Managing User Roles and Access

Managing User Roles in the Program

As a program administrator, you have the responsibility of managing user roles effectively within the system. Here's a step-by-step guide on how to do it:

Accessing User Roles:

• Log in to the system and navigate to the Program Details section from either the dashboard or the left-hand hamburger menu.
  
• Click on "User Roles"
  

Viewing Roles:

• Within the User Roles section, you'll find two tabs: "By Role" and "By Name".
  
• Select "By Role" to view all roles assigned to the program, along with their details and the total number of users with access.
• You can determine if the assigned access is standard or custom.
  

Viewing Users Assigned to Roles:

• To see the users assigned to a particular role, click on the numeric value under the "Total Users" column.
  
• This action will unfold a drawer, revealing user details such as names, usernames, email addresses, and last login time.
  

Managing Roles by Name:

• If you prefer to track users by their names, select the "By Name" tab.
  
• Here, you can find all individuals with access, along with their user details and the number of roles they are assigned to. Select the number
  
• A drawer opens open where you will see the details of the role assigned to them along with descriptions
  
• Click on the eye icon under the Action column to view further details on what access is covered under a role
  
• Another drawer will open up which will allow you to view details on what kind of permission and access are assigned to a role. You can view all the information for each section of the Exxat Prism system
• Utilize the search bar to find specific users by their names.
  

Assign and Update User Roles

You can assign a new role, update an existing role, or remove a role for a user from the User Roles page.

When changing a user's role, always assign the new role before removing the existing role. This ensures the user retains the required access throughout the update process and prevents accidental loss of permissions.

1. Navigate to Program Details > User Roles.
2. Click the By Name tab.
3. Locate the user and click Manage Roles.
   
4. In the Unassigned tab, locate the role you want to assign.
5. Click Assign next to the required role.
   
6. Verify that the role now appears in the Assigned tab.
7. If the user no longer requires a previously assigned role, switch to the Assigned tab.
8. Click Unassign next to the role you want to remove.
   

Remove a User Role

If you only need to remove a role without assigning another one:

1. Navigate to Program Details > User Roles > By Name.
2. Click Manage Roles for the user.
3. Open the Assigned tab.
4. Click Unassign next to the role you want to remove.

Manage Users by Role

To assign or remove a role for multiple users:

1. Navigate to Program Details > User Roles.
2. Open the By Role tab.
3. Locate the role you want to manage.
4. Click Manage Users.

To assign users roles

1. Open the Unassigned tab.
2. Locate the user.
3. Click Assign.

To remove users roles

1. Open the Assigned tab.
2. Locate the user.
3. Click Unassign.

View as Student Access

View as Student access cannot be assigned through the User Roles page.

To enable View as Student access for a user, contact the Exxat Support Team.

Best Practices

• Assign the new role before removing the existing role.
• Verify the user's assigned roles after making changes.
• Remove only the roles that are no longer required.
• Use the By Name tab to manage an individual user's roles.
• Use the By Role tab to assign or remove a role for multiple users.