This documentation refers to an old version of Accudemia 7.0 and has been replaced by Accudemia 9.0:
Accudemia 9.0 - Restrictions

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Restrictions/Associations

Purpose: limit what Subject Area and staff members to display based on rules.
How to Access: Administration > Restrictions In Accudemia we can configure associations between specific Tutors and Students, so when creating appointments for a specific center, Students only have specific choices of Tutor(s) shown as options.

There are 2 types of associations and 1 type of restriction available that you can use:

  • Student-to-Staff Member Association - Use this option to assign a specific staff member to specific students, so you can decide who works with whom.
    • Student-to-Staff Member Restrictions - Use this option to restrict a specific student from seeing specific tutors, so you can decide who works with whom.
  • Service-to-Subject Area Association - Use this option to only show certain Subject Areas depending on specific Service(s) is selected. For example, a service like “Tutoring” might require all the student Subject Areas to be displayed, while another Service like Self_Study service might require the students to select from a specific set of Subject Areas for tracking purposes.

Creating Student ↔ Staff Member Association

To create an Association to assign staff for your students:

  1. Now navigate to Administration > Restrictions/Associations from the main menu.
  2. Select the  Student ↔ Tutors Association  option.
  3. Select the “Associations” option and Center in the left-side menu that you want the association to apply.
  4. Click on  + New Association  to associate Students to Staff Members.
  5. After the Pop up Screen titled Add Association appears, select which Tutor can work with which Student(s), when done click on
     Save Changes  to continue.
  6. Once you're done, click on Enable Associations to finish. (when clicked the Enable Associations will turn into Disable Associations)
Important! If you activate this feature, the student with these associations will only be allowed to see the tutors associated when booking appointments or selecting them for a walk-in.
If there are no current associations defined and this option is enabled then this feature will block all users from continuing to book appointments with any tutor as usual. But when enabled and you have defined the relationships for students to be allowed with specific tutors then anyone not defined will not be allowed to meet with any of the tutors.
If there are staff-to-student associations in use then a message is shown on the schedule when appointment slots are displayed that the slots are limited because of using this feature.

Creating Student ↔ Staff Member Restriction

To create a Restriction for a specific student to not be able to see a certain tutor:

  1. Now navigate to Administration > Restrictions/Associations from the main menu.
  2. Click on the  Student ↔ Tutors Restriction  button.
  3. Select the “Restrictions” option and Center in the left-side menu that you want the restriction to apply.
  4. Click on  + New Restriction  to associate Students to Staff Members.
  5. After the Pop up Screen titled Add Restriction appears, select which Tutor can work with which Student(s), when done click on
     Save Changes  button to continue.
  6. Once you're done, click on Enable Restrictions to finish. By using the Enable Restrictions link it will turn into a Disable Restrictions) link.
Important! If you activate this feature, the student with these restrictions will only see the tutors not restricted when booking appointments or selecting them for a walk-in.
If there are no current restrictions defined and this option is enabled then this feature will not do anything and users can continue booking appointments with any tutor as usual. But when enabled and you have defined the relationships for students to be blocked from meeting with specific tutors then anyone not defined will be allowed to meet with any of the tutors.
If there are staff-to-student restrictions in use then a message is shown on the schedule when appointment slots are displayed that the slots are limited because of using this feature.

Creating Service ↔ Subject Area Association

In Accudemia, we can configure connections between specific Services and the Subject Areas that should be available for those services. This means when the student is creating appointments or doing a walk-in depending on the Service selected only these associated Courses will show.

To create the Association between your services and subject areas:

  1. Now navigate to Administration > Restrictions/Associations from the main menu.
  2. Select the  Service ↔ Subject Area Association  button.
  3. Select the Center you want to apply the restriction to.
  4. Click on  + New Association  to associate Students to Staff Members.
  5. After the Pop up Screen titled Add Association appears, select which Service can work with which Subject Area(s), when done click on  Save Changes  to continue.
  6. Once you're done, click on Enable Restrictions to finish. (when clicked the Enable Restrictions will turn into Disable Restrictions)
Please do not enable Service-Subject Area Association IF you do not have rules specified. If there are no rules assigned to a Service then they will still see all.

Watch this short video with an example on how to create a Course→ Service association

Importing Associations

You can also use ADX (our Accudemia import tool), which has been updated, to import those associations instead of doing it one by one.

Since the association is per Center, they will be created and imported only when you specify the Center name in your import job. The minimum required fields are:

  • For Student-Staff Member Association:
    1. Center's Name : (Associations will only apply to an appointment in this Center)
    2. Student's ID :
    3. Tutor's ID (ADX doesn't load the accounts terminology, so it will be displayed as “Tutor” regardless of the terminology used for your staff.)
  • For Service-Subject Area Association:
    1. Center's Name
    2. Service Name
    3. Subject Area Code Prefix
    4. Subject Area Code
  • Step-by-step example available here.
You must include all of the required associations on each import as they will overwrite any existing (manually created) associations.
The restrictions are applied to all walk-ins and appointments at individual centers. This means when they sign in or use the new appointment wizard, they will be limited based on the associations.

Exclusions

There is a screen where an administrator can set restrictions to enable the possibility that if a tutor does not want to work with a student, this can be restricted.

This can be found by going to Administration > Restrictions/Associations > Tutor/Advisor Restrictions/Associations.

When the user selects Tutor/Advisor Restrictions/Associations, it will take you to a screen where the list of all restrictions/associations are listed according to the type selected. By default, when the screen is opened, it will show Restrictions.

  • When the type is:
    • Association: show on the selector works with
    • Restriction: show on the selector cannot work with

To add the restriction, simply click  + New  at the top right corner, and this will pop up:


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