Planning User Management
User and Role Management
In Academic Planning, select Manage Users on the sidebar menu, which takes you to the Administrative Portal, for Planning and Scheduling. If you are already a user of Scheduling, this is the same method you know.
Primary Roles
Each user needs a role and permissions, which are assigned and updated by directors (who hold the Manage User permission).
- Role sets how each user sees the system, what core functionality they can use, and what student data they can see.
- Permissions grant users optional access and features within Planning and Scheduling.
Important: Be sure to assign the correct role to each user, which takes care of most permissions.
| Director | Has access to all students and can also access planning insights by their assigned caseload, based on SIS data if applicable |
| Advisor Plus | Has access to all students and can also access planning insights by their assigned caseload, based on SIS data if applicable |
| Advisor | Only has access to their assigned students, based on SIS data. |
| Course Admin | Sees no students; monitors Course Demand |
Each Primary Role grants the user a core set of permissions automatically:
| Director | Scheduling Reports Manage Users Planning Insights Dashboard (if assigned caseload is present) Student Plans Manage Template Library Scheduler Preloader Registration Worksheet Enrollment Optimization |
| Advisor Plus | Planning Insights Dashboard (if assigned caseload is present) Student Plans Template Library Scheduler Preloader Registration Worksheet |
| Advisor | Planning Insights Dashboard (data for assigned caseload only) Student Plans Template Library Scheduler Preloader Registration Worksheet |
| Course Admin | Course Demand Analytics |
Additional Permissions
Once default role permissions are assigned, you have the option to add or remove these individually.
| Manage users | Gives the user access to user management functionality. Create/edit other users. Can assign anyone any permission. |
| Manage templates | Gives the user access to build, edit and publish templates created by themself or other users. |
| Course demand analytics | Access course and section demand analytics. |
| Send to Cart | Send to Cart on behalf of a student. Send to Cart and Register. Send to Cart and Register on behalf of a student. |
| Reports | Download scheduling usage, scheduling demand, and break demand reports. |
| Diagnostics | View logs and edit interface settings. |
Adding Users
In the Administrative Portal, when you select Manage Users, you first see a listing of current users and the permissions they hold. Permission changes are immediate: if you revoke someone’s permissions, it takes effect for their next action. If users can’t see a feature they expect, check their permissions.
How it Works
Student-Advisor assignments are loaded automatically from your SIS.
- Students are loaded automatically from your SIS.
- Non-student users (staff) are loaded automatically, unless you do not have that option configured; in that case, they are added to the system individually or uploaded in bulk.
These fields are required to bulk-add users:
- First Name
- Last Name
- Email (use the one for the institution)
- Role (Advisor (default), Advisor_Plus, Director)
- All but the Role column are required. If undefined, Role defaults to the Advisor role.
Best Practices
- Before adding a new user, check whether they already exist in the listing.
- When adding a user, check the email carefully, as it is not validated on Save.
- Safeguard student privacy! Do not authorize visibility into student identity, data, and choices beyond what is needed to provide services.
Adding Users Automatically
Your institution can have Academic Planning configured to automatically create user accounts for your new non-student users, based on your institution’s SSO. Through your SSO, you control who can be granted access and who no longer has access, so that you don’t have to manually create or remove access within User Management. (A deleted user’s account will remain but will have no access.)
You choose which role to assign to those new users: Director, Advisor+, or Advisor. To enable this feature, submit a request Support and specify what default role to use.
The default role you select applies to all newly created users, and it will also be your institutional default for any users you upload in bulk with no specified role. You can also change the default role at any time by contacting Support.
Important
You still need to Edit these auto-created user accounts to promote individuals to higher roles and to add any individual permissions that they might require.
Adding Users in Bulk
During implementation, your User Management sheet data will be uploaded in bulk.
You can upload up to 500 admin users at a time with a CSV file. The CSV data updates (overwrites) the existing user accounts and adds the new ones, so don’t worry about duplicating users. However, it will not remove user accounts that are missing from the CSV: that is done manually.
The file must have these columns:
- First Name
- Last Name
- Email (must be unique: it serves as the user ID)
- Role
The role field can only be one of the following (if undefined, it will use your default role):
- Advisor
- Advisor_Plus
- Director
After deployment, if you need to add users in bulk, contact Support, who have access to the bulk uploader.
Adding Users Individually
When you add Users, you must explicitly grant access to the tools they need to use. These user accounts are not shared with any other part of the Civitas Learning platform.
- Log into the Administration portal as an Admin user.
If you are missing this URL or don’t know who your Admin user is, contact Support. - Select Advanced Menu > Manage Users > Add User.
- Verify that the user isn’t already in the list.
- Enter the user’s First Name, Last Name, and Email and select which tools they may use.
Note: Users can only see the tools that you have granted them permission to use. - After you add them, the user will receive an automated email with their login information.
Deleting Users
If your institution has Academic Planning configured to automatically create user accounts for your new non-student users based on your institution’s SSO, you do not need to manually delete user accounts for staff who leave.
Through your SSO, you control who no longer has access. A deleted user’s account will remain but will have no access, so you do not need to take action.
If your institution is not using automatic user creation, you need to delete users individually to ensure that they don’t have unauthorized access.