04 November 2024

Admissions permissions

Admissions staff that process applications belong to groups that may need to be assigned to roles in several authorisation areas. For example, assigned to roles in the Admissions area Applications to view applications and to roles in the People area Data to view the person profile of applicants.

Desk-based processing

Groups can be assigned to roles with permissions at all desks or roles with permissions at specific desks only in desk-based processing.

Desk-based processing ensures that admissions staff can only process applications at their assigned desks. The Admissions area Applications has a Desk access area that defines the roles and permissions that apply to all desks. Then, a child area for each desk that defines the roles and permissions for that desk. Therefore, groups assigned to a role at a desk only have the permissions of the role at that desk. For example, admissions staff in a group assigned to a role, such as the role Applications Supervisor at the Health desk, only have the permissions associated with the role at Health desk and cannot view or process applications at other desks.

The diagram Desk-based processing shows group of admissions staff mapped to the group MySupervisorGroup, which is assigned to the role Applications Supervisors to process applications at the Health desk only.

Groups in desk-based processing — Desk-based processing

Roles and permissions

Groups must be assigned to the Web app Applications.

Roles and permissions are defined in several authorisation areas as detailed in the table Admissions permissions.

Admissions permissions
Feature	Authorisation area	Description
Agent portal	Admissions area Agent portal	View the agent portal, and upload and download documents.
Application portal	Admissions area Applicant portal	View the application portal, and upload and download documents.
Applications	Admissions area Applicants	View and edit the applicant data on applications. Groups assigned to the roles in the Applicants area must also have the corresponding view or edit permission in the Applications area.
	Admissions area Applications	View and edit applicant and application data. Also, permissions for decision making, tagging, and delete applications. The Desk access area enables the permissions to be defined at each desk in desk-based processing,
	Communications area Services	View, edit, and send communications to applicants.
	People area Data	View and edit the person profile of applicants. Also, perform tasks such as delete a person.
Application queries	Admissions area Applications management	Search for applications across all desks.
Create applications	Admissions area Create applications	Add applications for existing applicants.
Applicant merge/unmerge	People area Duplicate match	Merge and unmerge applicants in duplicate matching. Enable duplicate matching in system admin. For more information, go to System admin permissions.
Data visualisation	Admissions area Data visualisation	View the Data visualisation that displays data in graphs and tables to provide the big picture of the applications being processed.
Documents	Admissions area Documents	Documents access control for document categories.
Integrations	Integrations	Import applications and reference data and troubleshoot errors during the import of applications.
Quotas and targets	Admissions area Quotas and targets	Create a quota and target, defining the criteria for the quota, including the entry points, applicant details, and the capacity limit or target quantity required.

Permissions look-up table

Search the Admissions permissions look-up table to quickly find the permissions required for features. For example, to find the permissions related to decision making, enter Decision.

Admissions permissions look-up
Authorisation area	Permissions	Description
Admissions > Agent portal	Agent portal – Edit responsible agents	Edit the responsible agent assigned to applications.
Admissions > Agent portal	Agent portal - View	View the agent portal.
Admissions > Agent portal	Agent portal - View all	Upload and delete documents.
Admissions > Agent portal	Applicant – Edit communication language	Edit an applicant's preferred communication language.
Admissions > Agent portal	Applicant – Edit contact details	Edit an applicant's contact details.
Admissions > Agent portal	Applicant – Edit emergency contact	Edit an applicant's emergency contact and nominated proxy.
Admissions > Agent portal	Applicant – Edit personal details	Edit an applicant's personal details.
Admissions > Agent portal	Application – Request deferral	If enabled for applications, agents can request deferral on the behalf of applicants.
Admissions > Agent portal	Application – Request withdrawal	If enabled for applications, agents can withdraw applications on the behalf of applicants.
Admissions > Agent portal	Application – Respond to offers	Respond to offers on behalf of applicants.
Admissions > Agent portal	Documents - Edit	Upload and delete documents.
Admissions > Applicant portal	Applicant – Edit communication language	Edit their preferred communication language.
Admissions > Applicant portal	Applicant – Edit contact details	Edit their contact details.
Admissions > Applicant portal	Applicant – Edit emergency contact	Edit their emergency contact and nominated proxy.
Admissions > Applicant portal	Applicant – Edit personal details	Edit their personal details.
Admissions > Applicant portal	Applicant portal access	View the applicant portal.
Admissions > Applicant portal	Application – Request deferral	If enabled for applications, request deferral.
Admissions > Applicant portal	Application – Request withdrawal	If enabled for applications, withdraw applications.
Admissions > Applicant portal	Application – Respond to offers	Respond to offers.
Admissions > Applicant portal	Documents - Edit	Upload or delete the documents for applications, such as upload copies of passports.
Admissions > Applicants	Academic review - Edit	Start an academic review of an application and add or remove academic reviewers to review applications.
Admissions > Applicants	Academic review - View	View the information of the academic reviewers assigned to applications.
Admissions > Applicants	Agent - Edit	Edit data on the Agents tab.
Admissions > Applicants	Agent - View	View the Agents tab.
Admissions > Applicants	Education and experience - Edit	Edit data on the Education and experience tab.
Admissions > Applicants	Education and experience - View	View the Education and experience tab.
Admissions > Applicants	Identity and immigration - Edit	Edit data on the Identity and immigration tab.
Admissions > Applicants	Identity and immigration - View	View the Identity and immigration tab.
Admissions > Applications	Academic review - Edit	Send recommendation requests and edit the academic reviewers assigned to applications.
Admissions > Applications	Academic review - View	View the information of academic reviewers assigned to applications.
Admissions > Applications	Application - Delete	Delete applications.
Admissions > Applications	Application completion status - Edit	Set the status of an application to Closed, send an application to enrolment, or set the status of an application set to Closed or Sent to enrolment to Received.
Admissions > Applications	Applications -Edit	Edit application data on the following tabs: Application tab Clearance check tab Documents tab - also requires the permissions Document - Edit. Questions and responses tab Custom data tab
Admissions > Applications	Applications - View	View application data on the following tabs: Application tab Clearance check tab Documents tab Questions and responses tab Custom data tab
Admissions > Applications	Credit review - Edit	Send invites for credit offer recommendations to reviewers and add or remove reviewers assigned to applications.
Admissions > Applications	Credit review - View	View the reviews of credit offers.
Admissions > Applications	Decision - Customise	Customise a decision.
Admissions > Applications	Decision - Edit	Edit a decision.
Admissions > Applications	Decision - Publish	Publish a decision.
Admissions > Applications	Decision - Remove response	Remove the applicant's response from a decision.
Admissions > Applications	Decision - Respond	Respond to offers on behalf of applicants.
Admissions > Applications	Decision - Unpublish	Unpublish decisions that were, for example, published with errors.
Admissions > Applications	Decision - View	View decisions.
Admissions > Applications	Document - Edit	Upload or delete the documents for applications, such as the applicant's passport.
Admissions > Applications	Finance - Edit	Edit finance information.
Admissions > Applications	Finance - View	View the Finance tab Review or edit finance information of an application, such as the fee quotations of fees applied to the application.
Admissions > Applications	Lifecycle - View	View the Lifecycle tab that details events.
Admissions > Applications	Notes - Create	Create notes for an application on the Notes tab.
Admissions > Applications	Notes - Edit	Edit notes on the Notes tab.
Admissions > Applications	Notes - View	View the notes on the Notes tab.
Admissions > Applications	Pending status - Edit	Set the status of an application from Pending to Received, or from Received to Pending.
Admissions > Applications	Review - Edit	Edit data for the academic reviews of applications on the Reviews tab.
Admissions > Applications	Review - View	View the academic reviews of applications on the Review tab.
Admissions > Applications	Selections and credit - Edit	Edit data on the Selections and credit tab.
Admissions > Applications	Selections and credit - View	View the Selections and credit tab.
Admissions > Applications	Statements and references - Edit	Edit data on the Statement and references tab.
Admissions > Applications	Statements and references - View	View the Statement and references tab.
Admissions > Applications	Tag - Edit	Edit tags for applications.
Admissions > Applications	Tag - View	View tags for applications.
Admissions > Application management	Applications Manager - View	Use the Applications manager feature to find applications at all desks
Admissions > Create applications	Create applications - Edit	Use the Create applications feature to add applications to existing applicants.
Admissions > Data visualisation	View data visualisation	View data visualisation.
Admissions > Documents	Document - View	Controls access to documents for each document category.
Admissions > Quotas and targets	Set up quotas and targets - Edit	Edit quotas and targets.
Admissions > Quotas and targets	Set up quotas and targets - View	View quotas and targets.
Communications > Services	Communications - Edit	Edit the communications templates. Editing templates requires permissions in Admissions settings.
Communications > Services	Communications - View	View the Communications tab.
Communications > Services	Communications - Send	Send communications.
Communications > Settings	Settings - Edit	Not used View or edit the communications settings.
Communications > Settings	Settings - View	Not used View the Settings page Communication templates.
Integrations > Authorisation management	Authorisation - Edit	View or edit the authorisation groups that users can be added to as part of a third-party integration. Editing integrations required permissions in System admin.
Integrations > Authorisation management	Authorisation - View	View or edit the authorisation groups that users can be added to as part of a third-party integration.
Integrations > Events and errors	Application errors - Edit	View or resolve errors for applications entering or leaving Admissions excluding SITS pipelines. Editing integrations required permissions in System admin.
Integrations > Events and errors	Application errors - View	View or resolve errors for applications entering or leaving Admissions excluding SITS pipelines.
Integrations > UCAS	UCAS settings - Edit	Edit settings for the UCAS Integration. Editing integrations required permissions in System admin.
Integrations > UCAS	UCAS import - Run	Import applications and reference data from UCAS.
Integrations > UCAS	UCAS - View	View the latest UCAS imports and settings.
People > Data	Community and nationality - Edit	Edit data on the Community and nationality tab.
People > Data	Community and nationality - View	View data on the Community and nationality tab.
People > Data	Consents - Edit	Edit data on the Consents tab.
People > Data	Consents - View	View data on the Consents tab.
People > Data	Culture and environment - Edit	Edit data on the Culture and environment tab.
People > Data	Culture and environment - View	View data on the Culture and environment tab.
People > Data	Family - Edit	Edit data on the Family tab.
People > Data	Family - View	View data on the Family tab.
People > Data	Identity - Edit	Edit data on the Identity tab.
People > Data	Identity - View	View data on the Identitytab.
People > Data	Individuality and characteristics - Edit	Edit the Identity claims identifier on the person's profile.
People > Data	Individuality and characteristics - View	View the Identity claims identifier on the person's profile.
People > Data	Individuality and characteristics - Edit	Edit data on the Individuality and characteristics tab.
People > Data	Individuality and characteristics - View	View data on the Individuality and characteristics tab.
People > Data	Merge history details - View	View the history of the merged records of applicants.
People > Data	Person search - View	View the person search bar.
People > Data	People - Delete	Delete person records.
People > Data	Residence and communication - Edit	Edit data on the Residence and communication tab.
People > Data	Residence and communication - View	View data on the Residence and communication tab.
People > Data	Staff details - Edit	Edit data on the Staff details tab.
People > Data	Staff details - View	View data on the Staff details tab.
People > Data	Tag - Edit	Edit tags for a person.
People > Data	Tag - View	View tags for a person.
People > Duplicate match	Manual merge	Merge applicants.
People > Duplicate match	Manual override	Set the merge status of applicants from Pending to No duplicate.
People > Duplicate match	Manual unmerge	Unmerge applicants.
People > Settings	Duplicate match - Edit	Edit the settings for duplicate matching. Groups must be assigned to roles with permissions in System admin.
Web apps> Applications	Use application	Use the Applications app.

Authorisation areas

The authorisation areas with roles and permissions are as follows:

Agent portal

Agents belong to groups assigned to roles with permissions to access the agent portal and upload documents on the agent portal.

The table Agent portal details the permissions for the default roles.

Agent portal
Permission	Agent applications viewer	Agent applications manager	Agent applications admin	Description
Agent portal – Edit responsible agents	No	No	Yes	Edit the responsible agent assigned to applications.
Agent portal - View	Yes	Yes	Yes	Access applications assigned to the agent in the agent portal.
Agent portal - View all	No	No	Yes	Access all the applications assigned to the agency, not only the applications assigned to the agent.
Applicant – Edit communication language	No	No	No	Edit an applicant's preferred communication language.
Applicant – Edit contact details	No	Yes	Yes	Edit an applicant's contact details.
Applicant – Edit emergency contact	No	Yes	Yes	Edit an applicant's emergency contact and nominated proxy.
Applicant – Edit personal details	No	Yes	Yes	Edit an applicant's personal details.
Application – Request deferral	No	Yes	Yes	If enabled for applications, agents can request deferral on the behalf of applicants.
Application – Request withdrawal	No	Yes	Yes	If enabled for applications, agents can withdraw applications on the behalf of applicants.
Application – Respond to offers	No	Yes	Yes	Respond to offers on behalf of applicants.
Documents - Edit	Yes	Yes	Yes	Upload or delete the documents for applications, such as upload copies of passports.

Applicant portal

Applicants belong to groups assigned to roles with permissions to access the applicant portal and upload documents on the applicant portal.

The table Applicant portal details the permissions for the default role Applicant portal user.

Applicant portal
Permission	Applicant portal user	Description
Applicant – Edit communication language	Yes	Edit their preferred communication language.
Applicant – Edit contact details	Yes	Edit their contact details.
Applicant – Edit emergency contact	Yes	Edit their emergency contact and nominated proxy.
Applicant – Edit personal details	Yes	Edit their personal details.
Applicant portal access	Yes	Access the applicant portal.
Application – Request deferral	Yes	If enabled for applications, request deferral.
Application – Request withdrawal	Yes	If enabled for applications, withdraw applications.
Application – Respond to offers	Yes	Respond to offers.
Documents - Edit	Yes	Upload or delete the documents for applications, such as upload copies of passports.

Applicants

The roles for the Applicants area are as follows:

Applicant viewer: View applicant information related to applications.
Applicant officer: View and edit applicant information related to applications.
Applicant manager: Same permissions as the applicant officer and can also manage the permissions of groups in the Applicants area.

The table Applicants roles and permissions details the permissions for the Applicant viewer and Applicant officer roles.

Applicants roles and permissions
Permissions	Applicant viewer	Applicant officer	Description
Agent - Edit	No	Yes	Edit data on the Agents tab.
Agent - View	Yes	Yes	View the Agents tab.
Education and experience - Edit	No	Yes	Edit data on the Education and experience tab.
Education and experience - View	Yes	Yes	View the Education and experience tab.
Identity and immigration - Edit	No	Yes	Edit data on the Identity and immigration tab.
Identity and immigration - View	Yes	Yes	View the Identity and immigration tab.

Applications

The default roles are as follows:

Application viewer

Resolves queries about applications- Has read-only access to most applicant information.

Application officer

Process applications through the admissions process. Has all the permissions necessary to perform standard application processing.

Application supervisor

Acts as a point of escalation for resolving unusual circumstances. Responsible for cyclical activities such as archiving or deleting unsuccessful applications.

Application manager

Full oversight of all activities and has the permissions as the role Applications Supervisor plus permissions to manage access and the following permissions:

Application completion status - Edit
Pending status - Edit

Academic reviewer

Make recommendations as an academic reviewer. Can review and edit academic review.

The table Applications roles and permissions details permissions for the Applications viewer, Applications officer, and Applications supervisor roles.

Applications roles and permissions
Permissions	Applications viewer	Application officer	Applications supervisor	Description
Academic review - Edit	No	Yes	Yes	Send recommendation requests and edit the academic reviewers assigned to applications.
Academic review - View	Yes	Yes	Yes	View the information of academic reviewers assigned to applications.
Application - Delete	No	No	Yes	Delete applications.
Application completion status - Edit	No	No	No	Set the status of an application to Closed, send an application to enrolment, or set the status of an application set to Closed or Sent to enrolment to Received.
Applications -Edit	No	Yes	Yes	Edit application data on the following tabs: Application tab Clearance check tab Documents tab - also requires the permission Document - Edit. Questions and responses tab Custom data tab
Applications - View	Yes	Yes	Yes	View application data on the following tabs: Application tab Clearance check tab Documents tab Questions and responses tab Custom data tab
Decision - Customise	No	No	Yes	Customise a decision.
Decision - Edit	No	Yes	Yes	Edit a decision.
Decision - Publish	No	No	Yes	Publish a decision.
Decision - Remove response	No	No	Yes	Remove the applicant's response from a decision.
Decision - Respond	No	No	Yes	Respond to offers on behalf of applicants.
Decision - Unpublish	No	No	Yes	Unpublish decisions that were, for example, published with errors.
Decision - View	Yes	Yes	Yes	View decisions.
Document - Edit	No	Yes	Yes	Upload or delete the documents for applications, such as the applicant's passport.
Finance - Edit	No	Yes	Yes	Edit finance information.
Finance - View	Yes	Yes	Yes	View the Finance tab Review or edit finance information of an application, such as the fee quotations for the fees applied to the application.
Lifecycle - View	Yes	Yes	Yes	View the Lifecycle tab that details events.
Notes - Create	No	Yes	Yes	Create notes for an application on the Notes tab.
Notes - Edit	No	No	Yes	Edit notes on the Notes tab.
Notes - View	Yes	Yes	Yes	View the notes on the Notes tab.
Pending status - Edit	No	No	No	Set the status of an application from Pending to Received, or from Received to Pending.
Selections and credit - Edit	No	Yes	Yes	Edit data on the Selections and credit tab.
Selections and credit - View	Yes	Yes	Yes	View the Selections and credit tab.
Statements and references - Edit	No	Yes	Yes	Edit data on the Statement and references tab.
Statements and references - View	Yes	Yes	Yes	View the Statement and references tab.
Tag - Edit	No	Yes	Yes	Edit tags for applications.
Tag - View	Yes	Yes	Yes	View tags for applications.

Applications management

The table Applications management details the permission and default role Application manager required to use the Application queries.

Applications management
Permissions	Application manager	Description
Applications Manager - View	Yes	Use application queries to search for applications across all desks

Create applications

The table Create applications details the permission and the default role Applications officer.

Create applications
Permission	Applications officer	Description
Create applications - Edit	Yes	Use the Create applications feature to add applications to existing applicants.

Communications

The Communications areas define the permissions and roles for users required to view and edit communication templates and view the communications associated with applications.

Communications viewer: View communications with applicants.
Communications manager: View and send communications to applicants. Also edit the communications templates. For more information, go to What are communication templates?

The table Services details the permissions and roles in the Communications areas.

Services
Role	Communications viewer	Communications manager	Description
Communications - Edit	No	Yes	Edit the communications configuration and templates. Editing templates requires permissions in Admissions settings.
Communications - Send	No	Yes	Send communications to applications
Communications - View	Yes	Yes	View the Communications tab.

Data visualisation

The table Data visualisation details the permission and default role Data visualisation viewer required to view Data visualisation.

Data visualisation
Role	Data visualisation viewer	Description
View data visualisation	Yes	View data visualisation.

Documents

The table Documents details the permission for agents, applicants, and admissions staff for each document category. Note that document categories with sensitive data are highlighted, for example, the icon .

Documents
Role	Permissions	Description
Document - View	By default, permissions are defined for roles.	View documents

Integrations

The Integrations areas have the areas detailed below. Each area details the permissions for the default roles.

Integrations officer: Resolves issues with third-party integrations
Integrations supervisor: Manages third-party integrations.

Events and errors
Permissions	Integrations officer	Integrations supervisor	Description
Application errors - Edit	No	No	View or resolve errors for applications entering or leaving Admissions, excluding SITS pipelines.
Application errors - View	No	No	View or resolve errors for applications entering or leaving Admissions, excluding SITS pipelines.

SITS pipeline
Permissions	Integrations officer	Integrations supervisor	Description
Configuration - Edit	No	Yes	View the pipeline configuration and edit to manage pipeline configurations. Editing integrations requires permissions in System admin.
Configuration - View	No	Yes	View the pipeline configuration and edit to manage pipeline configurations.
Reports - View	Yes	Yes	View pipeline reports.
Runs - Edit	No	Yes	View pipeline run information, including transformation errors. Edit to manage the pipeline triggers.
Runs - View	Yes	Yes	View pipeline run information, including transformation errors. Edit to manage the pipeline triggers.

UCAS
Permissions	Integrations officer	Integrations supervisor	Description
UCAS settings - Edit	Yes	No	Edit settings for the UCAS Integration. Editing integrations requires permissions in System admin.
UCAS import - Run	Yes	Yes	Import applications and reference data from UCAS.
UCAS - View	Yes	Yes	View the latest UCAS imports and settings.

People

The People area has the roles and permissions for viewing and editing data on the person profile and using the duplicate match feature.

The default roles are as follows:

People viewer: Views information related to person.
People officer: View and edit information related to a person.
People supervisor: View, edit, and manage access to information related to a person.
People manager: View, edit, and manage access to information related to a person. People manage also has the People - Delete permission.

The People areas are detailed below.

Data

The table Data permissions defines the permissions and default roles for viewing and editing data on the person profile.

Data permissions
Permissions	People viewer	People officer	People supervisor	People manager	Description
Community and nationality - Edit	No	No	Yes	Yes	Edit data on the Community and nationality tab.
Community and nationality - View	No	No	Yes	Yes	View data on the Community and nationality tab.
Consents - Edit	No	Yes	Yes	Yes	Edit data on the Consents tab.
Consents - View	Yes	Yes	Yes	Yes	View data on the Consents tab.
Culture and environment - Edit	No	Yes	Yes	Yes	Edit data on the Culture and environment tab.
Culture and environment - View	No	Yes	Yes	Yes	View data on the Culture and environment tab.
Family - Edit	No	Yes	Yes	Yes	Edit data on the Family tab.
Family - View	No	Yes	Yes	Yes	View data on the Family tab.
Identity - Edit	No	Yes	Yes	Yes	Edit data on the Identity tab.
Identity - View	Yes	Yes	Yes	Yes	View data on the Identitytab.
Identity claims identifier - Edit	No	No	No	No	Edit the Identity claims identifier on the person's profile.
Identity claims identifier - View	No	No	No	No	Edit the Identity claims identifier on the person's profile.
Individuality and characteristics - Edit	No	No	Yes	Yes	Edit data on the Individuality and characteristics tab.
Individuality and characteristics - View	No	No	Yes	Yes	View data on the Individuality and characteristics tab.
Merge history details - View	No	Yes	Yes	Yes	View historic details of the merged records of applicants.
Person search - View	Yes	Yes	Yes	Yes	View the person search bar.
People - Delete	No	No	No	Yes	Delete person records.
Residence and communication - Edit	No	Yes	Yes	Yes	Edit data on the Residence and communication tab.
Residence and communication - View	Yes	Yes	Yes	Yes	View data on the Residence and communication tab.
Staff details - Edit	No	No	Yes	Yes	Edit data on the Staff details tab.
Staff details - View	Yes	Yes	Yes	Yes	View data on the Staff details tab.
Tag - Edit	No	Yes	Yes	Yes	Edit tags for a person.
Tag - View	Yes	Yes	Yes	Yes	View tags for a person.

Duplicate match

The table Duplicate match permissions defines the permissions and default roles for the duplicate match feature.

Enabling duplicate matching requires permissions in System admin.

Duplicate match permissions
Permissions	People viewer	People officer	People supervisor	People manager	Description
Manual merge	No	Yes	Yes	Yes	Merge applicants.
Manual override	No	Yes	Yes	Yes	Set the merge status of applicants from Pending to No duplicate.
Manual unmerge	No	No	No	Yes	Unmerge applicants.

Quotas and targets

The table Quotas and targets details the permission and default role Quotas and targets manager required to setup quotas and targets.

Quotas and targets
Role	Quotas and targets manager	Description
Set up quotas and targets records - Edit	Yes	Edit the quotas and targets including the criteria for meeting capacity limits and targets required.
Set up quotas and targets records - View	Yes	View the quotas and targets including the criteria for meeting capacity limits and targets required.