If you're just getting started with creating and managing your admissions users' accounts, we recommend you complete the following steps in the order listed.
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:
As you create Work Groups, you add users to them. You can create as many Work Groups as necessary (each with its 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:
Review the Work Groups Guide for Work Group templates, such as:
The WebAdMIT Administrators Work Group is available by default and provides users with full administrative access. If you are in this Work Group and are an Institution Manager, then you can also:
The Work Groups feature is available under the Management panel and access to this tool is controlled through Work Groups. You must have the Manage Users and Work Groups permission to create and edit Work Group templates and assign them to admissions users' accounts.
As you create Work Groups, be aware 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.
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).
To create a Work Group:
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:
Once a program is live, you can only update program deadline 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:
|
If you also have the Email Applicants permission, you can access the Email Templates and Email Addresses features under the Management panel. |
Email Applicants |
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:
|
|
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 Destinations |
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 |
Allows you to create lists, reports, exports, and PDF templates and define their visibility. |
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. |
N/A |
Request a background check under the Personal Information panel, Background Check subpanel |
Schedule Manager |
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. |
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 pages. 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. |
To manage existing Work Groups, click Work Groups from the Menu Bar. Changes made to Work Groups take effect immediately.
Use the grip icon to drag and drop the Work Group into the preferred order.
Use the pencil icon to edit an existing Work Group template.
Use the duplicate icon to copy an existing Work Group template.
Use the trash icon to deactivate Work Group templates. Note that you cannot deactivate a Work Group that is currently assigned to a user.