Managing Roles

Overview

At your institution, you may have people who are responsible for completing different tasks in CSU Transfer Planner. To accommodate this, you can use the prefabricated Roles or create new Roles that correspond with different types of users. Each Role is customized with its own set of permissions and access. For example, you can create Roles for reviewers, interviewers, IT team members, etc. Note that a user can only belong to one Role.

You can access Roles from the Navigation Menu: click Settings, then under the Organization section, click Roles.

The Roles grid provides an overview of the number of permissions enabled – out of the total number of permissions available – for each role in each module. For example, the Administrator role has 3 out of 7 permissions enabled for the Contacts module, 6 out of 11 permissions for the Marketing module, etc.

Roles Grid.png

Prefabricated Roles

You can use the following prefabricated Roles in CSU Transfer Planner when creating or updating user accounts.

Role	Key Permitted Actions
Administrator	The Administrator Role gives full access to all features. Only two people per university should be assigned to this role. View and manage contacts Provide program requirements (configuration) Control the number of programs available Review and modify Transfer Success Pathway (TSP) statuses Communicate with students Configure campaign communication Manage emails View outreach (i.e., sent communications) View contents Send communication Write and brand communication Create email templates Run reports Create and manage users Create and manage roles Impersonate users Manage goals Generate exports Personalize the dashboard Manage contact segments
Communication	View contacts Communicate with students Configure campaign communication Manage emails View outreach (i.e., sent communications) View contents Send communication Write and brand communication View email templates Create email templates Run reports
Configuration/Reviewer	View and manage contacts Provide program requirements (configuration) Control the number of programs available Review and modify Transfer Success Pathway (TSP) statuses Run reports Manage exports
Counselor/Reviewer	View and manage contacts Review and modify Transfer Success Pathway (TSP) statuses Communicate with students Manage emails View contents View sent communications (i.e., outreach) Write and brand communication View email templates Create email templates Run reports
Data Viewer	View contacts Run reports
Executive Role	View contacts Run reports

The Executive Role gives you limited access to CSU Transfer Planner. You can only:

View contacts
Run reports
Access to dashboard

Creating a New Role

Using the Navigation Menu, click Settings.
Under the Organization section, click Roles.
Click the plus sign to add a new Role.
Enter a name for the Role.
Select the dashboard for this Role. Users who are placed in this Role will have the selected dashboard as their default dashboard in CSU Transfer Planner.
Select the Role's actions. Review the Role Actions and CSU Transfer Planner Functionality section below to determine which actions to activate for a Role. The selected actions appear under Permitted Actions. Any items left unchecked may still be visible to the reviewers. To hide items, use the Data Restrictions area.
Under Application Visibility, select if users in this Role can view all applications or only a certain Segment. Keep in mind, users can also see applications that have been assigned to them, regardless of their Role restrictions.
Under Application Data Restrictions, select the data you want to hide from this Role. By default, all fields listed are visible.
1. Click Add restriction.
2. Type and select the field you want to hide.
3. Click Add Selections.
Under Contact Access, select:
1. If users in this Role can view all applications or only a certain Segment. Click All Records, then select the Segment. Keep in mind, users can also see applications that have been assigned to them, regardless of their Role restrictions.
2. The data you want to hide from this Role. By default, all fields listed are visible. You can delete any selections by clicking the blue icon.
  1. Click Hide a property.
  2. Type and select the field you want to hide.
  3. Click Hide Selections.
Click Create Role.

Role Actions and CSU Transfer Planner Functionality

When creating Roles in Admissions, you can select which actions are available to the users with each Role. See below for a description of the available actions.

Contacts

Role Action	Definition
Edit Contacts	Allows users to add or remove any Contact, and edit any data on Contact records. Edit all Contact settings, such as Contact Types, Contact Properties, and Integrations.
Manage Contact Segments	Allows users to add, remove, or edit Contact Segments, their Categories, and contained filters.
Inquiry Forms	Allows users to add, remove or edit contents of Inquiry Forms and configure contents of the Inquiry Portal.
Manage Contact Type	Allows users to add, remove, or edit Contact Types.
Manage Contact Calculated Fields	Allows users to add, remove, or edit Calculated Fields in the Contacts area.

General Settings

Role Action	Definition
Manage Users	Allows users to add, remove, or edit any user and their metadata, such as Role, Team, and Portal Access.
Invite Users	Allows users to send portal invitation emails to users for initiation of system access.
Manage Roles	Allows users to create and edit any Roles in the software.
Manage Teams	Allows users to add or remove any Team and configure the User membership of any Team.
Impersonate Organization Users	Allows users to temporarily access the Admissions Portal on behalf of a specific user to troubleshoot or configure their account.
Manage Organization Settings	Allows users to edit these core settings, including Organization Name and time zone.
Manage Email Settings	Allows users to configure how notification emails are sent/signed to system or portal users.
Manage Reports	Allows users to add, remove, or edit any Report, its content, and sharing link settings.
Manage Goals	Allows users to add, remove, or edit any Goal and its available metadata, such as Target, Segment, and Dates.
Manage Key Vault	Allows users to work with the Key Vault section of the Settings menu.
Manage Exports	Allows users to add, remove, or edit exports and their settings, including their names, contents, filters, schedule, and delivery settings.
Generate Exports	Allows users to export files, including any applications or data they are permitted to view.
Manage Portals	N/A
Personalize Dashboard	Allows users to customize the default Dashboard’s contents, filters and layout to match one’s own personal preferences.
View All Settings Pages	N/A

Marketing

Role Action	Definition
Manage Marketing Settings	Allows users to work with the Marketing Settings.
View Outreach	Allows users to view the sent list and contents of emails, text, and voice messages in campaign tracks.
Manage Outreach Campaigns & Tracks	Allows users to turn off messages and to create, edit, and delete tracks.
Manage Emails	Allows users to create, edit, and delete emails on the campaign tracks pages.
Send Emails	Allows users to activate and deactivate emails to be sent. Set the schedules for email tiers.
Manage Text Messages	Allows users to create, edit, and delete text messages on the campaign tracks pages.
Send Text Messages	Allows users to activate, and deactivate text messages to be sent. Set the schedules for email tiers.
Manage Voice Messages	Allows users to create, edit, and delete voice messages on the campaign tracks pages.
Send Voice Messages	Allows users to activate and deactivate voice messages to be sent. Set the schedules for email tiers.
View Email Templates	Allows users to view the active and archived email templates on the Email Templates list page.
Manage Email Templates	Allows users to create, edit, and archive email templates. Note that changing templates doesn't impact existing emails.

Other

Role Actions	Definition
Manage Transfer Planner Programs	Update your program's Transfer Success Pathway (TSP) configurations and program branding in the Configuration Portal.

Adding Users to Roles

Using the Navigation Menu, click Settings.
Under the Organization section, click Users.
Click the applicable user's name. Note that you can only add existing users to Roles. To create a new user, see the Managing Users topic.
Select the applicable Role.
Click Save Changes.

Managing Roles

To manage existing Roles:

Using the Navigation Menu, click Settings.
Under the Organization section, click Roles.
Click the search icon to search for Roles.

Each Role is listed, indicating how many of the available Role actions are enabled in each category.

Editing Roles

To edit an existing template, click the Role name, then click Save Changes.

Deleting Roles

To delete a Role, click the Role name, then click Delete Role. Note that you cannot delete a Role that is currently assigned to a user.