Permissions documentation

Permissions:

Permissions work with users and roles.

Roles are categories that are granted permissions to have access to specific data. Users are assigned to the desired roles.

To set up roles, go to Tools >> Administration >> User Permissions.

Click on the Setup roles button. You can then enter roles. Some common examples of roles would be Financial (setting up a role with access to all the financial records), Teacher (access to report cards…) and anything else that you would like to be permission based – not public.

Only an Administrator can set up roles, so the first role would have to be set up by Admire, and then permissions can be given to other roles.

Click OK to save the new role. You can then select that role, or multiple roles, and select User/Users, and click Assign to assign those roles to the selected users.

Now that the roles are set up, there needs to be permissions granted to each role. This will give each user with that role access to whatever the permissions are.

To set up new users:

a. Tools >> Administration >> User Quick Entry

Enter all the user information. Name, username, password, check off if you want this user to be an Administrator (giving him additional permissions and the power to create new roles). You can also link this user to an individual by searching Accounts for that individual, or create a new individual for this user by clicking the New Individual button on the right side of the Account box.

There is also the option to create this individual as a Staff member or a Teacher in the same screen.

On the left side under Additional, check Staff if you would like this user to be a staff member, or Teacher if this user is a teacher. If you check Staff, a list of Staff Positions will appear. Check off the correct positions for that staff member.

Click Save and New to clear the screen to enter a new user, or check Edit on Save to have the option of editing the staff member.

b. Tools >> Administration >> User Accounts

Enter the new user’s information. To link him to a Staff member right click and select Link to Staff. You cannot create a new staff member from this screen. That can only be done from the User Quick Entry screen.

The next step is to assign permissions to those roles that will be available to all users with that role.

Select the middle tab – Roles and Permissions to grant permissions to the roles you have set up.

On the right side, check which permissions you want, and on the left side check which roles you want to assign those permissions to, or click Select All if you want to assign those permissions to all Roles, and click Grant. These permissions will now be assigned to those roles, and any user who is assigned to those roles will have those permissions.

If a user already has the permissions you are trying to grant, they will not be granted.

Note: Do not Select All permissions to grant to a role (for example granting the Administrator role all permissions). One of the permissions is Read only, which doesn’t allow any changes to be made to the program.

On the bottom half of the screen, you can view which permissions are assigned to which roles.

The View User Permissions tab displays a list of all roles and all permissions. To see which permissions a specific role has, click on that role, and the permissions assigned to that role will display with a checkbox.