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.
Roles and permissions
Roles and permissions are defined in several authorisation areas as detailed in the table Admissions permissions.
|
Feature |
Authorisation area |
Description |
|---|---|---|
|
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 |
View the Data visualisation that displays data in graphs and tables to provide the big picture of the applications being processed. |
|
|
Integrations |
Import applications and reference data and troubleshoot errors during the import of applications. |
|
| Quotas and targets | 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.
| Authorisation area | Permissions | Description |
|---|---|---|
| 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:
|
| Admissions > Applications | Applications - View |
View application data on the following tabs:
|
| 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 > UK visa sponsorship | UK visa sponsorship - Create | Create a CAS request on the Identity and immigration tab. |
| Admissions > UK visa sponsorship | UK visa sponsorship - View | View the CAS request status on the Identity and immigration tab. |
| 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 > 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 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:
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.
| 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.
| 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:
|
| Applications - View | Yes | Yes | Yes |
View application data on the following tabs:
|
| 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. |
| UK visa sponsorship - Create | No | Yes | Yes | Create a CAS request on the Identity and immigration tab. |
| UK visa sponsorship - View | Yes | Yes | Yes | Create a CAS request on the Identity and immigration tab. |
Applications management
The table Applications management details the permission and default role Application manager required to use the Application queries.
| 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.
| 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.
| 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.
| Role | Data visualisation viewer | Description |
|---|---|---|
| View data visualisation | Yes | View data visualisation. |
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.
| 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. |
| 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. |
| 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.
| 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. |
| 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.
| 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.
| 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. |