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 If User is Owner” means no users with that role will have that permission unless they are also the author of the event.
Note this conditional permission does not apply to the room owner but rather the owner of the event.
If set to “Deny”, no one with that role will have the corresponding permission, even if they are the event author.
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
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
Setting this to “DENY” will prevent a user from adding an event with a conflict, but it will not prevent them from editing an event and creating a conflict with their edits
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
When an event is deleted, the record is entirely removed
Cancel Events
Allows users to cancel an event without outside approval
When an event is cancelled, the event record will be kept
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
You will need this permission and the “Edit Blackout Dates” permission in order to edit Blackout Dates
Delete Rooms
Allows users to delete a room
Edit Workflow Settings
Allows users to edit the Workflow Settings tab for rooms
Edit Blackout Dates
Allows users to edit the Blackout Dates tab for rooms
Includes the ability to add, edit, and delete Blackout Dates via this tab
You will also need the “Edit Rooms” permission in order to edit Blackout Dates
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
Also allows users to delete buildings
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
Delete Resources
Allows users to delete a resource
Edit Resource Categories
Allows users to edit existing resource categories
Add Resource Categories
Allows users to add new resource categories
Delete Resource Categories
Allows users to delete resource categories
Requests
Access
Description
Archive Requests
Allows users to archive event requests
Edit Requests
Allows users to edit the details of an event request, even if they are not the author of the 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 request without restarting the approval workflow
Upon an edit to a request, a user can select whether or not the workflow is reset
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
There is an additional “force approve” permission at the workflow level that has an impact
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. This also blocks access to Report Subscriptions.
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.)
Subscribe Others To Report Subscriptions
If this is set to “Allow”, users can subscribe other users to Report Subscriptions.
If this is set to “Deny”, a user can add only themselves to a Report Subscription.
In order to prevent a user from accessing Report Subscriptions altogether, set “View Reports” to “Deny”.
Settings
Access
Description
View Settings
Allows a user to view the “Settings” page
If you would like for a user to be able to edit any settings, they will need the “View Settings” permission set to “Allow”
If a user can’t view the “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
Recommended for Super Admins only
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
Recommended for Super Admins only
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
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
Delete Orgs
Allows users to delete organizations
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 instructor, student 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.
