Scheduling Users, Permissions

Tip: In Academic Planning, this feature is also available on the sidebar menu.

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.

Best Practices

• Before adding a new user, check whether they already exist in the listing. 
• To empower advisors to help students through Scheduling, add them as Users and grant them use of the Sample Student Login, which lets them schedule (not register) on behalf of a student.
• 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

When you add Users, you must explicitly grant access to the tools they need to use. These user accounts are specific to this portal and are not shared with any other part of the Civitas platform.

1. 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.
2. Select ​Advanced Menu > Manage Users > Add User.
3. Verify that the user isn’t already in the list.
4. 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.
5. After you add them, the user will receive an automated email with their login information.

Adding Permissions

Only the first permission (to view student usage data) is granted by default. All of the other permissions must be intentionally granted. 

The permissions appear from least powerful to most powerful: 

• Student Usage Reports — (default) View charts of student usage data.
• Student Usage Raw Data — View raw data for student usage. Important: This raw form allows them to see student IDs.
• Course Demand Raw Data — View charts of student usage data.
• Enrollment Optimization — Access the Enrollment Optimization engine to boost or cool the fill rates for certain course sections. Use the drop-down lists and checkboxes if you want to limit this user to certain subjects and/or campuses.
• Sample Student Login — Can log in to impersonate a student, either to test the system or to work on the student’s schedule on their behalf.
• Diagnostics — Scheduling data and web service diagnostics.
• Course Pre-Loader — Can pre-populate a set of required and suggested courses and breaks for a group of students, before they select their schedules.
• Registration Worksheet — Can generate and select final schedules for a group of students and download the data needed to complete registration (a CSV of records that include the term, the Student ID, and all of the course registration numbers from the schedule).
• Enrollment Optimization Administration — Can manage permissions for the users of Enrollment Optimization. This grants control over which subjects and campuses users can access.
• Student Send to Cart — Can Send to Cart on behalf of a student, without the authority to register.
• Student Send to Cart and Register — Can Send to Cart and Register on behalf of a student. Grant with discretion.
• Admin Users — The most powerful user. This grants full administrator privileges to create/edit other users, meaning they can assign any permission to any person at will. Grant with discretion.

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