access to the Cancel In-Progress Record task. |
Delete Records | Grants access to the Delete task. |
Views
Each defined Custom View is permitted individually. Granting access to a custom view allows a user to access that view within the Roster Workspace through the View menu.
Student Record Views
Each defined Student Record View is permitted individually. Student record views control which data is displayed when viewing the roster record detail. If no student record views are defined, all users will see all the data when viewing the roster record detail. If any student record views are defined, then profiles (users) without any permitted student record views will not be able to access any roster record details.
Filters
Each defined Filter is permitted individually. Granting access to a filter allows a user to apply that filter within the Roster Workspace through the Filter menu.
Tags
Each defined Tag is permitted individually. Granting access to a tag allows a user to see when that tag is assigned to a record and assign and remove the tag from records, either individually within a roster record detail or in bulk through the Assign Tags and Remove Tags tasks, which are not permitted separately.
Uploaded Documents
Each defined Uploaded Document is permitted individually. Granting access to an uploaded document allows a user to download the file stored within its related field, and upload new files into its related field.
Pre-Submission Permissions
The Pre-Submission tab within the Permission Profile is only available for Restricted forms, and the Pre-Submission feature is enabled.
Permission | Description |
|---|---|
Access to Pre-Submission Workspace | Grants access to the Pre-Submission Workspace. |
Tasks
Set permissions to grant access to tasks.
Permission | Description |
|---|---|
Export | Grants access to the Export task. |
Manage Communication Templates | Grants access to the Manage Communication Templates task. To manage email templates, the user must also have access to the Send Emails permission. |
Send Emails | Grants access to the Send Email task. This option is only available if at least one Pre-Submission Email Template is defined. |
Edit Communication Body in Preview | Grants the ability to edit the body of individual communications within a batch when previewing the communications before sending. |
Remove Records | Grants access to the Remove task. |
Submission Permissions
Permission | Description |
|---|---|
Access to Submission Workspace | Grants access to the Submission Workspace. |
Tasks
Set permissions to grant access to tasks.
Permission | Description |
|---|---|
Import Submissions | Grants the ability to import new submissions into the Submission Workspace. |
Detail View | Grants access to the submission record detail view via the pencil and paper icon. |
Quick View | Grants access to the submission record quick view through the magnifying glass icon. |
Edit Records | Grants the ability to edit data within the submission detail view and quick view. |
Polish Data | Grants access to the Polish Data task. This option is only available if at least one Polish Rule is defined. |
Update Records via Import | Grants access to the Update Records via Import task. |
| Create Records via Import | Grants access to the Create Records via Import task. |
Export | Grants access to the Export task. |
Export Change Report | Grants access to the Export Change Report task. This option is only available for Private forms. |
Print Change Report | Grants access to the Print Change Report task. This option is only available for Private forms and if at least one Change Report Template is defined. |
Print Forms | Grants access to the Print Forms task. Individual Print Templates must be permitted separately. |
Download Forms | Grants access to the Download Forms task. Individual Print Templates must be permitted separately. |
Payment Report | Grants access to the Payment Report task. This option is only available if fees are configured within the form. Individual payment reports must be permitted separately. |
Approve Records | Grants access to the Approve task. |
Reset Records to Pending Approval | Grants access to the Reset to Pending Approval task. |
Discard Records | Grants access to the Discard task. |
Recover Discarded Records | Grants access to the Recover Discarded Records task. |
Deliver Data | Grants access to the Deliver Data task. This option is only available if at least one Data Delivery Integration is defined. |
Update Status to Delivered | Grants the ability to mark a record as delivered within a delivery batch without having delivered the record. This option is only available if at least one Data Deliver Integration is defined. |
Reset Delivery History | Grants access to the Reset Delivery History task. This option is only available if at least one Data Delivery Integration is defined. |
Verify Addresses | Grants access to the Verify Addresses task. This option is only available if the Address Verification feature is used. |
Swap Data | Grants access to the Swap Data feature. This option is only available if the Swap Data feature is being used. |
Add / Remove Countersignatures | Grants access to the Add Countersignature and Remove Countersignature tasks. This option is only available if the Countersignature feature is used. |
Link Records | Grants access to the Link Records and Unlink Records tasks. |
Link schoolrecs Submissions | Grants access to the Link schoolrecs Submissions task. This option is only available if the form is linked to any schoolrecs recommendations. |
Re-Apply Tagging Rules | Grants access to the Re-Apply Tagging Rules task. This option is only available if at least one Submission Tagging Rule is defined. |
Refresh Calculated Fields | Grants access to the Refresh Calculated Fields task. This option is only available if at least one Calculated Field is defined with manual recalculation enabled. |
Send Emails | Grants access to the Send Email task. This option is only available if at least one Submission Email Template is defined. |
Print Letters | Grants access to the Print Letters task. This option is only available if at least one Submission Letter Template is defined. |
Print Labels | Grants access to the Print Labels task. This option is only available if at least one Submission Label Template is defined. |
Edit Communication Body in Preview | Grants the ability to edit the body of individual communications within a batch when previewing the communications before sending. |
Manage Communication Templates | Grants access to the Manage Communication Templates task. To manage email templates, the user must also have access to the Send Emails permission. To manage letter templates, the user must also have access to the Print Letters permission. To manage label templates, the user must also have access to the Print Labels permission. |
Views
Each defined Custom View is permitted individually. Granting access to a Custom View allows a user to access that Custom View within the Submission Workspace through the View menu.
Student Record Views
Each defined Student Record View is permitted individually. Student Record Views control which data is displayed when viewing the submission record detail. If no Student Record Views are defined, all users will see all the data when viewing the submission record detail. If any Student Record Views are defined, then profiles (users) without any permitted Student Record Views will not access any submission record details.
Filters
Each defined Filter is permitted individually. Granting access to a Filter allows a user to apply that Filter within the Submission Workspace through the Filter menu.
Tags
Each defined Tag is permitted individually. Granting access to a Tag allows a user to see when that Tag is assigned to a record and to assign and remove that Tag from records, either individually within a submission record detail or en masse through the Assign Tags and Remove Tags tasks, which are not permitted separately.
Within the student record view after the Tags section, if a tag has been applied or removed, a View Tag History link is displayed, opening a dialog with the record's tag history. The Tag History dialog includes a searchable, paginated table displaying the record’s tag history in descending chronological order, with columns for the date/time of the action, the user responsible, the tag name, and the action (applied or removed). The search in the dialog is enabled for all column entries.
Print Templates
Each defined Print Template is permitted individually. Granting access to a Print Template allows a user to generate that Print Template for any record through the Print Forms and Download Forms tasks, and each must also be permitted separately.
Uploaded Documents
Each defined Uploaded Document is permitted individually. Granting access to an Uploaded Document allows a user to download the file stored within its related field, and upload new files into its related field.
Payment Records
Each defined Payment Report is permitted individually. Granting access to a Payment Report allows a user to generate that Payment Report for any record through the Payment Report task, which must be permitted separately.
School Choice Permissions
The School Choice tab within the Permission Profile is only available if the School Choice feature is enabled.
Permission | Description |
|---|---|
Access to School Choice Workspace | Grants access to the School Choice Workspace. |
Tasks
Set permissions to grant access to tasks.
Permission | Description |
|---|---|
View Summary | Grants access to view the Lottery Summary. |
View Student Roster | Grants access to the Students view. |
| View Open Seat Indicators | Grants access to the Seats to be Filled section and the open seat icons throughout the School Choice Workspace. |
| View Upcoming Seat Acceptance Deadlines | Grants access to the Upcoming Seat Acceptance Deadlines section in the School Choice Workspace. |
Edit Seating Caps | Grants the ability to edit the seating caps within seating units. |
Select Import Filter | Grants the ability to select the import filter used in a staged lottery. This option is only available if the Staged Lottery feature is used. |
Process Records | Grants the ability to Process Records in the lottery. |
Quick View | Grants access to the school choice record quick view through the magnifying glass icon. |
View Priority | Grants the ability to view the priority level value of each student's choices. |
View Cloaked Results | Grants the ability to view results that are currently cloaked. This option is only available if the Choice Cloaking feature is used. |
View Audit Log | Grants access to the Audit Log. |
| Hide Lottery Results | Grants access to the Hide Results setting. This option is only available if the Result Notification & Decision Response feature is used. |
Change Eligibility | Grants the ability to change the eligibility status of students' choices. This option is only available if the Seat Eligibility feature is used. |
Change Seat Acceptance | Grants the ability to accept or decline offered seats for the student's choices. This option is only available if the Seat Acceptance feature is used. |
| Edit Seat Acceptance Deadlines | Grants the ability to edit seat acceptance deadlines for individual student records within the Seating Unit. |
Change Custom Status | Grants the ability to change the custom status value of students' choices. This option is only available if the Custom Status feature is used. |
Move from Waitlist to Seated | Grants the ability to move students' choices from the Waitlist to the Seated list. |
Move from Seated to Waitlist | Grants the ability to move students' choices from the Seated list to the Waitlist. |
Remove Records | Grants the ability to remove students' choices from the Seated list or Waitlist. |
Move from Removed to Waitlist | Grants the ability to move students' choices from the Removed list to the Waitlist. This option is only available if the Removed List feature is used. |
Move from Removed to Different Waitlist | Grants the ability to move students' choices from the Removed list to a different seating unit's Waitlist. This option is only available if the Removed List feature is used. |
Extended Move from Waitlist to Seated | Grants the ability to move students' choices not at the top of the Waitlist from the Waitlist to the Seated list. This option is only available if the Extended Waitlist Moves feature is used. |
Reorder Waitlist | Grants the ability to reorder the Waitlist. This option is only available if the Extended Waitlist Moves feature is used. |
Export | Grants access to the Export Students task. |
| Export Open Seats Report | Grants access to the Download Open Seats Report task. |
Export Seated Summary Report | Grants access to the Download Seated List Summary Report task. |
Export Seated Reports | Grants access to the Download Seated List Reports task. |
Export Single Seated Report | Grants access to the Download Seated List Report task within a seating unit. |
Export Waitlist Reports | Grants access to the Download Waitlist Reports task. |
Export Single Waitlist Report | Grants access to the Download Waitlist Report(s) task within a seating unit. |
Export Sibling Accepted Report | Grants access to the Download Sibling Accepted Report task. This option is only available if the Submission Record Linking feature and the Record Linking and Reporting feature are used. |
| Export Communication Log | Grants access to the Export Communication Log task. This export can be accessed from the main School Choice Workspace page and the seating unit detail page. The communication log can be exported to a CSV file. |
Manage Communication Templates | Grants access to the Manage Communication Templates task. To manage email templates, the user must also have access to the Send Emails permission. To manage letter templates, the user must also have access to the Print Letters permission. To manage label templates, the user must also have access to the Print Labels permission. |
| Manage Communication Log | Grants access to the Manage Communication Log task. Only users with this permission can create and delete custom communication events that get logged in the audit log. |
| View Communication Log | Grants access to the View Communication Log task. This communication log provides a more detailed and inclusive record of all communications (emails and letters) related to students in the School Choice Workspace. |
Send Results Emails | Grants access to the Send Result Emails task. This option is only available if the Result Notification & Decision Response feature is used. |
Send Seated Emails | Grants access to the Send Seated Emails task. When combined with the Send Waitlist Emails permission, also grants access to the Send Email task. This option is only available if the Result Notification & Decision Response feature is not used. |
Print Seated Letters | Grants access to the Print Seated Letters task. |
Send Waitlist Emails | Grants access to the Send Waitlist Emails task. When combined with the Send Seated Emails permission, also grants access to the Send Email task. This option is only available if the Result Notification & Decision Response feature is not used. |
Print Waitlist Letters | Grants access to the Print Waitlist Letters task. |
Send Removed Emails | Grants access to the Send Removed Emails task. This option is only available if the Removed List feature is used and the Result Notification & Decision Response feature is not used. |
Print Removed Letters | Grants access to the Print Removed Letters task. This option is only available if the Removed List feature is used. |
Send Emails | Grants access to the Send Custom Email to Selected Students, Send Custom Seated Emails, and Send Custom Waitlist Emails tasks. |
Print Letters | Grants access to the Print Custom Letters for Selected Students, Print Custom Seated Letters, and Print Custom Waitlist Letters tasks. |
Print Labels | Grants access to the Print Labels for Selected Students task. |
Transfer Lottery Results Data | Grants access to the Transfer Lottery Results task. This option is only available if the Lottery Result Data Transfer feature is used. |
Clear Test Mode Data | Grants access to the Reset Assignments / Clear Audit Log and Reset All Test Data including Students tasks while in Test Mode. |
Seating Units
When the Workspace Filter Seating Unit Permission feature is used, each user is automatically granted access to the seating units associated with their assigned workspace filter(s), and the Seating Units section within the School Choice tab of the Permission Profile is not visible.
When the Workspace Filter Seating Unit Permission feature is not used, access to seating units is permitted individually within the Seating Units section.
Notifications
This Notifications section is only available when the Workspace Filter Seating Unit Permission feature is used.
Permission | Description |
|---|---|
Receive Seated List & Waitlist Notifications Based on Workspace Filters | Enables feature that sends notification emails to admin users when students are newly placed on or moved to seated lists and/or waitlists for seating units associated with their workspace assigned filters. |
Admissions Committee Review Permissions
The Admissions Committee Review tab within the Permission Profile is only available if the Admissions Committee Review feature is enabled.
Permission | Description |
|---|---|
Access to Admissions Committee Review Workspace | Grants access to the Admissions Committee Review Workspace. |
Tasks
Set permissions to grant access to tasks.
Permission | Description |
|---|---|
Detail View | Grants access to the admissions committee review record detail view through the pencil and paper icon. |
Quick View | Grants access to the admissions committee review record quick view through the magnifying glass icon. |
Edit Records | Grants the ability to edit data within the admissions committee review detail view and quick view. |
Assign Decisions | Grants access to the Assign Decisions task. |
Assign Ratings | Grants access to the Assign Ratings task. |
View all Ratings | Grants the ability to view ratings assigned by all other users. |
Write Public Notes | Grants the ability to write Public Notes. |
Write Private Notes | Grants the ability to write Private Notes. |
View Private Notes | Grants the ability to view Private Notes written by other users. |
Export | Grants access to the Export task. |
Export Notes | Grants access to the Export Notes task. |
Filters
Each defined Filter is permitted individually. Granting access to a Filter allows a user to apply that Filter within the Admissions Committee Review Workspace through the Filter menu.
Tags
Each defined Tag is permitted individually. Granting access to a Tag allows a user to see when that Tag is assigned to a record and to assign and remove that Tag from records, either individually within an admissions committee review record detail or en masse through the Assign Tags and Remove Tags tasks, which are not permitted separately.
ACR Documents
Each defined ACR Document is permitted individually. Granting access to an ACR Document allows a user to download the related file.
Year-Round Update Permissions
The Year-Round Update tab within the Permission Profile is only available for Private forms and if the Year-Round Update feature is enabled.
Permission | Description |
|---|---|
Access to Year-Round Update Workspace | Grants access to the Year-Round Update Workspace. |
Tasks
Set permissions to grant access to tasks.
Permission | Description |
|---|---|
Export | Grants access to the Export task. |
Deliver Data | Grants access to the YRU Deliver Data task. |
Process Documentation Permissions
Each defined Process Document is permitted individually. Granting access to a Process Document allows a user to view it within the Process Documentation for the form.
Reporting Permissions
Permission | Description |
|---|---|
Roster Progress Report | Grants access to the Roster Progress Report. This option is only available for Private forms. |
Submission Progress Report | Grants access to the Submission Progress Report. |
Fees and Payment Methods Report | Grants access to the Fees and Payment Methods Report. This option is only available if there are Fees configured within the form. |