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ROLES: Setting Up Roles and Permissions in Event Scheduling

Table of Contents

Overview
Adding & Deleting Users
Viewing Roles
Adding Roles
Permissions
Role Based Access Control (RBAC) in Event Scheduling
Hard-Coded Logic
Related Articles

Overview

Coursedog allows institutions to set a variety of permissions by assigning roles to their users, differentiating between an event requestor, an administrator who is part of a workflow, a more powerful super administrator, and any number of custom user roles. Setting up user roles and permissions requires the configuration of both the Roles page and the Users page.

Adding & Deleting Users

The process for managing users is the same in all Coursedog products. Click here to learn more.

Viewing Roles

PATH: Event Scheduling > Settings > Roles

There are several, delivered user roles in Coursedog Event Scheduling to select from or you may choose to design and add a new role if one is needed. The delivered Roles are:

  • Super Admin

  • Admin

  • Department Scheduler

  • Staff

Adding Roles

If your institution needs to add a new role, you can do so by navigating to "+ADD ROLE" under the Roles tab.

Your new role will be denied all access until you grant it.


Each configurable role allows or limits editing access to Coursedog functionality across the platform in each of the modules. The modules include:

  • Events

  • Forms

  • Rooms

  • Buildings

  • Resources

  • Requests

  • Reports

  • Settings

  • Orgs

Permissions

For most functionality, permissions can be set to either “Allow” or “Deny”. However, a few permissions additionally have an "Allow If" (conditional) option. If “Allow if” is selected, a condition will need to be applied. If “Allow if” is selected but no conditions are defined, that is the same as setting it to “Allow”.

Conditional Permissions

User is Owner

  • This conditional permission is available under Edit Events, Edit Event Discount, Request Event Changes, Generate Invoice, Generate Contract, and Edit Rooms.

  • Setting to “Allow” will grant the author and other owners permission to request changes. 

  • If set to “Deny”, the Author will lose this ability as well.


User is Assigned to Department

This option is available under “Edit Rooms”. 


Allowed Roles

This option is available under “Edit Roles”.

Role Based Access Control (RBAC) in Event Scheduling

Overview | Events | Forms | Rooms | Buildings | Resources
Requests | Reports | Settings
 | Orgs

Overview

Coursedog offers Role Based Access Control for admins to manage who can and cannot perform specific actions in the Events platform. Below are the specific permissions that you can manage with roles.


Events

Access

Description

Add Events

  • Allows users to create events without any outside approval (this compares to permissions under “Requests”, which will trigger an approval workflow)

  • Recommended only for administrators

Can Add Events with Conflicts
  • Allows users to create events in a room at a time there is already an event scheduled

  • This is different from “Can Submit Requests with Conflicts”, as this permission allows users to create events directly, whereas “Can Submit Requests with Conflicts” triggers an approval workflow

  • Recommended only for administrators

View Private Event Details

  • Allows users to see the details of events marked “private”

  • Recommended only for administrators and resource managers

Edit Events

  • Allows users to directly edit the details of any event, without any outside approval 

  • Recommended only for administrators

Edit Event Type

  • Allows users to edit the designated event type of an existing event

  • This is different from the permission under the permission group "Settings" called "Edit Event Types", which allows a user to edit all of the settings for any given event type

Edit Event Discount
  • Allows users with the “Edit Event” permission to also edit any discounts associated with the event. 

  • If a user doesn’t have the “Edit Event” permission, they won’t be able to edit the event discount regardless of permission settings.

Can View Event Conflicts

  • If a user has this permission on, our system will display any conflicts an event has in the event page

Request Event Changes

  • Allows users to request a change to an existing event (restarting the workflow for permission)

Request Events

  • Allows users to submit an event request which must be approved by the respective workflow

Generate Invoice

  • Allows users to download an invoice for an existing event when viewing that event

  • When set to “Allow”, users will see “Download Invoice” under the “Actions” tab for any given event

Generate Contract
  • Allows users to download a contract for an existing event when viewing that event

  • When set to “Allow”, users will see “Download Contract” under the “Actions” tab for any given event

Edit Contracts
  • Users with this permission set to “Allow” can edit contracts for Event Types as well as individual events

  • When set to “Allow”, users will see “Edit Contract” under the “Actions” tab for any individual event request and “Contract” for any Event Type

  • If set to “deny”, users can neither edit a contract for a specific event, nor edit the contract template for an event type

Delete Event

  • Allows users to delete an existing event without outside approval

Forms

Access

Description

View Forms

  • Allows users access to view existing event request forms

Add Forms

  • Allows users to create new event request forms

Edit Forms

  • Allows users to edit existing event request forms

Rooms

Access

Description

View Rooms

  • Allows users to view existing rooms and the details of a room

Add Rooms

  • Allows users to add a new room

Edit Rooms

  • Allows users to edit the details of an existing room

Buildings

Access

Description

View Buildings

  • Allows users top view existing buildings and the details of a building

Add Buildings

  • Allows users to add new buildings

Edit Buildings

  • Allows users to edit the details of an existing building

Resources

Access

Description

View Resources

  • Allows users to view existing resources 

Add Resources

  • Allows users to add new resources

Edit Resources

  • Allows users to edit the details of an existing resource

Requests

Access

Description

Archive Requests

  • Allows users to archive event requests

Edit Requests

  • Allows users to edit the details of their event request, restarting the approval workflow

  • The author of the request can always edit the request regardless of permission settings

Edit Requests Without Updating Workflow

  • Allows users to edit the details of an event without restarting the approval workflow

  • Upon an edit to a request, a user can select the next workflow

  • The author of the request can always edit the request regardless of permission settings; however, if this permission is set to DENY, the workflow will be automatically reset and all prior approvals will be disregarded

  • Recommended only for Admin users

View All Requests

  • Allows a user access to view all event requests

View Archived Requests

  • Allows a user to view archived event requests

Delete Requests

  • Allows a user to delete an event request

Force Approve Requests

  • Allows a user to bypass any remaining stages of the approval workflow and approve an event request

Can Submit Requests with Conflicts

  • Allows a user to submit an event request, even if there would be conflicts

  • If set to "Deny", users will see a pop-up when trying to request a conflicting event that tells them to change the details to fix the conflict

  • Note: this permission will NOT impact whether a user can save request EDITS that generate conflicts — the permission only impacts whether the initial request SUBMISSION is permissible or not. For example, assuming Can Submit Request With Conflicts is set to DENY, a user could theoretically submit a request (with no conflicts) and then Edit the Request to generate conflicts

Reports

Access

Description

View Reports

  • Allows users to view the “Reports” page (accessible via the left-hand nav on the Events homepage)

  • If this is set to “Deny”, users won’t see the “Reports” navigation option

  • If set to “Allow”, users will see the “Reports” navigation option, which will take them to the Reports page where they can download and/or generate a variety of CSV and PDF reports (e.g. Events List, Resources List, Event Resources, etc.)

Settings

Access

Description

View Settings

  • Allows a user to view the “Events Settings” page

  • If a user can’t view the “Events Settings” page, they won’t be able to view/edit any of the menu options found under Events Settings

  • For example, if “View Settings” is set to “Deny” but “Edit Users” is set to “Allow”, the user won’t actually be able to “Edit Users” because they won’t have access to the option

Edit Field Options

  • Allows a user to edit the field options found when building/editing an event request form 

Edit Workflows

  • Allows a user to edit existing workflows and build new ones

Update Workflows for Inflight Proposals

  • Setting this permission to “Allow” will give users the ability to click “Update Workflows for In-Flight Proposals” upon editing a workflow

  • If a user clicks “Update Workflows for Inflight Proposals” after making changes to a workflow, those changes will retroactively impact any in-progress requests 

  • If a user makes changes to a workflow – but this permission is set to “Deny” for their role – they won’t have the option to update workflows for inflight proposals

Edit Users

  • Allows user to add, edit, and delete users

View User Request Queue

  • Setting to “allow” gives this role the ability to view the “Request Queue” option in other users’ “User Profile”

  • The “Request Queue” table displays those requests that are assigned to the user and they haven’t yet voted on 

  • The “Request Queue" can be found at Settings > User > (Select User) > Request Queue

Edit Roles

  • Gives users the ability to edit role-based permissions found at Events > Settings

  • If this is set to “Deny”, users will be able to see the “Roles” option in the left-hand Nav at Events > Settings; however, they won’t be able to view any roles if they click the option

Edit Event Types

  • Allows a user to add, edit, and delete Event Types at Events > Settings > Event Types

  • If set to “Deny”, users will still be able to view Event Types

Edit Blackout Dates

  • Allows a user to add and delete Blackout Dates

  • If this is set to “Deny” the “Blackout Dates” left-nav option won’t appear for users at Events > Settings 

Edit Room Mass Blackout Dates

  • Allows a user to add, edit, and delete blackout dates for multiple rooms at once. 

  • If this is set to “Deny” the “Mass Room Blackouts” left-nav option won’t appear for users at Events > Settings 

Edit Terms

  • Allows a user to add, edit, and delete Terms

  • If set to “Deny”, users will still be able to view Terms

Edit Departments

  • Allows user to add, edit, and delete Departments

  • If set to “Deny”, users will still be able to view Departments

Edit Workflow Notification Settings

  • Allows a user to view and edit “Workflow Notifications”

  • If this is set to “Deny” the “Workflow Notifications” left-nav option won’t appear for users at Events > Settings 

Edit Workflow Public Notification Settings

  • Allows a user to view and edit “Workflow Public Notifications”

  • Workflow Public Notifications are email notifications sent to the author of an event request who created an event request from the public event site (rather than the internal request option)

  • These will only go to the author IF they submitted the request through the public site

  • If this is set to “Deny”, the “Workflow Public Notifications” left-nav option won’t appear for users at Events > Settings 

Orgs

Access

Description

Add Orgs

  • Allows users to add organizations when viewing Events > Organizations

Edit Orgs

  • Allows users to edit an individual organization’s settings

View Orgs

  • Allows users to view a list of all organizations and individual organization events and settings

  • If this is set to “Deny”, the “Organizations” left-nav option won’t appear for users on the Events homepage

Hard-Coded Logic

There is some hard-coded logic in Event Scheduling that is tied to prebuilt roles. 

Roles Visible Only to Coursedog Users

  • The instructorstudent and Coursedog roles are non-editable (invisible) to anyone who doesn’t have the Coursedog role.

  • Unless the user has the Coursedog role, they will be unable to see these roles and configure their permissions in Settings > Roles.

  • If you wish to change any related configurations and don’t have the Coursedog role, please reach out to your Coursedog Customer Success representative.

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