1.2 Roles & Location Access

Modified on Tue, 05 Mar 2024 at 03:57 PM

1.2  Roles & Location Access Getting Started Checklist:

  1. Add Staff & Instructors to ampEducator (Manual or Import).
  2. Understanding ampEducator Roles.
  3. Add Locations (if applicable).
  4. ampEducator Role Definitions.
  5. Technical Guide 1.2 Roles & Location Access

1. Add Staff & Instructors to ampEducator (Manual or Import)

There are 2 options to add Staff & Instructors to ampEducator:

  1. You can Add Users Manually.
  2. You can Import Users using a CSV Template.

Q: Where do I add/manage Staff Users and assign Roles and/or Locations?

A: You can add and manage existing users under Username (top right) > Staff & Instructors OR import them from a the Staff & Instructor CSV template file which is uploaded under Home > Imports > Import Staff. Locations must be added first to the Institution Configuration list and then they can be assigned to Users.

Note: If you require any assistance with your import please email support@ampeducator.com and include the CSV file you are using.

Whether you add Staff & Instructors manually or import them, either method has 5 minimum required credentials you must assign to all Users that you grant access to in ampEducator:

  1. Name
  2. Location Access
  3. Role(s)
  4. Username
  5. Password

Before your staff can Login with their credentials you need to determine who in your staff will access the information in the system based on the Role/Location(s) you assign. 

2. Understanding ampEducator Roles

ampEducator has predefined Roles that can be customized by adding multiple Roles to a User to allow them to access information. The names of the Roles ampEducator uses may have completely different meaning to Titles or Positions in your institution and so you may need to grant a front desk employee a "Admissions Advisor" Role in ampEducator instead of just "Front Office" Role depending on what you require the front desk employee to actually do in the software.

The Instructor Role in particular is unique to other Roles as it also has an additional layer of User Role access options at the Course level when you assign the Instructor to any Course. This allows you to customize access per Instructor as required. 

When deciding to assign Roles the most important consideration really comes down to who needs access to perform their daily tasks in ampEducator and also who should be allowed to edit or delete information in the software. If you are unsure after reviewing the Role(s) below, we recommend assigning a Role to a test user and then logging in to review what the test user can view or edit.

Note: If you are a smaller institution or just getting started, the minimum requirement is to have one Admin Role to manage ampEducator for all Locations. In order to assign an Admissions Advisor, Student Advisor or Instructor to a Prospect, Student or Course you must have at least one User assigned these Roles or nothing will appear in the pulldown menu for this function.

3. Add Locations (if applicable)

In addition to the Roles ampEducator supports multiple Locations and you can control who has access to these as well. If you only use one Location then ampEducator will assign the default Main Location that is pre-defined with each new account.

If you have a large group of users, we recommend creating an internal ampEducator implementation “Team” based on the different ampEducator Roles. These Team members will become the experts in their Role(s) and subsequently become the trainers to help onboard other staff or new hires for the Role(s) they represent. The staff on your Team should have decision making authority and knowledge of how the institution operates. You should consider staff who are strong computer users and who will champion the use of ampEducator across your entire organization or (if required ) by each Location and help you develop your own ampEducator workflow process map for your institution.

When a User attempts to login to ampEducator the system will check on several items:

a. Is the Username / Email and Password valid? Passwords are case sensitive and 3 incorrect attempts or more will lock the User Account and only an Admin or Location Admin can make the user Active again.

Q: How do I make a user Active again once they have been disabled? 

A: Go to Home > Staff & Instructors > User > User Status > Switch “Disabled” to “Active” and Click “Save”.

b. Has Two Factor Authentication been enabled for this User? (Optional).

Q: How do I make Two-Factor Authentication enabled/disabled? 

A: Go to User Account  > 2 Factor > Click Enable and follow instructions. Uncheck to Disable.

c. What is the User Assigned Location Access (One or Multiple Locations can be assigned).

Q: How do create and assign locations access?

A: First add locations under Institution Configuration > Locations. Then, assign Location Access to Staff Profiles under Home > Staff & Instructors > User > Location Access (check off the locations that you wish to provide access). See Institution Configuration - Locations 3.6

d. What are the User assigned Role(s)?

Example: A Student Advisor might also be an Instructor, so they would be assigned both Roles. Then, for any Course that the Instructor is assigned to you can select additional access at the Course level - such as whether or not the Instructor can view the personal profile of the student as well.

4. ampEducator Role Definitions

Roles & Location Access define User access to information in ampEducator. The list of Roles can be found below.

Admin – Has Full access to all parts of the application and all staff, prospects, students, courses and programs without any restrictions. Only Admin can delete information.

Second Admin (as a Backup) - An emergency backup Admin user is recommended but is not a formal Role in ampEducator this is just another Admin who can step in when the Main Contact Admin is unavailable. 

Location Admin – Has full access to all parts of the application for Locations they've been assigned with the exception of Institution Account (Note: Only Admin Users can access this section). If you have multiple Locations, you can assign a Location Admin for each. Some organizational structures (franchise or multi-owner) may need to have completely separate ampEducator accounts rather than just additional locations and there are various reasons for this such as data privacy and financials. If you are unsure, contact support@ampEducator.com to discuss your options.

Admissions Director – Has full access to all Prospects as well as Prospect and Admissions Reports. If this person will also be assigned to specific Prospects they will need to be assigned the Admissions Advisor Role as well.

Admissions Advisor – Has full access to Prospects they've been assigned. Only users with the Admissions Advisor Role can be assigned as Admissions Advisor.

Registrar – Has full access to Students, Courses, Programs and Reports.

Student Advisor – Has full access to Students they've been assigned and read access to Courses and Programs.

Finance – Full access to Student accounts and Reports (where financial data resides).

Instructor – Access to Courses, which they've been assigned to and read only access to Students. Additional Course Access can be granted per Instructor assigned to a Course- See below. Only users with the Instructor role can be assigned as an Instructor to a Course. Once you create a Course > Scroll to Instructors > Add Instructor, Select the Instructor User and then check off to grant Course Access:

Admin - Manage and update administration details of course

Announcement - Create, edit and delete course announcements.

Assignments - Create, edit, delete and mark course assignments.

Attendance - Record and update student attendance.

Collaboration - Create and modify online sessions.

Content - Manage online course content.

Discussion - Manage course discussion board.

Documents - Upload and modify course documents.

Evaluations - Create, edit, delete and mark course evaluations.

Events - Manage course events.

Grades - Manage course grading schema.

Gradebook - Record and update student grades.

LTI Tools - Manage LTI Tools

Students - Manage student enrolment.

Student Contact Info - Can view student contact information.

Student Profile View - Can view student student profile.

Student Profile Update - Can update student profile details.

Tests - Create, edit delete and mark course tests.

Front Office – Read only access to Prospects, Students, Courses and Programs.

Agencies & Agents – Note: You must have Admin Role to Access the Agencies feature. Agents are managed under the new section called "Agencies" found under Username (top right) / Agencies.

Student – is automatically assigned when you create Students. When a Student login happens, ampEducator presents the Student Portal View rather than the Staff View.

Go to Next Step - 1.3 Prospects Overview

Was this article helpful?

That’s Great!

Thank you for your feedback

Sorry! We couldn't be helpful

Thank you for your feedback

Let us know how can we improve this article!

Select atleast one of the reasons

Feedback sent

We appreciate your effort and will try to fix the article