User Guide
Roles & Location Access
Understanding Roles
In ampEducator, roles determine what each user can access and manage. Assigning the right roles is essential for ensuring that your staff can perform their duties effectively.
ampEducator allows you to assign multiple roles to a user. This flexibility lets you tailor access to match job responsibilities. For example, a front desk employee might need both "Admissions Advisor" and "Front Office" roles.
The Instructor role is unique because it allows for additional permissions at the course level, making it adaptable to different teaching needs.
When assigning roles, it’s helpful to first test with a sample user to understand the access each role provides.
ampEducator Role Definitions
- Admin: Full access to all parts of the application, including all staff, prospects, students, courses, and programs. Only Admins can delete information.
- Second Admin (Backup): A recommended backup Admin user who can take over if the main Admin is unavailable. This is not a separate role but rather another user with Admin privileges.
- Location Admin: Manages everything within the locations they’re assigned to, except for the Institution Account. If your organization has multiple locations, you can assign a Location Admin for each. In some cases, separate ampEducator accounts may be necessary for privacy and financial reasons.
- Admissions Director: Full access to all Prospects and Admissions Reports. If this person needs to be assigned to specific prospects, they also need the Admissions Advisor role.
- Admissions Advisor: Access to Prospects they’ve been assigned. Only users with this role can be assigned as Admissions Advisors.
- Registrar: Access to Students, Courses, Programs, and related reports.
- Student Advisor: Access to the Students they’ve been assigned and read-only access to Courses and Programs.
- Finance: Full access to student accounts and financial reports.
- Instructor: Access to Courses they’ve been assigned to and read-only access to Students. Instructors can be given many additional permissions for Course management, such as managing announcements, assignments, attendance, content, grades, tests, and more.
- Front Office: Read-only access to Prospects, Students, Courses, and Programs.
- Agencies & Agents: Managed under the “Agencies” section. You must have Admin privileges to access this feature.
- Student: Automatically assigned when a student is created. When students log in, they see the Student Portal View rather than the Staff View.