Manage User Roles and Permissions

    Permissions_Checklist_District.pdf Permissions_Checklist_School.pdf

Review Default User Roles and Rights

1. From Naviance or Naviance District Edition, navigate to the gear and select Setup.
2. Choose User Administration or User Admin.
3. From Options, select Manage Roles and Rights.

4. From User Roles, review the default user roles or create custom user roles to assign to staff.

   

   If your school is part of a district Naviance account, the list will also display school-level user roles managed by the district.
5. From the Roles and Rights Permission Grid, review the permissions assigned to each user role.

Default District User Roles

All district-level Naviance accounts will include the following user roles that can be assigned to the district and school staff:

Consider deleting the default school-level user roles from each school account if you will assign and manage user roles for school staff at the district level.

Naviance User Role	Description
District Site Manager	For the district, the Naviance administrator includes all district- and school-level permissions.
District Analyst	For the district data administrator, includes district-level permissions related to importing and exporting data.
Other District Staff	For use with Clever for staff integration. Districts not using Clever can customize this user role for other district staff.
Counselor (D)	For a school user, includes school-level permissions to access and edit student records and customize Naviance Student.
Teacher (D)	For school users writing teacher letters of recommendation, includes school-level permissions to access limited student information and prepare and send recommendation letters.
Other (D)	For a school user, includes only account management permissions. Assign additional permissions to customize this user role for other school staff.

School-Level User Roles

All Naviance school accounts will include the following default user roles:

Naviance User Role	Description
School Site Manager	For the school-level Naviance administrator, includes permissions to access and edit student data and customize Naviance, some permissions must be manually added.
Editor	For school staff who will support the School Site Manager, includes some permissions to access and edit student data and customize Naviance.
Reviewer	For other school staff, includes permissions to access some student data.
School Data Importer	For IT staff, includes permissions related to importing and exporting data.
Custom Role	Includes only account management permissions. Assign additional permissions to customize this user role for other school staff such as teachers or registrars.

Access a List of All Users Assigned to a Role

1. From Naviance or Naviance District Edition, navigate to the gear and select Setup.
2. Choose User Administration or User Admin then select Manage Roles and Rights.

3. Select manage for the corresponding user role.

   

   If a user role displays (district) instead of manage, the user role can only be modified at the district level.
4. Choose View Users.

Change User Role Names

1. From Naviance or Naviance District Edition, navigate to the gear and select Setup.
2. Choose User Administration or User Admin, then select Manage Roles and Rights.

3. Select manage for the corresponding user role.

   

   If a user role displays (district) instead of manage, the user role can only be renamed at the district level.
4. Select Edit Role.
5. Enter a new Name.
6. Click Submit.

Clone Role

1. From Naviance or Naviance District Edition, navigate to the gear and select Setup.
2. Choose User Administration or User Admin then select Manage Roles and Rights.

3. Select manage for the user role that you want to clone.

4. Select Clone Role.
5. Enter a New Role Name.
6. Select or deselect permissions to modify the user role.
7. Click Submit.

Create Custom User Roles

1. From Naviance or Naviance District Edition, navigate to the gear and select Setup.

2. Choose User Administration or User Admin, then select Manage Roles and Rights.

   

   When creating a user role with similar permissions to an existing one, use the option to Clone Role.

3. Click Add New Role.
4. Enter a Role Name.
5. Select the permissions to assign to the user role.
6. Click Create Role.

Delete User Roles

1. From Naviance or Naviance District Edition, navigate to the gear and select Setup.
2. Choose User Administration or User Admin then select Manage Roles and Rights.

3. Select manage for the corresponding user role.

   

   If a user role displays (district) instead of manage, you can only delete the user role at the district level.
4. Choose Delete Role.
5. If users are assigned to the role you are deleting, choose a New role from the list for these users.
6. Click Submit.

Modify User Role Permissions

Customize user roles by adding or removing permissions.

1. From Naviance or Naviance District Edition, navigate to the gear and select Setup.
2. Choose User Administration or User Admin, then select Manage Roles and Rights.

3. Select manage for the corresponding user role.

   

   If a user role displays (district) instead of manage, the user role can only be modified at the district level.
4. Choose Modify Permissions.
5. Select or deselect permissions.
6. Click Submit.

Move All Users to Another Role

1. From Naviance or Naviance District Edition, navigate to the gear and select Setup.
2. Choose User Administration or User Admin then select Manage Roles and Rights.

3. Select manage for the user role from which you want to move staff.

4. Click Move All Users To This Role.
5. From Move users to this role, choose a user role from the list.
6. Click Submit.

Move Users to This Rule

1. From Naviance or Naviance District Edition, navigate to the gear and select Setup.
2. Choose User Administration or User Admin then select Manage Roles and Rights.

3. Select manage for the user role from which you want to move staff.

4. Click Move All Users To Other Role.
5. Select the users to move to this role.
6. Click Submit.

Test Role

Try out a user role before assigning it to staff members.

1. From Naviance or Naviance District Edition, navigate to the gear and select Setup.
2. Choose User Administration or User Admin then select Manage Roles and Rights.

3. Select manage for the user role that you want to clone.

4. Select Test Role.
5. Click OK.

To return to your assigned user role after testing the role, log out of Naviance and log back in. Conversely, navigate to Setup, then select My Account to return to your assigned user role.