User Groups#

User Defined Groups are a way of creating a custom group of users. These groups can then be used to assign permissions to multiple users more easily.

Tip

Some user groups are pre-defined and linked directly into automated processed. You are free to update these groups in the same way you can your own but you should also update the related settings.

Each member of a group has their membership dates recorded. So when a user is added to a group, the start date is recorded and when they are removed the end date is recorded. This allows you to see a history of memberships to a group as well as view various reports for historical time frames.

Creating a Group#

To create a new group select the Create option under the User Defined Groups section of the menu and enter the required information:

  • Required Fields

    • Name - The groups name.

  • Optional Fields

    • Description - A description to help identify the group.

Once the desired information is entered, click the Create Group button. Once saved you’ll be redirected to the edit page so that you can add the groups members.

Editing a Group#

To edit an existing group you will need to first select the desired group. You can do this by selecting View / Edit under the User Defined Groups section of the menu.

You will then be presented with a list of all existing groups, to select a specific group select the checkbox on the corresponding row and click the edit icon on the tables action bar.

Tip

You can also double click the desired group in the table.

Once selected you will be shown the current details of the group, including a full list of users.

You can update the groups details by changing the relevant values and clicking the Update Group button.

Add a New Member#

To add a new group member, click the Add Member button. This will take you to a search view where you can find the user you are looking to add.

Complete the search fields and click Search to check for users that match your criteria. The results will be loaded below the search fields.

Tip

Users that are already members of the group will not be included in the results.

You can select the user to add to the group by selecting the corresponding checkbox and clicking the add button on the tables action bar. You will then be taken back to the group details page.

Remove an Existing Member#

To remove an existing member simply select the corresponding checkbox and click the delete button in the tables action bar. You will be asked to confirm the removal before the member is actually removed.

Tip

Removing a member ends their membership to the group, a record that they were a member and the dates between which they were is recorded.

Supervisors#

You can designate one or more members as being a supervisor of the group by checking the corresponding checkbox in the members table.

Once updated you’ll see a popup message confirming the action was successful.

Group Permissions#

You can manage the permissions that are assigned to the group by clicking the Edit Permissions button.

Once on the group permissions page you will be shown a collapsible panel for each module. The panel contains the permissions that are relevant to that module.

To view the permissions for a module, click the panel with the modules name in it.

All permissions will then be visible and you can select the ones that should be assigned to the group.

Tip

All permissions default to off to ensure that users only get permissions to functionality that you have specifically applied.

Once you have selected ‘Yes’ for all of the desired permissions click the save button at the bottom of the page to save your changes.

Tip

Permissions only apply to users with a Staff role. Any users in the group without a staff role won’t be able to access the content that is protected behind that permission. This prevents you accidentally allowing a student to access some staff only functionality.

Caution

All users within a user group will inherit the permissions of the group. You should take extra care when adding/removing users to/from a group to ensure you don’t inadvertently provide additional permissions.

Pre-Defined Groups#

These groups come pre-defined. You can modify them as you would any other group but they also have other default uses which you will need to be aware of so that you can update the settings if needed.

Administrators#

This pre-defined group contains the main administrator account that is also pre-defined.

Tip

It is advised that you only add people that will be extra vigilant before updating settings or modifying any content. This group will have full control by default (You may wish to change this).

Caution

This group has ALL permissions by default, these can be updated as desired.

All Staff#

This pre-defined group contains all staff users that are added. When a user is assigned a role of Staff they will be automatically added to this group.

Tip

You can change the group that staff users are assigned to by default by updating the Staff Member Default User Group setting.

All Students#

This pre-defined group contains all student users that are added. When a user is assigned a role of Student they will be automatically added to this group.

Tip

You can change the group that student users are assigned to by default by updating the Student Member Default User Group setting.

All Contacts#

This pre-defined group contains all student contact users that are added. When a user is assigned a role of Contact they will be automatically added to this group.

Tip

You can change the group that student contact users are assigned to by default by updating the Contact Member Default User Group setting.

Data Administrators#

This pre-defined group is set as default for the Data Administrators User Group setting. You will need to manually add the appropriate users to the group.

Tip

This group is only present if you have the Compliance Module enabled. If you don’t but would like to learn more about it, please contact your account manager.

This group is given the following permissions by default, these can be updated as desired:

  • Process Information Update Requests

Data Protection Staff#

This pre-defined group is set as default for the Data Protection Staff User Group setting. You will need to manually add the appropriate users to the group.

Tip

This group is only present if you have the consent functionality enabled. If you don’t but would like to learn more about it, please contact your account manager.

This group is given the following permissions by default, these can be updated as desired:

  • Assess Breach Reports

  • Assign Staff Audits

  • Delete Consent Statements

  • Delete File Consent

  • Delete File Consent Types

  • Delete Staff Audit Groups

  • Delete Staff Audit Questions

  • Edit All Staff Audit Responses

  • Manage Configuration Lists

  • Manage Consent Statements

  • Manage File Consent

  • Manage File Consent Types

  • Manage Policy Documents

  • Manage Staff Consent Requests

  • Manage Staff Audit Groups

  • Manage Staff Audit Questions

  • Manage Student Consent Requests

  • Manage Student Contact Consent Requests

  • Report Breaches

  • View Dashboard

  • View User Consented Statement Report

  • View User File Consent Report

Sixth Form Admissions Support Team#

This pre-defined group is set as the default for the Application Activity Notifications setting. You will need to manually add the appropriate users to the group.

Tip

You can change the group that receives application activity notifications by updating the Application Activity Notifications setting. If updated this group can be deleted.

Tip

This group is only present if you have the Sixth Form Admissions Module enabled. If you don’t but would like to learn more about it, please contact your account manager.

This group is given the following permissions by default, these can be updated as desired:

  • Access Document Library

  • Modify Applications

  • View Applications

  • View Dashboard

Integration Error Administrators#

This pre-defined group is set as default for the Integration Error Administrators setting. You will need to manually add the appropriate users to the group.

Tip

This group is only present if you have the Integration Module enabled. If you don’t but would like to learn more about it, please contact your account manager.

This group is given the following permissions by default, these can be updated as desired:

  • View Integration Errors

Permissions#

  • Delete User Defined Groups

  • Manage User Defined Groups

  • Manage User Defined Group Permissions