User Roles

Users can be assigned one or more platform roles, and roles can be assigned to a user in multiple ways. Users can see all roles assigned to them by reviewing their Account Homepage, accessed via the User Accounts Manager. Due to platform processing, once a role has been assigned, there may be a delay before the assigned role and subsequent permissions are reflected. If more than 24 hours have passed and the role assignment is not reflected, please contact support.

Download the User Role Permissions Matrix to review information about user role types and functionality-based permissions.

User Role Permissions Matrix.xlsx

Platform user roles are listed below in alphabetical order:

Staff Data File

Used for bulk updates (e.g., initial uploading of all faculty, uploading data collection roles, uploading all Program Coordinators with specific permissions). This data file is only additive and cannot remove roles from users. Learn more.

Examples:

• Initial User Onboarding: Perfect for uploading all staff users at once during implementation, especially when adding multiple users with specific permissions to different programs.

• Role Distribution: Ideal for adding specific permissions across many users, such as assigning all Department Chair roles or Program Coordinator permissions to multiple users simultaneously without affecting existing permissions.

Bulk Modify Roles

Modifying roles in bulk via the User Accounts Manager is ideal when multiple users require the same role or need the same role removed. Learn more.

Examples:

• Uniform Role Application: Excellent for assigning identical permissions to multiple users (e.g., adding the same role to 50 people at once) or removing a specific role from many users simultaneously.

• Quick Role Revocation: Useful when bulk removing a specific role from multiple users, such as removing the Program Coordinator role from 50 users at once.

Modify Roles via Template

Modifying user roles via the User Accounts Manager template export/import process provides a non-technical way to make specific adjustments to existing permissions. Learn more..

Examples:

• Accessibility Without SFTP: Great for administrators who want the functionality of the Staff data file but cannot prepare and send files via SFTP.

• Targeted Role Modification: Used for exporting current role assignments, modifying them in a spreadsheet (by removing rows to delete roles), and re-importing the changes.

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