Managing Users in Asset Management

This article explains how to add, edit, and manage users in Asset Management. Users are individuals who are granted access to Asset Management based on a selected view, user role, assigned site access, and permission settings. Administrators can create district-level and site-level users, update user permissions, apply permission templates, and restrict site-level access when needed.

Users are individuals who are granted access to Asset Management. An administrator can add additional admin-level and site-level users. A site administrator can add additional site-level users. The "Username" field is limited to 50 characters and can include alphanumeric characters plus the following symbols:

Add a User

1. Navigation:
2. Admin View
3. Users

1. Click Users under "Management Quick Links."
2. To edit an existing user, click Edit next to the user record.
3. To add a new user, click Add Record. The “Add User” window opens. Fields shown in red are required.
4. Enter the user’s Name. This name displays in the upper-right corner when the user is logged in.
5. Enter the user’s Username. This username is used to log in to Asset Management.
6. Select the appropriate View for the user.
7. Select the appropriate User Role for the user.
8. Complete the optional fields User Type, Phone, E-Mail, and Driver, as needed.

9. In the "Unassigned Sites" column, select the site or sites for this user, then click the arrow to move them to the "Assigned Sites" column.

10. Enter a password in the Password and Confirm Password fields.
11. Click Add/Update.

Edit a User

After a user account has been created, you can update that user’s permissions.

1. Click Users under "Management Quick Links."
2. Click Modify User Permissions in the row of the user you want to update. The “Modify Permissions” window opens.

3. Clear the checkboxes for any permissions you want to remove.
4. Click Save.

Understanding Default User Views and Roles

Each user in Asset Management is assigned both a View and a Role. The View determines which records the user can see. The Role determines what actions the user can perform on those records.

• Administrative View + Administrator Role is intended for district-level oversight. This combination provides full access and allows the user to manage permissions for all other district-level and site-level users.
• Administrative View + User Role is intended for district-level support staff who assist the administrator. This combination provides many of the same permissions used to help manage district assets.
• Site View + Administrator Role is intended for site-level leaders such as librarians, principals, or warehouse managers. Even with administrator permissions, access is limited to assigned sites.
• Site View + User Role is intended for site-level support staff such as assistants or volunteers. As with site administrators, access is limited to assigned sites.

Restricting the Site-Level Admin and User Role

Districtwide settings can be used to permanently or temporarily restrict the actions available to users with a site-Level admin or user role. Changes made by a district-level administrator take effect immediately for all site-level users.

To change the default restrictions for site-level roles:

1. Click District Settings under "Management Quick Links."
2. Click User Role Settings to expand that section.

3. Under "Site Admin," select the box or boxes for the actions you want to restrict for all site-level administrator users.
4. Under "Site User," select the box or boxes for the actions you want to restrict for all site-level user-role users.
5. Click Save to apply your selections immediately.

Defining a Permission Template

Permission templates allow you to apply the same permission set to multiple users who share the same responsibilities. Templates are linked to a specific combination of View and User Role, and are applied after a user account is created.

For example, a district administrator may create one permission template for media specialists across the district who issue and collect student devices. The template can then be applied to each user with that same job function.

1. Click Users under "Management Quick Links."
2. Click Permission Templates to open the “Manage Permission Templates” window.
3. Click Add Record to open the new template form.

4. Enter a unique Template Name.
5. Select the View for the template.
6. Select the User Role for the template.
7. Clear the checkboxes for any areas or actions you do not want included in the template.
8. Click Save to save the template.
9. To apply the template, click Modify User Permissions in the row of the user you want to update.
10. In the Permission Template dropdown, select the correct template. Only templates that match the user’s current View and User Role appear in the list.
11. Click Save to update the user’s permissions.