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Accudemia 9.0 - Control Panel > User Accounts
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User Accounts
Purpose: This section lets you customize security, user profiles, access rights, and other account-related information. This area is separated into the following 5 sections.
How to Access: Administration > Control Panel > User Accounts
Account Information
This section allows you to select the ID format, Alternate ID options, and general User Account creation options.
To set up Users' ID mask use the following characters as mask-formatting characters:
- 9 = only numeric
- L = only letter
- $ = only letters and blanks/spaces
- # = only numeric and blanks/spaces
- C = only custom characters (see note below)
- A = only letter and custom (see note below)
- N = only numeric and custom (see note below)
- ? = any digit and blanks/spaces
- If you want to include a masked character “as is”, you can do it by preceding it with a backslash. ie. \? will display?
- To repeat a masked character multiple times, put the number of repetitions between curly braces. For example, ?{15} will behave the same as ???????????????
ID Samples
Mask | Description | Accepts | Does Not Accept |
---|---|---|---|
999-99-9999 | Social Security Number | 123-45-6789 | ralflauren@college.edu |
LLL-LL-LLLL | Alphabetic Characters Only | ABC-de-fghi | 123-45-6789 |
$99$99$99 | Letters and Spaces Only | b12 33b88 | ralflauren@college.edu |
CCCCC | Custom Characters Only | /-/' | 12-8 |
AAAAA | Letters and Custom Characters Only | ad'/c | 12345 |
NNNNN | Numeric and Custom Characters Only | 12'/4 | abcdf |
????????? | Any Character | 12/3ab--c |
Set ID as mandatory - Use this option to avoid allowing users to create themselves without an ID number.
Alternate ID / SSO options
Enable alternate ID support - This option allows your Users to have a secondary ID which could be a card number for Magnetic Card readers or a secondary ID used for SSO (Single Sign-On).
Allow using an alternate ID from external access - This option allows your Users to use the secondary ID as well as the primary ID (which always is enabled) when logging into the portal using SSO.
Display alternate ID in reports - This option adds a button to reports that allow you to print the Alternate ID instead of the Student ID on reports in Accudemia.
Other Optional Requirements
Phone is required/Use Phone Mask - This option makes the Phone Number a required field so that when someone manually creates a User in the system they will have to include the phone number as well as the standard required fields (First Name, Last Name, and ID number). You can also choose to help them by creating a Phone Mask that could include a popular area code for your area such as: “(407) 999-9999” which would now pre-fill “(407)” and allow any numbers in the “999-9999” section when creating a User. This mask uses the same characters as above in the Users' ID Mask.
Email is required - This option makes the Email a required field so that when someone manually creates a User in the system they will have to include the phone number as well as the standard required fields (First Name, Last Name, and ID number).
Address is required - This option makes the Address a required field so that when someone manually creates a User in the system they will have to include the phone number as well as the standard required fields (First Name, Last Name, and ID number).
Password must meet complexity requirements - This option requires that Users create a complex-compliant password. Here are the rules it will use:
- It must contain characters from at least two of the following categories:
- UPPERCASE characters (A-Z)
- lowercase characters (a-z)
- Numbers (0-9)
- Symbols (!,@,#,$,%,^,&,*,_,-,+, etc.)
Access Restrictions
This section allows you to give special permissions to the predefined User types (Students, Tutors, and Instructors) in Accudemia.
Students can access the sessions log screen - This option enables the Student to view the Session Logs screen (filtered on only them) as with the default settings they can only run reports on their visits when logged into Accudemia.
Non-administrators can edit own email address - This option allows non-administrators(students, tutors, instructors) to edit their own email address.
Tutors can edit their own schedule - This option allows Tutors the ability to create and make changes to their schedules. By default, a College or Center Administrator would make their schedule.
Tutors can view all sessions - This option allows Tutors to view all session logs instead of being filtered to only view their sessions with Students in the Session Logs screen.
Tutors can edit their own session comments - This option allows Tutors to edit the Session Comments they've made previously. This is not enabled by default.
- Max hours for tutors to edit session comments: X - This option lets the Tutors set the time (in hours) that a tutor has to edit the comments of a session log. After the time expires the Tutor can only Add comments
Tutors can bulk sign-in students - This option allows Tutors to manually sign-in Student(s) to the Center (individually or in a group).
Tutors can bulk sign-out students - This option allows Tutors to manually sign-out Student(s) at the Center (individually or in a group).
Tutors can sign themselves in and out from any screen - This option allows Tutors to manually sign in and sign out from any Kiosk.
Professors can edit Class attendance - This option allows Instructors to manually adjust the Roll Call screen for a Class in Accudemia. This is disabled by default as most Instructors will typically use the Sign-in Station option for the Classroom. Using a Sign-in Station in the Classroom the Student(s) can swipe in and swipe out on their own while the Sign-in Station cycles through the Classes based on the current time.
Display student ID in session logs, manage center screens, and others - Select whether users can see and filter by student ID in screens like Session Logs, Manage Center screen, New Appointment screen, or certain exports.
Allow professors to access tutoring assessment reports - This option allows professors to run and view the tutoring assessment reports
Extended Profile
This section allows you to choose who these options are shown on. Typically this is stored profile information that is used to display additional information uploaded on the Student but they could be used to store information for other User types.
Communication
This section allows you to enable several communication options such as chat, SMS, and Email communications between users that are logged into Accudemia. You can enable Communication options that can help facilitate the introduction and talk about expectations for the first tutoring session in the Administration > Control Panel > User Accounts section of Accudemia.
Enable messaging - This option enables a messaging feature (via e-mail) that appears at the bottom of the screen when a User is logged into Accudemia.
Enable chat - This option enables a chat (Instant Messaging) feature that appears at the bottom of the screen when a User is logged into Accudemia.
Enable communication in sign-in stations - This option enables both the chat (Instant Messaging) and messaging (via e-mail) features when a User is logged into Accudemia from a computer designated as a Sign-in Station.
Enable communication between students - This option allows Students to use the communications options to message and chat with each other.
Center administrators' e-mail address(es) - This option allows you to set up an e-mail address for Users that have questions regarding the questions about the appointments setup or problems they are having in the system. Engineerica Systems does not support other users that are not listed as Technical Contacts so this option allows those other Users to get help.
Denotes a College-level only setting because it affects the interface that all users see in Accudemia.
The Communications Bar
Depending on the options enabled the users who have access will now see a communications bar at the bottom of the Accudemia interface as shown below:
Sending a New (Email) Message
This New Message button on the Communications bar allows sending messages between users. This module displays a “New Message” pop-up window to create a new message. To create the message:
- Search for and select the user's full name (or ID).
NOTE: You may have to click on the search category to find the user which includes:
- Contacts (default): Allows you to send messages to anyone you've added as a contact in the Chat System in Accudemia.
- Everyone: Allows you to send messages to anyone in Accudemia.
- Groups: Allows you to send messages to any group of people in Accudemia.
- Classes: Allows you to send messages to any class of Students in Accudemia.
- Type the Subject for the email message and type your Message to the selected user(s).
- Then click the Send button to send it.
Sending a New (SMS) Text Message
This New Text Message button on the Communications bar allows sending SMS Text messages between users. This module displays a “New Text Message” pop-up window to create a new message. To create the message:
- Search for and select the user's full name (or ID).
NOTE: You may have to click on the search category to find the user which includes:
- Contacts (default): Allows you to send messages to anyone you've added as a contact in the Chat System in Accudemia.
- Everyone: Allows you to send messages to anyone in Accudemia.
- Groups: Allows you to send messages to any group of people in Accudemia.
- Classes: Allows you to send messages to any class of Students in Accudemia.
- Type your Message to the selected user(s). NOTE: The message will need to be brief to fit in one SMS text message. In other words, you'll need to limit the message to less than 255 characters as the Accudemia system will only send one SMS text message at a time.
- Then click the Send button to send it.
Inbox
This area simply displays a copy of all messages received from other users who sent messages in Accudemia. Simply click the Subject line to read and reply to the email.
Using the Chat System
Click the Chat button to see your contacts list.
- To add new contacts, click Add Contacts at the bottom of the application.
- An Add Contact pop-up window will display the option to search through all Accudemia users.
- Click Add to send an invitation to the selected user you want to be a Contact.
- Now, simply wait for them to accept your invitation (or call them and tell them to accept it).
SAML 2.0 Single Sign-On
- <saml:Subject>
- <saml:NameID Format="urn:oasis:names:tc:SAML:1.1:nameid-format:unspecified">111-11-1111</saml:NameID>
- ...
- </saml:Subject>
For
any questions regarding this new feature, please contact our support team at support@accudemia.com or simply Submit a Ticket on this site.
CANVAS SSO Single Sign-On
This feature allows Accudemia to authenticate users using CANVAS SSO. It simplifies password management and increases security. This section will explain how to do this.
Configuring Accudemia 1. Log into Accudemia with an administrative account.
2. Go to Administration > Control Panel > User Accounts from the navigation menu at the top of the screen.
3. Scroll down to the Canvas SSO section and copy the “Canvas Developer Key - Client ID string (this is automatically generated, see an example highlighted below).
Copy the generated Developer Keys in the Client ID field (highlighted here), we will paste this key in Step 5.
4. Go to your Canvas portal and create a new Developer Key (API Key)
5. Create the new developer Key using the information copied from Accudemia in step 3 above.
5.1- Set a name for this key (typically you want to include the App name and any other relevant data) 5.2- Set an email (typically you want to have the administrator email for the app) 5.3- Paste here the key copied in step 3 (the key generated by Accudemia for the integration with Canvas) 5.4- Paste here the key copied in step 3 (the key generated by Accudemia for the integration with Canvas) again. 5.5- Save all changes
6. Copy some information from the Developer Key screen in Canvas to Accudemia's Canvas SSO page.
Here see side by side both configuration pages, the Canvas “Developer Key” screen on the left, and the Accudemia “Canvas SSO” page on the right, the arrows indicate which value from Canvas goes to Accudemia, notice that this is the Developer Key we just created from step 5.
6.1 - Canvas URL: Copy your Canvas system URL to the field “Canvas URL” in Accudemia
6.2 - Copy the Canvas Client ID to the field “Canvas Developer Key - Client ID” in Accudemia.
6.3 - Click the “Show Key” option on the Canvas “Developer Key” screen to display a string(the actual key) that needs to be copied to the field “Canvas Developer Key - Client Secret” in Accudemia.
6.4 - This prefix could be any string, such string would be attached to the Canvas unique identifier number that is returned when a user logs in through the Canvas portal, in this example, when the user with identifier #1 in Canvas logs in the value would read “CANVAS1”, the prefix being “Canvas” and “1” the unique identifier for that user. 6.5 - Set a logout URL, this is the URL you want users to go to after logging out of Accudemia.
6.6 - Enable Canvas SSO so users can start using this method of authentication.
6.7 - Test several users to make sure it all works as expected. notice that even if Canvas SSO is enabled you can use this link to sign in using Accudemia credentials instead of SSO credentials: https://YOURDOMAIN.accudemia.net/LoginForm.aspx where you need to change YOURDOMAIN with the real domain you are using in Accudemia.
Please notice that each user in Accudemia must have a Canvas unique ID value loaded in any of their profile “Alternate ID fields” for them to be able to log in using Canvas SSO. Following the previous example the user with unique identifier #1 in Canvas, following the prefix concatenation to form the value “CANVAS1” must have such value in any of the Secondary ID or Other ID fields, as seen below the “CANVAS1” value which works as an identifier to the Canvas SSO process is on his Secondary ID field, so basically this user “Jorge Rodriguez” would log in through Canvas and then Canvas would provide the value “CANVAS1” to Accudemia as an identifier, so Accudemia can search which user in the system has that value “CANVAS1” in any of the Alternate ID fields, once Accudemia finds that value in the user “Jorge Rodriguez” then Accudemia would grant the permissions to this user to go in Accudemia.
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