Setting up User Roles and Permissions in Events Management
Modified on: Mon, Sep 20, 2021 at 3:00 PM
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.
On your dashboard, navigate to ‘Settings’ > ‘Roles’. There are several, delivered user roles in Coursedog Event Management to select from or you may choose to design and add a new role if one is needed. The delivered Roles are:
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:
Permission to each functionality in each module can be set to Allow or Deny.
For specific details about each role permission, see section 1.6 below on Role Based Access Control in Coursedog's Event Scheduler.
There are three ways to add Users to your Coursedog environment.
1.4.1 Adding Users manually on the Users page: On your dashboard, navigate and select ‘Settings’ > ‘Users.’ Then click on ‘+Add User.’
The 'Add New User' card will open and you can begin to provide information about your new user, including the Role they were assigned. This process will send out a notification to the user that access has been created and that a password reset is required.
If you wish to avoid this notification being triggered, speak to your CS rep to add users via CSV. Users can also be added within the UI without sending an email to them noting that they were added to the Coursedog system. This can be done by clicking "add without sending mail" when creating a new user.
Required fields are:
Set temporary password
Optional fields are:
Roles: This field relates directly to the roles set up within each individual product to grant specific permissions to different users. In this field, you can assign a user to one or more of these roles
Primary and Secondary department: These fields allow you to select which departments a user has access to. This is important for cases like Department Schedulers where you may only want them to have access to a specific Department.
Products (if your institution has more than one Coursedog product): This field allows you to select what products a user has access to. This overrides the institution-level access, but cannot grant access to a product the school does not have. For example, if an institution has both Scheduler and Events, you can use this field to limit a user to only accessing the Scheduler platform but you may not grant the user Curriculum access
Address, including street address, city, state and zip code and institution ID (if your institution has more than one)
1.4.2 Adding users via CSV (requires Coursedog support): In order to add users in bulk, your institution will need to complete a pre-configured CSV template. This template will be loaded to your Coursedog environment by the Coursedog team. Contact your Customer Success contact for more information.
Required information includes:
1.4.3 Adding Users Via SSO integration (requires Coursedog support): In order to integrate Coursedog with your institution's SSO, your institution will need to set up SSO. Contact your Customer Success contact for more information.
You may delete a user from Coursedog Event Management by navigating to the user you wish you delete and selecting the ‘Delete User’ button in the top right.
Role Based Access Control (RBAC) in Events
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.
Allows users to create events without any outside approval
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
Allows users to 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 the event type 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)
Allows users to submit an event request which must be approved by the respective workflow
Allows users to download an invoice for an existing event
Allows users to delete an existing event without outside approval
Allows users access to view existing event request forms
Allows users to create new event request forms
Allows users to edit existing event request forms
Allows users to view existing rooms and the details of a room
Allows users to add a new room
Allows users to edit the details of an existing room
Allows users top view existing buildings and the details of a building
Allows users to add new buildings
Allows users to edit the details of an existing building
Allows users to view existing resources
Allows users to add new resources
Allows users to edit the details of an existing resource
Allows users to archive event requests
Allows users to edit the details of their event request, restarting the approval workflow
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
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
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
Allows a user to view the ‘Events Settings’ page
Edit Field Options
Allows a user to edit the field options found when building/editing an event request form
Allows a user to edit existing workflows and build new ones
Allows user to add, edit and delete Users
Gives a user the ability to edit the access restrictions of each Role
Edit Event Types
Allows a user to add, edit and delete Event Types
Edit Blackout Dates
Allows a user to add and delete Blackout Dates
Allows a user to add, edit and delete Terms
View User Request Queue
Allows a user to view other users' event request queue. (Found under Settings → User → <Pick a user> → table displays queue of requests to be worked on.