Access Levels ​
The following is a list of actions a user can perform at each Access Level.
All Modules ​
These apply to Student Manager Modules: Names, Course, Instructor, Pay, Pocket Ledger, and Registration.
| Level | Description |
|---|---|
| 0 | No Access. Menu items and icons are not available to user |
| 1 | View Records Only. |
| 2 | Add Records Only. |
| 3 | Add/Edit Records. |
| 4 | Add/Edit Code Lists |
| 5 | Delete Records* |
*Minimum delete level can be changed by Student Manager Administrator.
Power Level ​
The user's Power Level is the lowest of Course, Names, Pay, Registration, Instructor, Pocket Ledger, and Report System.
These procedures require the stated Power Level:
| Level | Description |
|---|---|
| 3 | Backup Data (Tools > Backup) |
| 4 | Update Counts (Tools > Update Counts) |
| 5 | Pack/Reindex (Tools > Database Admin > Pack/Reindex) Edit UDF Labels |
| 6 | Add/Edit User Records Edit Field Labels (Edit > Preferences) Run Data Cleanup Tools |
Names ​
These settings apply to the Names module, and some apply to the Firm module.
| Level | Description |
|---|---|
| 2 | Send Quick Email to Individual (MUST also have level 2 access in E-mail) |
| 3 | Add/Edit Zip Code records |
| 4 | Print Waitlist Reports from Course Quick Reports See unencrypted SSN in nmcode2 field |
| 5 | Change Firm ID field on Firm records (e.g. when combining Firms) |
| 6 | Encrypt SSNs in NMCODE2 Mass Delete/Purge Names Mass assign address/phone to all Firm Employees (when changing it on Firm record) |
Registration ​
| Level | Description |
|---|---|
| 3 | Assess Fee Adjustments Transfer Registration Run Invoice Reports (MUST also have level 6 access in Financial Reports) |
| 4 | Overbook Course |
| 5 | Add Fee Adjustment Description on the fly Override Membership Requirements Assign Proxy to Registration |
| 6 | Add Memberships on the fly Edit Registration Fee Amount |
Pay ​
| Level | Description |
|---|---|
| 3 | Assign Invoice Numbers when running Invoices Enter custom Receipt Number when adding payments |
| 4 | Edit Payment Type |
| 5 | Set Up Payment Plan |
| 6 | Edit Deposit Numbers Edit Receipt Numbers Edit Payment Date Access Credit Card Management Tools Void Invoice/Receipt |
Course ​
| Level | Description |
|---|---|
| 2 | Clone Single Course (from course record) |
| 3 | Add Location Records Clone Location Records Duplicate (Clone) a Course |
| 4 | Cancel Course (from course record) Lock Course (from course record) Cancel Course (with Option to Refund) Clone Room |
| 5 | Mass Change/Update/Delete/Archive |
| 6 | Mass Clone (Same Dates) Mass Registration Transfer (crs -> crs) Mass Delete |
ACEweb ​
Determines staff access to Staff Web Access and ACEweb Administration procedures.
| Level | Description |
|---|---|
| 6 | Suspend/Resume Charging (Tools > Credit Card Management) |
Codes ​
| Level | Description |
|---|---|
| 3 | Access Course Proposals (Module > Catalog > Course Proposals) (MUST also be a level 4 in Course) |
Instructor Pay ​
| Level | Description |
|---|---|
| 3 | See Instructor Pay column in Courses Taught list |
Instructor ​
| Level | Description |
|---|---|
| 4 | View/Edit Instructor Evaluation Fields (on Course Instructor tab) View unencrypted ID (Faculty Preference) |
| 5 | Edit the Faculty System ID (Combining Instructors) |
Pocket Ledger ​
| Level | Description |
|---|---|
| There are no access levels that affect Pocket Ledger |
Report System ​
| Level | Description |
|---|---|
| 1 | Access Demographic, Course, Faculty, and Registration Reports |
| 2 | Access Workshop Reports |
| 3 | Access Codes and Statistics Reports |
| 4 | Modify Reports Add/Edit Queries |
| 5 | Edit [Default Report](../../student-manager/reporting/default-vs-additional Activate/Deactivate Report Add Missing Item when adding/editing queries Delete Additional Report Delete Queries |
| 6 | Move/Rename Report |
Email System ​
| Level | Description |
|---|---|
| 2 | Send Quick Email to Individual (Names) Send Quick Email to Instructor |
| 3 | Email Registration Confirmations |
| 4 | Send Quick Email to Course Send Quick Email to Canceled Students Send Quick Email to Waitlisted Students Email Roster to Instructor Email Certificates Individually Email Invoices Individually Email Course Reminders |
| 5 | Send Mass Emails |
Financial Reports ​
| Level | Description |
|---|---|
| 3 | Access Budget Quick Reports |
| 4 | Access Pocket Ledger Reports |
| 5 | Access Accounting > Enrollment & Income, Income Detail, and Deadbeat reports |
| 6 | Access Accounting > Cashbox, Daily Income reports Access Invoice Reports |