Astra Schedule Help (8.0)

Permissions

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Permissions

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Each permission within a role grants access to some function or data within the Astra Schedule application. The following tables outline what is granted by each permission.

 

Room Permissions

 

Permission

Description

View Rooms

Provides access to the Resources tab and allows a user to view room details from the room list page and in areas where drill-down details are available.

 

A profile may be added to specify the rooms to which this permission applies.

Edit Rooms

(requires View Rooms)

Allows a user to add rooms and edit room details on the room list page.

 

A profile may be added to specify the rooms to which this permission applies.

Delete Rooms

(requires Edit Rooms)

Allows a user to delete rooms on the room list page.

 

A profile may be added to specify the rooms to which this permission applies.

Request Rooms

Allows a user to request rooms when scheduling events or sections.

 

A profile may be added to specify the rooms to which this permission applies.

Schedule Rooms

(requires Request Rooms)

Allows a user to schedule rooms for event and sections.

 

A profile may be added to specify the rooms to which this permission applies.

 

NOTE:  Due to the room permission hierarchy, the schedule permission is dependent on the request permission. A user must have request permission for any room for which they have schedule permission. When setting up a profile, be sure to select all rooms for which a user has request or schedule permissions. Then add the schedule permission profile.

Override Room Controls

(requires Schedule Rooms)

Allows a user to override room usage controls when scheduling events or sections.

Manage Campuses

Allows a user to add, edit, and delete campus records.

Manage Buildings

Allows a user to add, edit, and delete building records.

Manage Regions

Allows a user to add, edit, and delete region records.

Manage Room Master Lists

Allows a user to add, edit, and delete room-related drop-down list values, including Facility Layouts, Features, Feature Categories, and Room Types.

 

Academic Section Permissions

 

Permission

Description

View Sections

Provides access to the Academics tab and allows a user to view course section details from the section list page and in areas where drill-down details are available. A profile may be added to specify the types of sections to which this permission applies.

Edit Sections

(requires View Sections)

Allows a user to add section records and edit section details on the section list page. A profile may be added to specify the types of sections to which this permission applies.

Delete Sections

(requires Edit Sections)

Allows a user to delete section records from the section list page. A profile may be added to specify the types of sections to which this permission applies.

View Meeting Patterns

(requires View Sections)

Provides access to the Meeting Patterns option from the Academics tab and allows a user to view details on meeting pattern data.

Manage Meeting Patterns

(requires View Meeting Patterns)

Allows a user to edit and delete meeting patterns.

Edit Actual Enrollment

(requires Edit Sections)

Allows a user to edit the actual enrollment field for a section record.

Edit Max Enrollment

(requires Edit Sections)

Allows a user to edit the max enrollment field for a section record.

Edit Dates

(requires Edit Sections)

Allows a user to edit the start and end date fields for a section record.

Edit SIS Key

(requires Edit Sections)

Allows a user to edit the SISKey value for a section record.  This is the value that uniquely identifies a section record for the SIS import process.

Edit Days Met and Times

(requires Edit Sections)

Allows a user to edit the days and times for a section meeting.

Allow Non-Standard Patterns

(requires Edit Days Met)

Allows a user to enter meeting patterns for academic sections that are not flagged as "standard" in the meeting pattern data.  This permission only applies if the user is able to edit meeting times for individual sections.

Edit Section Number

(requires Edit Sections)

Allows a user to edit the section number field for a section record.

Edit Campus

(requires Edit Sections)

Allows a user to edit the campus on which a section meets.

Edit Subject/Course

(requires Edit Sections)

Allows a user to edit the subject and course associated with the section.

Edit Instructor

(requires Edit Sections)

Allows a user to edit the instructor(s) on record for the section.

Edit Preferences

(requires Edit Sections)

Allows a user to edit scheduling preferences for a section record.

Edit Meeting Type

(requires Edit Sections)

Allows a user to edit the meeting type field for a section record.

Edit Title

(requires Edit Sections)

Allows a user to edit the section title.

Schedule Exams

(requires View Sections)

Allows a user to make room assignments for exam meetings and assign exam meeting preferences.

Edit Exams

(requires Edit Sections)

Allows a user to edit exam meeting records and add new exam meetings to sections to which they have access.

Delete Exams

(requires View Sections)

Allows a user to delete exam meetings to which they have access.

Double Book Sections with Events

(requires Schedule Rooms)

Allows a user to intentionally double book rooms when scheduling academic sections if the conflict is with an event activity.

Double Book Sections with Sections

(requires Schedule Rooms)

Allows a user to intentionally double book rooms when scheduling academic sections if the conflict is with an academic section.

Manage Departments

Allows a user to add, edit, and delete department records.

Manage Subjects

Allows a user to add, edit, and delete subject records.

Manage Courses

Allows a user to add, edit, and delete course records.

Manage Exams

Allows a user to configure exam rules, create exam types, create exam sessions, configure exam times and meeting patterns, and generate exam records.

Manage Student Availability Templates

Allows a user add, edit, and delete templates to which students are associated that specify when they are generally available for scheduling.

Manage Student Credit Load Templates

Allows a user add, edit, and delete templates to which students are associated that specify when how many classes they take in a given term.

Manage Terms

Allows a user to add, edit, and delete term records.

Manage Preferences

Allows a user to add, edit, and delete scheduling preference sets.

Manage Section Master Lists

Allows a user to add, edit, and delete section-related drop-down list values. At this time this includes only the Meeting Type field.

Manage Academic Programs

Allows a user to view, edit, add, and delete student attributes, catalog versions, rules, rule groups, programs/versions, and templates.

Manage Instructor Availability Templates

Allows a user add, edit, and delete templates to which instructors are associated that specify when they are generally available for scheduling.

 

Event Permissions

 

Permission

Description

View Events

(requires View Rooms)

Provides access to the Events tab and allows a user to view event details from the event list page and in areas where drill-down details are available. A profile may be added to specify the types of events to which this permission applies.

Edit Events

(requires View Events)

Allows a user to add and edit event records. A profile may be added to specify the types of events to which this permission applies.

Delete Events

(requires Edit Events)

Allows a user to delete event records.

Enable Event Scheduler Groups

Limits the events accessible by a user and specifies that the user is included in a scheduling group with other users. The user has access to events created by the users selected in this profile. Selecting a profile is required for this permission to be in effect.

Can Request Events

Allows a user to choose the option to request an event using a request form. A profile may be added to specify the request forms available to the user.

View All Private Events

Allows a user to view private events that are not otherwise eliminated from their view.

Create Featured Events

(requires Edit Events)

Allows a user to set the “featured” flag for an event they are creating.

Manage Event Request Forms

Allows a user to add, edit, and delete event request form templates.

Double Book Events with Events

(requires Schedule Rooms and Edit Events)

Allows a user to intentionally double book rooms when scheduling events if the conflict is with another event activity.

Note that events that have been double booked must be edited and maintained by a user with this permission thereafter.  Saving changes to the event will re-validate the room assignment.

Limit to My Events

Limits the events accessible by a user to only those events they have created. This permission can work in concert with the event schedulers group profile.

Create Private Events

(requires Edit Events)

Allows a user to set the “private” flag for an event they are creating.

Manage Event Master Lists

Allows a user to add, edit, and delete event-related drop-down list values, including Event Types, Event Meeting Types, and Customer Groups.

Double Book Events with Sections

(requires Schedule Rooms and Edit Events)

Allows a user to intentionally double book rooms when scheduling events if the conflict is with an academic section record.

Note that events that have been double booked must be edited and maintained by a user with this permission thereafter.  Saving changes to the event will re-validate the room assignment.

 

Resource Permissions

 

Permission

Description

View Resources

Provides access to the Resources tab and allows a user to view details about resources and services from the list page and in areas where drill-down details are available. A profile may be added to specify the resources to which this permission applies.

Edit Resources

(requires View Resources)

Allows a user to add resources and edit resource details on the list page. A profile may be added to specify the resources to which this permission applies.

Delete Resources

(requires Edit Resources)

Allows a user to delete resources on the list page. A profile may be added to specify the resources to which this permission applies.

Request Resources

Allows a user to request resources when scheduling activities. A profile may be added to specify the resources to which this permission applies.

Schedule Resources

(requires Request Resources)

Allows a user to schedule resources for activities. A profile may be added to specify the resources to which this permission applies.

Manage Resource Master Lists

Allows a user to add, edit, and delete resource-related drop-down list values, including Resource Categories and Resource Groups.

Manage Land

Allows a user to add, edit, and delete information related to the institution's land acquisitions.

 

Calendar Permissions

 

Permission

Description

View Activity Calendars

Provides access to the Calendar option on the Calendars tab.  Specific activities and features available on the calendars are controlled by the calendar definition provided to them within their role.

View Scheduling Calendars

Provides access to the Scheduling Grids option on the Calendars tab.  Specific activities and features available on the grids are controlled by the calendar definition provided to them within their role.

View Available Rooms

Provides access to the Available Rooms option on the Calendars tab.

Manage Calendars

Allows a user to create, edit, and delete the various calendar definitions available to users.

 

People Permissions

 

Permission

Description

View People

Provides access to the People tab and allows a user to view details about people from the list page and in areas where drill-down details are available.

Edit People

(requires View People)

Allows a user to add people records and edit people details on the list page.

Delete People

(requires Edit People)

Allows a user to delete people on the list page.

Manage Instructor Costs

Allows a user to configure the cost value for instructor records for use in bulk instructor assignment.

Manage Instructor Quality

Allows a user to configure the quality rating for instructor records for use in bulk instructor assignment.

Manage Instructor Options

Allows a user to view and edit the instructor-specific master lists and entities, including instructor types, education levels, and certifications.

 

Report Permissions

 

Permission

Description

View Reports

Provides access to the Reports tab and allows a user to view reports on the report list page.

View Private Reports

Allows a user to view reports flagged as “private”.

Manage Report Subscriptions

Allows a user to add, edit, and delete all report subscriptions.

Manage Report List

Allows a user to upload, edit, and delete reports.

Manage Report Master Lists

Allows a user to add, edit, and delete report-related drop-down values. At this time this includes only Report Groups.

 

Import/Export Permissions

 

Permission

Description

Manage Import/Export Jobs

Allows a user to add and edit import/export jobs and parameters, and to delete jobs from the list.

 

Administration Permissions

 

Permission

Description

Manage Users

Allows a user to add, edit, and delete application user records.

Manage Roles

Allows a user to add, edit, and delete security roles.

LDAP Authentication Settings

Allows a user to enable and configure the LDAP/Active Directory authentication settings.

Configure User Defined Fields

Allows a user to add, edit, and delete custom, user-defined fields for all record types.

View Application Log

Allows a user to view the system log files accessible from the Settings tab.

Manage Holidays & Announcements

Allows a user to add, edit, and delete holiday and announcement records.

Manage Institutions

Allows a user to edit the institution name, and provides access to the System Settings page.

 

Additionally, this permission allows a user to edit the system's color branding options.

Manage Report Server

Allows a user to configure the report and email server settings.

Manage Approver Groups

Allows a user to add, edit, and delete the groups created to generate approval and notification messages.

 

Homepage Permissions

 

Permission

Description

Manage Homepage

Allows a user to configure the default homepage behavior for all application users.

 

Invoicing Permissions

 

Permission

Description

Invoicing User

Granting this permission provides access to all invoicing features, and enables both estimate and invoice creation permissions by default.

 

A user with this permission can view all invoicing related configurations, options, features, and reports, (event invoices/estimates/credit memos, room/resource pricing info, customers pricing info) except for the invoicing setup screen.

Invoicing Administrator

(requires Invoicing User)

Grants user access to the invoicing setup and batch export options.

Can Generate Estimates/Invoices in Astra Schedule

(requires Invoicing User)

These permissions grant user access to the invoicing functions within Astra Schedule events for generating quotes and invoices.

 

If the permission is not included, an "Invoicing User" can still view estimates and invoices on events, but not generate new ones.

 

Analytics Permissions (license-dependent)

 

Permission

Description

View Analysis Runs

Provides access to view Analytics sandbox results.

View Analysis Student Data

Allows a user to see student academic history details within the Analytics sandbox results.

Manage Analysis Runs

Allows a user to delete Analytics sandboxes.

View Students

(requires Manage Analysis Runs)

Allows a user to access the student list page.

Analytics User

Allows a user to access the Platinum Analytics tab and application features.

 

Additionally, this permission is required in order to run the Capacity Analysis needed for the Schedule Dashboards.

Edit Students

(requires View Students)

Allows a user to edit student data.

Manage Global Filters

Allows a user to access the Global Filtering admin option on the Analytics tab.

KPI Dashboards

Allows a user to access the KPI Dashboard option on the Dashboards tab.

Platinum Dashboards

Allows a user to access the Platinum Dashboard option on the Dashboards tab.

Schedule Dashboards

Allows a user to access the Schedule Dashboard option on the Dashboards tab.

HESI Settings

Provides access to the HESI Settings option on the Analytics tab.

 

NOTE:  This option is only used by Ad Astra consulting staff during a HESI service engagement.

 

Sandbox Permissions (license-dependent)

 

Permission

Description

Create Timetabling Runs

Allows a user to run timetabling, assigning times AND rooms to sections.

 

A profile may be added to specify the campuses to which this permission applies.

Create Room Optimizer Runs

(requires Edit Sections)

Allows a user to run the optimizer. Users will be allowed to edit and delete only their own saved optimizer settings.

Publish Room Optimizer Runs to Production

(requires Schedule Rooms)

Allows a user to update production data with optimized room assignments within Astra Schedule.

Create Simulated Registration Runs

Allows a user to perform Simulated Registration.

Create Planned Course Runs

Allows a user to create a student planned course sandbox.

Create Instructor Optimizer Runs

(requires Edit Sections)

Allows a user to create an instructor assignment sandbox.

Manage Room Optimizer Runs

(requires Create Room Optimizer Runs)

Allows a user to edit and delete any user’s optimizer settings.

Create Sectioning Runs

Allows a user to run sectioning, generating new section records within Astra Schedule based on student academic history and program data.

Manage Sectioning Runs

(requires Create Sectioning Runs)

Allows a user to edit and delete any user's sectioning data.

Manage Timetabling Runs

(requires Create Timetabling Runs)

Allows a user to edit and delete any user's timetabling data.

Publish Sectioning Runs to Production

Allows a user to publish sectioning results as the production term within Astra Schedule.

Publish Timetabling Runs to Production

Allows a user to publish timetabling results as the production term within Astra Schedule.

Manage Simulated Registration Runs

(requires Create Simulated Registration Runs)

Allows a user to edit and delete any user's Simulated Registration sandbox data.

Publish Simulated Registration Runs to Production

Allows a user to publish section data from Simulated Registration to production.

Manage Planned Course Runs

(requires Create Planned Course Runs)

Allows a user to edit and delete any user's Planned Course sandbox data.

Manage Instructor Optimizer Runs

(requires Create Instructor Optimizer Runs)

Allows a user to edit and delete any user's instructor optimization sandbox data.

Publish Instructor Optimizer Runs to Production

Allows a user to publish section data from an instructor optimization sandbox to production.