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Setting up User Roles and Permissions in Events Management


1.1 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.


1.2 Viewing Roles

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:

  • Super Admin
  • Admin
  • Department Scheduler
  • Staff


1.3 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:

  • Home
  • Events
  • Forms
  • Rooms
  • Buildings
  • Resources
  • Requests
  • Settings


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. 


1.4 Adding Users

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.


Required fields are: 

  • First Name
  • Last Name
  • Email address
  • 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
  • Phone number
  • 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:

  • Net ID
  • First Name
  • Last Name
  • Email address
  • Department (s)
  • Roles


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. 


1.5 Deleting Users

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.


 


1.6 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. 


1.6.1 Events:

Access 
Description
Add Events
  • 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
Edit Events
  • 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)
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
Delete Event
  • Allows users to delete an existing event without outside approval


1.6.2 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


1.6.3 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


1.6.4 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


1.6.5 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


1.6.6 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
Edit Requests Without Updating Workflow
  • Allows users to edit the details of an event without restarting the approval 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
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


1.6.7 Settings:

Access 
Description
View Settings
  • 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 
Edit Workflows
  • Allows a user to edit existing workflows and build new ones
Edit Users
  • Allows user to add, edit and delete Users
Edit Roles
  • 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
Edit Terms
  • Allows a user to add, edit and delete Terms


 

 

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