Add or Remove Roles in Bulk

Adding and removing roles in bulk is limited to Institution Admins and is not available to other user roles. Additionally, to preserve Student Information System (SIS) Integrity, Course Section Directors, Instructors, Teaching Assistants, and Preceptors cannot be added or removed in bulk to course or co-curricular sections unless HelioCampus Support provides assistance. Contact Support.

Add or Remove Roles via Platform

📙 Knowledge Base Tip: This process does not change whether roles are added or removed. Screenshots in this section show the process for adding roles and also apply to the removal process.

1. To add or remove roles in bulk via the platform interface, navigate to Main Menu > Admin Tools > User Accounts Manager and select Add Roles or Remove Roles from the kebab menu.

   

2. Select the category and subsequent role (1) via the Add Roles or Remove Roles drawer. When adding roles, enabling This Assigned User Account Role is Read-Only (2) will add roles to a user account as read-only.

   

   1. Additional fields may appear for further selection, depending on the category and role selected. In the example below, because the Course Coordinator role is being added (1), one or more courses must be selected (2).

      

3. To search for a user, click Add User.

   

   1. Via the Add Users pop-up, type to search for and select one or more users, and click Add when all users have been selected; the enhanced search can be used for additional filtering options.

      

      The enhanced search provides additional filtering (1) and allows multi-select (2). Once users are selected, the Update Selection button (3) becomes available to add the selected users.

      

4. Click Next to proceed to the Review and Save step.

   

5. To add or remove roles to the selected user(s), click Save.

   

Add or Remove Roles via Template

The template export and import process supports bulk management for the following roles only:

To assign or remove other roles in bulk:

• Use the Add Roles / Remove Roles via Platform workflow to add a role and hierarchy level/parent object to multiple users.

• Use a Staff Data File (SFTP) upload for broader bulk user role provisioning

1. To add or remove roles in bulk via a template export/import process, navigate to Main Menu > Admin Tools > User Accounts Manager and select Import Roles from the kebab menu.

   

2. In the Import Roles drawer, choose the role and import method, then click Export to download a pre-populated list of users already assigned the selected role.

   

3. In the downloaded template, add or remove rows as needed. In the example below, the chosen role was College Admin; column A displays the unique identifier for each user already assigned the role, and column B shows the associated business object code. The Business Object Reference sheet (2) provides a legend for the Business Object Codes.

   

   1. To assign a role to users, add a new row to the spreadsheet with the user’s unique identifier and the applicable associated business object code.

   2. To remove a role from users, delete the corresponding row for the user(s).

4. Once the template is ready for upload, navigate to Main Menu > Admin Tools > User Accounts Manager and select Import Roles from the kebab menu.

   1. Via the Import Roles drawer, select the Import tab (1). Drag and drop the template into the drawer, or click Browse to open the computer’s file explorer, then search for and select it (2).

      

   2. After the file upload completes, click Validate.

      

      1. If validation finds errors in the template, the platform will display each error’s row and cell location. After correcting the errors, reupload the template and validate it again.

         

   3. Once validation is complete and no errors have been found, click Import.

      

5. Once imported, the User Accounts Manager will display a success message.