Table of Contents

User Management

Manage Predefined Users

Purpose: To add and modify students, tutors, instructors, staff, system users and groups
Way to Access: Administration> User Accounts

When you first enter this screen you will see a grid with six columns. The first column shows the persons last name, first name, and middle name. The second column shows the ID-Number, the third the gender followed by the birth date. The fifth column shows the user’s status. A green dot in the Active column indicates the user is active, while a red dot indicates an inactive user. The last column shows the users roles (student, tutor, instructor, system user).

If you click on “User Accounts” you will see all the users regardless of their role. You can use the “Show Filters” tab on the top to filter down the list or to show only one role type. You can also filter down the list from the main menu by selecting “User Account” and the type of persons you want to see.

Adding an User

General Information:


To add a new user, click on the “Create New” button. Simply enter the ID number and the password (not needed for students performing a sign in to a center). Fill in the “User Information” tab containing names, comments, gender, birth date and specify the status, if the user is active or not.

If the user ID you are saving is already in the database, you will see a warning icon, and you will not be allowed to save the duplicate ID.

Then you must select the user’s role (or roles) from the options: Tutor, Student, Instructor and System User.

It is very important to designate the correct role as the access rights to the system are very different

Depending on the user role selected, you will see new tabs appear:


Student Enrollment:
Here you can assign classes to a student on a per semester basis. This is student registration (enrollment).
Tutor Courses:
Here you can assign subjects to a tutor on a per semester basis. This is tutor registration.
Instructor Courses:
Here you can assign classes to an instructor on a per semester basis. These are the classes lectured by an instructor (instructor registration).

Manage System Users

Accudemia allows you specify the rights of the System User. Selecting a ”Predefined Role” and “Scope Area”. Accudemia has a new feature that allows you to create your own System Users Roles: Role Group Template.

Predefined Roles


College Administrator: Can manage all settings, users and centers in the college.
Center Administrator: Can manage the settings of one center.
Student Administrator: The user is allowed to create, edit and remove students.
Tutor Administrator: The user is allowed to create, edit and remove tutors.
Instructor Administrator: The user is allowed to create, edit and remove instructors.

User Roles

The follow table shows the different user's roles. Accudemia lets to College Administrator create and mixing this different user's roles.

User Role Descrption Applies to
Classes EditorThe user is allowed to create, edit and remove classesClassrooms and place holders
Student Sign Ins/Outs EditorCan make manual student sign in and sign outs (mass sign ins)Centers and place holders
Offtimes EditorCan edit place offtimesCenters, classrooms and place holders
Attendance Reports ViewerCan only see reports which are related to attendance trackingCollege
Visits Reports ViewerCan see all Reports related to visits (e.g. New Visitors, Visits History)Centers and place holders
Data ImporterCan import data college wideCollege
Surveys CreatorThe user is allowed to create, edit and remove surveys.Centers, classrooms and place holders
Referrals IssuerCan create, edit, close, re-open, change the follower, and add comments to a referral in the warning systemCollege
Tutors ManagerThe user is allowed to create, edit and remove only tutors.College
Appointment ViewerCan only view appointmentsCenters and place holders
RollCallers AdministratorCan manage the RollCallers in his administration scope (issue them and view the information related to each device)Centers, classrooms and place holders
Appointment Reports ViewerCan only see reports which are related to Appointments (e.g. Appointment Schedule)Centers and place holders
Semester CreatorCan create/edit semestersCollege
Class Attendance AdministratorCan manage the presences and absences of the students.Classrooms and place holders
Referrals AdministratorCan create/edit all options in the warning system (referrals)College
Tutor Schedules EditorCan edit Tutor SchedulesCenters and place holders
Class Attendance Reports ViewerCan only see reports which are related to class attendance reports.Classrooms and place holders
Settings EditorCan edit the SettingsCenters, classrooms and place holders
Sign In Stations CreatorCan create Sign In Stations for placesCenters, classrooms and place holders
System Administrators ManagerThe user is allowed to create, edit and remove other system users. But can only manage persons with the same or lower user rights.Centers, classrooms and place holders
Tutor Sign Ins/Outs MakerCan make manual tutor sign ins and sign outs (mass sign ins)Centers and place holders
Appointments AdministratorCan create and view appointments for all users.Centers and place holders
Student Lists Reports ViewerCan only see general reports that contains user lists.College
Terminology EditorCan edit the application terminology.College
Person Groups ManagerCan create/edit GroupsCenters, classrooms and place holders
Statistical Reports ViewerCan only see general summarized reportsCenters, classrooms and place holders
"Daily Viewer" section ViewerCan view the Daily Viewer for center attendanceCenters and place holders
Session Logs EditorCan edit Session LogsCenters and place holders
Subjects EditorThe user is allowed to create, edit and remove subjetcs for the whole college.College
Account AdministratorThe user is allowed to perform college wide operations (buy AccuCredits, use the developers API, and so on)Anywhere
Courses and Services SubscriberCan register courses and services to a placeCenters and place holders
Registration Reports ViewerCan see all reports related to Registration (e.g. Student Registrations, Course Registrations)College
Instructors ManagerThe user is allowed to create, edit and remove only instructors.College
Students ManagerThe user is allowed to create, edit and remove only students.College
Profile Questionnaire EditorCan edit the profile questionnaire.College
"Who Is In" ViewerCan see currently signed in Students/TutorsCenters and place holders
SMS SenderThe user is allowed to send SMSAnywhere
Place AdministratorCan manage all places in the user's scope (which could be a center, a classroom or the whole college).Centers, classrooms and place holders

Role Group Template

This feature allows to Colleges Administrators set new roles to predefined system users.

Steps to create a Customized Role Template
Way to access: Administration> Advanced> Role Group Template.
Click over “Create New”. Type a name for this new Customized Role. Select the new roles. Then Save the changes and your Customized role is already created.

Add this new role to a User:

Tool bar option
Way to access: Administration> User Accounts> Manage Roles
Select the role in the Role group template drop list. Select scoping the place.Click over accept. For Security issues Accudemia displays a warning pop up; click over yes and your new role will be set.

Editing User role
Way to access:Administration> User Accounts
Editing a user, click over “Is System User” check box. it will display role group tab. Select the role. Then save the changes.

Edit Users

Find the person you wish from the list in the grid. Use the Search button, or the grid filtering feature to find the required person. To edit the record, click on the “Edit” button or double click on the record. Make your changes and then click on the “Save Changes” button to keep them, or click on the Cancel button to keep the data without saving your changes.

Making a Person Inactive To inactivate a student, edit the person as described above, unchecked Active check box, and save the record. When the person is inactive, a red dot will appear in the active column of the list box. Inactive students are not allowed to sign in.

Deleting a Person To delete a person, first highlight the name, and then click on the Delete button. You will see a confirmation message: If you answer “Yes”, Accudemia will check the database to see if there are related records in other tables. If no related records exist, Accudemia will delete the student.

If you answer “Yes”, Accudemia will delete the person's record and all related records, such as sign-in records and messages.

Profile: In this tab you have the person’s profile questionnaire (if so required by the college settings). The questions can be edited in the Profile Questionnaire.