Understanding Staff and Supervisor Permissions
Use this table to decide which permissions you would like to give to staff and supervisors:
Section | Permission | Description | |
Personal Account Management | Update Username and Password | Permission to update username and password | |
Reporter Account Management | |||
Please note: You can assign one of the two permissions to people with this role. Either: Edit, Archive & Delete Reporter Accounts OR View Reporter Accounts (No Editing, Archiving, or Deleting) | Manage Profile Layout | Permission to create and manage the layout and organization of the profile. (You must have this permission to manage fields and panels.) | |
Create and Manage Fields | Permission to create and manage fields on the reporter management page. | ||
Create and Manage Panels | Permission to create and manage panels and sub-panels on the reporter management page. | ||
Create Reporter Accounts | Permission to create new reporter accounts. | ||
Edit, Archive & Delete Reporter Accounts
| Edit: Permission to edit, archive, and delete reporter accounts. Allow for archival and deletion of all reporters at once: This feature allows users with this permission to mass-archive and delete reporters. Give this permission with caution. | ||
Sign Documents as a Site Supervisor | (This setting is only relevant when you'll have a site supervisor sign any Reporter Profile documents.) | ||
Sign Documents as a Director | (If site supervisors will never be signing Reporter Profile documents, or when a person with this permission will sometimes sign documents after a site supervisor, choose this option.) | ||
View Reporter Accounts (No Editing, Archiving, or Deleting)
| View: Permission to only view, but not edit, archive, or delete reporter accounts. Limit: This permission limits access to selected reporter accounts. (This sub-permission is useful when creating Staff Role for desk auditors.) | ||
Log in as/impersonate reporters Choose Either:
| Permission to access and log into a reporter’s account. (User must also have permission to Edit, Archive & Delete Reporter Accounts OR View Reporter Accounts.) | ||
Receive an e-mail at the end of each hour notifying you of changes reporters made to their profiles. E-mails will only be sent if at least one reporter made a change during the hour. | Receive an email every hour with a list of any reporters who made changes to their profiles. These emails note the original value of any fields that were changed alongside the updated information. That way, you’ll have the information you need to reverse any changes ASAP. You will only receive these notifications IF changes are made to the profile. | ||
Receive an e-mail at the end of each day documenting the changes that all reporters made to their accounts that day. | Receive an email once daily with a list of any reporters who made changes to their profiles. These emails note the original value of any fields that were changed alongside the updated information. That way, you’ll have the information you need to reverse any changes ASAP. You will only receive these notifications IF changes are made to the profile. | ||
Accessing Communications Portal messages sent to reporters: | Your options are:
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Staff Account Management | |||
Edit their Own Account Profile | Permission to edit their own account profile. | ||
Create, Edit, Clone & Delete Staff Roles | Permission to manage staff roles. | ||
Manage Profile Layout | Permission to create and manage the layout and organization of the profile. (You must have this permission to manage fields and panels.) | ||
Create and Manage Fields | Permission to create and manage fields on the staff management page. | ||
Create and Manage Panels | Permission to create and manage panels and sub-panels on the staff management page. | ||
Create Staff Accounts
| Permission to create new staff accounts. Allow this person to assign others to any role: Permission to assign or reassign staff to any staff role. Limit roles this person can assign others to: Limited permission to assign or reassign staff to only the selected staff roles. Assign staff to any site: Permission to assign or reassign staff to any site. | ||
Edit, Archive & Delete Staff Accounts
| Permission to edit, archive, and delete staff accounts. Allow this person to assign others to any role: Permission to assign or reassign staff to any staff role. Limit roles this person can assign others to: Limited permission to assign or reassign staff to only the selected staff roles. Assign staff to any site: Permission to assign or reassign staff to any site. | ||
View Staff Accounts | Permission to view, but not edit staff accounts for the sites assigned. | ||
Sign Documents as a Director | Check this box only if this person will sign Staff Profile documents certifying other staff signatures or as a representative of your Impact Suite's main organization. (Staff are automatically signers for assigned documents.) | ||
Log in as/Impersonate Staff members | Permission to access and login into other staff members’ accounts. (User must also have permission to Edit, Archive & Delete Staff Accounts OR View Staff Accounts.) | ||
Accessing Communications Portal messages sent to staff: | Your options are:
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Communications | |||
Send Messages to Reporters and Staff | Permission to send messages to reporters and staff using the Communications Portal.
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Manage Automated Announcements Sent to Staff and Reporters | Permission to update some automated messages sent from the Impact Suite to reporters and staff. These templates are found in the More drop-down menu on the Communications Portal page. Check out more about this here. | ||
Send Messages to Group Identifiers | Permission to send messages to Group Identifiers using the Communications Portal. Folks with this permission can only message Group Identifiers at the user's sites. (Permissions to E-mail and/or Text Message.) | ||
Associations Management | |||
Type 1 Associations | Create and Rename Type 1 Associations |
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Delete Type 1 Associations |
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View Type 1 Associations and Association Items |
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Create, Edit, and Delete Type 1 Association Items |
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Manage Type 1 Item Enrollment Instructions | Create, edit, and manage the instructions written to guide staff on how to enter Type 1 Associations | ||
Type 2 Associations | Create and Rename Type 2 Associations |
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Delete Type 2 Associations |
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View Type 2 Associations and Association Items | View all Type 2 Associations and their Items | ||
Create, Edit, and Delete Type 2 Association Items |
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Manage Type 2 Item Enrollment Instructions | Create, edit, and manage the instructions written to guide staff on how to enter Type 2 Associations | ||
Groups Management | |||
Create and Rename Groups |
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Delete Groups |
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View Groups and Association Identifiers Choose either:
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Create, Edit, Archive, and Delete Group Identifiers Choose either:
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Manage Group Identifier Enrollment Settings and Instructions |
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Screen Group Identifier Submissions, Connection Requests, and Disconnection Requests |
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Create and Manage Group Identifier Profile Layouts |
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Create and Manage Group Fields |
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Updating Report Data with Current Field Settings | Updating report data with current Field settings | ||
Receive instant e-mails for identifier enrollment requests, connection requests, and disconnection requests for:
| Permission for the system to send an instant e-mail when enrollment, connection, and disconnection requests are made. | ||
Receive a daily summary of identifier enrollment requests, connection requests, and disconnection requests for:
| Permission for the system to send a daily email report of all of the Identifiers that reporters enrolled. | ||
Accessing Communications Portal messages sent to identifiers: | Your options are:
| ||
Site Management | |||
Manage Profile Layout | Permission to create and manage the layout and organization of the profile. (You must have this permission to manage fields and panels.) | ||
Create and Manage Fields | Permission to create and manage fields on the site profile management page. | ||
Create and Manage Panels | Permission to create and manage panels and sub-panels on the site profile management page. | ||
Create New Sites | Permission to create new sites. If Cohorts are enabled, you will also see the ability to:
| ||
Access Sites Choose either:
| Permission to:
Permission to sign documents:
| ||
Receive an e-mail at the end of each hour notifying you of changes sites made to their profiles. E-mails will only be sent if at least one site made a change during the hour. | Permission for the system to send an instant e-mail when changes are made to the site profile. | ||
Receive an e-mail at the end of each day documenting the changes that all sites made to their accounts that day. | Permission for the system to send a daily email report of all changes made to the site profile. | ||
Report Management & Administration | |||
Create and Manage Report Questions & Forms | Permission to create and manage questions and forms. | ||
Schedule and Manage Launched Reports | Permission to schedule forms and manage any active, scheduled, or closed launches. | ||
Access and View All Report Data OR Access and Report Data For Specific Sites |
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Delete and Edit Report Data | Permission to delete, edit, and return report data to reporters for editing. | ||
Send an E-mail Notification Whenever a Reporter Submits a Report
| Permission for the system to send an instant e-mail whenever a reporter submits a report. | ||
Do Not Receive Urgent Alert Notifications | This permission removes staff with this role from the list of recipients when the “Urgent Alert Notification” is selected by reporters from their reports. | ||
Learning Community | |||
Add New Strategies | Permission to add new strategies to your learning community. | ||
Edit, Post, and Remove Strategies | Permission to edit, post, and remove strategies. (Gate Keeper) | ||
Manage Goals & Challenges | Permission to manage the Goals & Challenges submitted by reporters through the special Goal & Challenge question that can be included in reports. | ||
Control Report & Strategy Library Topics | Permission to control the headings and topics in your learning community. | ||
Time Sheets | |||
Note: Staff members can have global permission to the right, but can only be assigned to one of two roles: either Time Sheet Site Supervisor or Time Sheet Director. | Create & manage time sheet templates | Global permission to create, manage and edit Time Sheet Templates. | |
Time Sheet Site Supervisor | Time Sheet Site Supervisor: Permission to act as a supervisor-level time sheet screener/signer. | ||
Send e-mails to this person when reporters submit or resubmit time sheets, and this person is able to be the first (or only) signer of the sheets. | Permission to receive automated emails for time sheet submissions or resubmissions from reporters for the sites to which the supervisor is assigned. | ||
Send e-mails to this person when other Time Sheet Site Supervisors approve sheets and this person should also be able to sign the sheet for final approval. (This setting is only available for Time Sheet Templates with the following option enabled: "Two Signatories: Two Time Sheet Site Supervisors".) | Permission to receive automated emails for time sheet submissions or resubmissions when they are acting as the second screener on each time sheet for the sites to which the supervisor is assigned. (This setting is only available for Time Sheet Templates with the following option enabled: "Two Signers: Two Time Sheet Site Supervisors".) | ||
Send Insufficient Hours Notifications | Permission to receive automated insufficient hours notification email alerts. | ||
Send Excessive Hours Notifications | Permission to receive automated excessive hours notification email alerts. | ||
This person should be able to review submitted sheets, but should not sign or reject sheets.
| Permission to review submitted sheets but not sign or reject sheets for the sites to which the supervisor is assigned. Review: Permission to receive automated e-mails for time sheet submissions or resubmissions from reporters for the sites to which the supervisor is assigned. Limit: This permission limits access to selected reporter accounts. (This sub-permission is useful when creating Staff Role for desk auditors.) | ||
Provide access to the report, "Reporters Who Need to Submit Sheets" for:
| Permission to review report. | ||
Provide access to the report, "Supervisors Who Need to Screen Sheets" for:
| Permission to review report. | ||
Enable Fast Track | Permission to enable quick review and signing of time sheets. Please see further guidance and warnings found here before turning on this permission. | ||
Time Sheet Director | Time Sheet Director: Permission to act as a director-level time sheet screener/signer. (Can view, approve and reject all sheets.) | ||
Send approval, submission, & resubmission e-mails | Permission to receive individual automated emails for time sheet submissions, resubmissions, and approvals for all reporters and supervisors at all sites. | ||
Send daily reports of time sheet approval/return activity | Permission to receive a daily summary for all time sheet activity (submissions, resubmissions, and approvals) for any relevant reporters and supervisors. | ||
Send insufficient hours notifications | Permission to receive automated insufficient hours notification email alerts. | ||
Send excessive hours notifications | Permission to receive automated excessive hours notification email alerts. | ||
Enable time sheet deletion feature | Permission to permanently delete time sheets. IMPORTANT: This permission should only be granted to staff who understand that permanently deleted time sheets cannot be recovered. | ||
Enable Fast Track | Permission to enable quick review and signing of time sheets. Please see further guidance and warnings found here before turning on this permission. | ||
Home Page Management | |||
Update Home Page Content and Photo | Permission to manage the images and news box on your home page. | ||
Financial Reporting | |||
This section will only appear if you have invested in the Financial Reporting module. | |||
Create & Manage Program Years and Prime Codes | Permission to create and manage the criteria needed for setting up financial reporting documentation in the Impact Suite. | ||
Approve, Reject & View All Submissions for:
| Permission to approve or reject submissions from sites. | ||
View All Submissions for:
| Permission to view all financial reporting submissions made by sites. | ||
Receive e-mail notifications when budgets and expense reports are submitted or resubmitted for:
| Permission for the system to create e-mail notifications when financial reports are submitted or resubmitted by sites. |
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