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Creating Work Groups

Video Overview 

What are Work Groups?

Work Groups allow you to manage permissions for a group of users instead of separately managing permissions for each individual user. Using WebAdMIT’s Work Groups feature, you can decide:

  1. What actions a user can perform. These functions are granted via permission sets. Each Permission Set determines the options that appear in the user’s Menu Bar, as well as the admissions data they can update.
  2. What applicant data a user can view. You can decide which sections of the application users can view. The data available for viewing is controlled by panels and subpanels that you enable or disable for users, as needed.

As you create Work Groups, you add users to them. You can create as many Work Groups as necessary (each with their own unique permission sets), move users among groups as desired, and change the permissions or viewing ability for all users in any given Work Group. Note that an individual can only belong to one Work Group at a time per CAS and cycle. So, for example, if Bob is both a screener and an interviewer and those roles have different permission sets, you can:

  • Move Bob from the Screener Work Group to the Interviewer Work Group (and vice versa) as needed, or
  • Create a hybrid Screener-Interviewer Work Group with a specific set of permissions for people who perform both of those tasks.

Note that a WebAdMIT Administrators Work Group is available by default and provides users with full administrative access.

Click here to access a Work Group Guide that provides example Work Group templates, such as IT staff or reviewers.

Creating Work Groups

  1. Using the Menu Bar, open the Management panel, then click Work Groups.

  2. Click New Work Group.

  3. Enter a name for the Work Group and select the group’s Permission Sets. Review the Permission Sets and WebAdMIT Functionality section below to determine which permissions to activate for a Work Group.

    WG.png
  4. Select the panels and subpanels that the group can view on the Applicant Details page. The selected panels and sub-panels appear under Panels and Sub-Panels Enabled for Viewing. Note that this function controls the data users can view throughout WebAdMIT; if a user is restricted from viewing a panel of data, then they cannot view that data in the following functions:
    • Applicant Details
    • Applicant Header
    • Scoring
    • Full Application PDF
      • Note: Work Groups that are not granted access to the Documents panel will not be able to download from the PDF Manager any of the documents that are displayed on this panel. Similarly, if a user does not have access to the Evaluations panel, they will not be able to download from the PDF Manager any of the Evaluation PDFs.
    • Email Templates
    • List Manager
    • Export Manager
  5. Click Submit. Note that permissions sets and panels must be used together. For example, if you add the Add Notes permission set to the Work Group, you’ll also need to add the Notes panel.

Permission Sets and WebAdMIT Functionality

In order 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.

Permission Set

Definition

Which features can you create or edit?

Additional notes

API Access

Allows you to query WebAdMIT using the API.

N/A

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
  • Questions
  • Documents
  • Evaluations
  • Prerequisites
  • SlideRoom
  • High school transcripts
  • College transcripts and coursework

Once a program is live, you can only update program close dates and the WebAdMIT Name.

 

Add Notes

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

 

Configure Software

Allows you to access management functions.

Create and edit any templates from the Management Panel, including:

  • Custom Fields
  • Local Status
  • Local GPAs
  • Prerequisite GPAs
  • Requirements
  • Scoring
  • Assignments
  • Interviewing
  • Applicant Header

If you have the Configure Software permission set, you can also initiate the Transfer Settings feature at the beginning of a cycle.

Email Applicants

Allows you to email applicants.

Compose new emails and edit email templates to applicants

 

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

Allows you to assign and delete Assignments and Interviews on applicant pages. Users with this permission can also edit submitted Assignment and Interview results.

Assign Assignment and Interview templates and edit completed Assignments and Interviews

 

Manage Direct Applicants

Where applicable, this allows you to manually add applicants into WebAdMIT. Note that this feature is only available for select application services.

Manually add applicants in WebAdMIT 

 

Manage Lists, Reports, and Exports

Allows you to create lists, reports, and exports and define their visibility.

Create lists, reports, and exports and edit any templates that you created

 

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.

N/A

Request a background check under the Personal Information panel, Background Check subpanel

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.

N/A

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.

N/A

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 screens. Users without this permission can only view their assigned Assignments and Interviews.

N/A

View the Assignments and Interviews that have been assigned to the same applicants you can view.

Adding Users to Work Groups

  1. Using the Menu Bar, open the Management panel, then click Admissions Users.
  2. Click the pencil icon for the applicable user. Note that you can only add existing users to Work Groups. To create a new user, see the Creating Users topic.
  3. Select the appropriate organization and cycle using the Modify Assignments for Organization drop-down.
  4. Select the applicable Work Group and click Submit.

Editing or Deactivating Work Groups

  1. Using the Menu Bar, open the Management panel, then click Work Groups.
  2. Click the pencil icon to edit a Work Group or the remove icon to deactivate a Work Group.

Changes made to Work Groups take effect immediately.

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