Why use Work Groups?
Work Groups allow you to manage permissions for a group of users instead of separately managing permissions for each individual user. For example, you can establish the permissions for all your reviewers in a single Work Group.
Work Groups are divided into what a user can do in WebAdMIT (Permission Sets), what a user can see on an applicant’s page in WebAdMIT (Panels and Sub-Panels Enabled for Viewing), and for some CASs, what reports a user can run. Based on what the user’s abilities need to be in WebAdMIT, some or all of these sections of the Work Group template may need to be completed.
A WebAdMIT Administrators Work Group is available by default and provides users with full administrative access. If you want to limit a user's access to WebAdMIT, review the example Work Groups below; you can use these as a template when building your own Work Groups. Be sure to review how to create Work Groups and user accounts first.
What's impacted when I limit a user's access through Work Groups?
If you restrict access to a permission set, then a user cannot access a feature's management tool and/or perform updates on an application.
- Click here to view a summary of the permission sets available in WebAdMIT.
To manage features in WebAdMIT, you must activate permission sets in your Work Group template. Review the following permissions to learn which specific features you can control.
Many of these permissions also give you the ability to delete or deactivate templates. If you can permanently delete a template, a warning module appears alerting you of this. If you can only deactivate a template, you can reactivate it at a later date if needed.
Which features can you create or edit?
Allows you to query WebAdMIT using the API.
Access your API Key under Account
Access to CAS Configuration Portal
Allows you to gain entry into the CAS Configuration Portal to set up programs.
Customize program settings in the Configuration Portal, including:
- Program open and close dates
- Branding and image
- Kira Talent
- High school transcripts
- College transcripts and coursework
Once a program is live, you can only update program deadline dates and the WebAdMIT Name.
Allows you to enter notes on the Applicant Details page. Users without this permission can read, but not create notes.
Enter information under the Notes panel on the Applicant Details page
You can only delete notes that you have entered, not other users' notes.
Change Local Statuses
Allows you to change the Local Status of an applicant's designation, either individually on the Applicant Details page, or in batches via list or search actions.
Place an applicant into a Local Status that's enabled for their program
Allows you to access management functions.
Create and edit any templates from the Management panel, including:
- Custom Fields
- Local Status
- Local GPAs
- Prerequisite GPAs
- Applicant Header
If you also have the Email Applicants permission, you can access the Email Templates and Email Addresses features under the Management panel.
Allows you to email applicants.
Compose new emails and edit email templates for applicants
If you also have the Configure Software permission, you can access the Email Templates and Email Addresses features under the Management panel.
Enable Applicant Gateways
Allows you to enable (individually or in batch), disable, and extend deadlines for Applicant Gateway activities.
Customize program settings in the Applicant Gateway, including:
- Supplemental Applications
- Schedule Interviews
- Extend Offer
- Fee Collection
- Collect Documents
Manage Assignments and Interviews
Assign Assignment and Interview templates and edit completed Assignments and Interviews
Allows you to create SFTP destinations for file transfers.
Create and edit SFTP destinations
Manage Direct Applicants
Where applicable, this allows you to manually add applicants to WebAdMIT. Note that this feature is only available for select application services.
Manually add applicants in WebAdMIT
Manage Lists, Reports, and Exports
Create lists, reports, exports, and PDF templates and edit any templates that you created
WebAdMIT Administrators who are also Institution Managers can view and delete all list, export, report, and PDF templates created within their organization.
Manage Uploaded Documents
Allows you to upload and delete documents on an applicant's record for an organization.
Upload documents under Documents panel, Admissions Uploaded Documents subpanel
Manage Users and Work Groups
Allows you to create and administer other users and Work Groups.
Create and edit admissions users' accounts and Work Group templates
Modify Applicants' Custom Fields, Local GPAs, Prerequisites, and Requirements
Allows you to update an applicant's Custom Fields and Requirements, either from the Applicant Details page or in batches. This permission set also allows you to update courses included in an applicant's Prerequisite or Local GPA via the Electronic Transcript.
Update and edit an applicant's Custom Field, Local GPA, Prerequisite GPA, and Requirements that are enabled for their program
Redirect a Single Applicant
Allows you to move an applicant from one program to another. Note that this feature is only available for select application services.
Select an alternate program for an applicant
Request Background Check
Where applicable, this allows you to submit a request for a background check for an applicant. Note that this feature is only available for select application services.
Request a background check under the Personal Information panel, Background Check subpanel
Allows you to view and manage file transfer schedules.
Add, edit, pause, disable/enable, and delete file transfer schedules you can view
Update Last Exported Date Timestamp When Exporting
Where applicable, this enables applicants' Last Exported Date field to be updated when you run an export. Note that this feature is only available for select application services.
Update an applicant's Last Exported Date field based on running exports
Update Last Printed Date Timestamp via PDF Manager
Where applicable, this enables applicants' Document Last Printed Date field to be updated when you run a PDF Manager job. Note that this feature is only available for select application services.
Update an applicant's Last Printed Date field based on running a PDF Manager job
View All Applicants
Allows you to view information for all applicants. Users without this permission can only view their assigned applicants.
View all applicants for the programs you have access to
View Background Check
Where applicable, this allows you to view an applicant’s background check information. Note that this feature is only available for select application services.
View a completed background check under the Personal Information panel, Background Check subpanel
View Other User's Assignment/Interview Results
Allows you to view any applicant’s Assignments and Interviews, both on the Applicant Details page and on the Search Assignments and Search Interviews pages. Users without this permission can only view their assigned Assignments and Interviews.
View the Assignments and Interviews that have been assigned to the same applicants you can view.
Additionally, if you restrict a user from viewing a panel of data, they cannot see the restricted information on the Applicant Details Page or full application PDF. They may be able to view the restricted information in other places in WebAdMIT, depending on their Work Group configurations and access to features. As a best practice, we recommend that you thoroughly test current and new Work Group templates to ensure the user has the correct access (e.g., sit side-by-side with a user to compare the Work Group template you built and their view and permissions in WebAdMIT).
Be sure to review How the CAS Application Sections Link to WebAdMIT for a more thorough understanding of where CAS application information appears in panels and subpanels.
Example Work Groups
You can customize permissions and Work Groups to fit your needs. The examples below show how you might configure a Work Group and how the resulting applicant pages would appear to its members.
Example 1: Faculty Reviewers/Interviewers
For users who will be reviewing applicants and/or conducting Interviews. In this example, they don’t need any administrative functionality through permission sets and only need access to select panels (e.g., Assignments, Education, Evaluations, Experiences, etc.).
Resulting Applicant Details Page
Resulting Full Application PDF
Example 2: Faculty Reviewers/Interviewers without Race/Ethnicity Data
For users who will be reviewing applicants and/or conducting Interviews and should not view applicant race or ethnicity data due to program, university, state, or federal mandates. In this example, they don’t need any administrative functionality through permission sets and only need access to select panels (e.g., Assignments, Education, Evaluations, Experiences, etc.).
*Note that the Personal Information Race and Ethnicity subpanel is not selected. For some CASs, race and ethnicity data may be collected in a CAS Custom Question. If that is the case, then do not select the corresponding panel/subpanel under Cas Custom Questions. Contact a member of your account team to learn how your CAS collects this data.
Resulting Applicant Details Page (note that the Race and Ethnicity subpanel does not appear under the Personal Information panel)
Resulting Full Application PDF (note that the Race/Ethnicity section does not appear under the Citizenship Status and Residency Information section)
Example 3: IT Staff
For users who will be working with applicant lists and configuring exports. They only need access to the data that will be exported.
Resulting Applicant Details Page