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Editing or Viewing Default Capabilities for Individuals

Who can do this with default capabilities?

School Network Administrators, School Network Staff, School Administrators, School Staff

These steps describe how to view or change one person's capabilities. Capabilities determine which tasks each person can perform in the software. Usually, each person in a user group has the same capabilities. However, administrators can change the capabilities for individual users, and district and school staff can view those capabilities.

As you follow these steps, keep these restrictions in mind:

  • School administrators can change capabilities for personnel in their school, but not other personnel. School staff can only view capabilities for personnel in their school.
  • You cannot edit or view capabilities for a person whose record is inactive. (When you search for the person's record, you will see "Inactive" next to the person's name if the record is inactive.) If you want to view capabilities for an inactive personnel record, you must activate it first.

If you are a school administrator or school staff member assigned to more than one school, you must choose the school to work in before following these steps. To do that, select your name at the top of the page; then, select Change Role in the menu that opens. You can then choose the school.

  1. On the Home page, click Users.
  2. Click View Personnel.
  3. Search for the personnel member whose capabilities you want to change:
    • If you want to see a list of all personnel, do not enter any search criteria and skip to step 4. (For school administrators, this finds all personnel in the school.)
    • You do not need to fill in all the fields, and you do not need to type complete information; the software can perform partial matches. For example, if you type "Ma" in the blank First Name field, the search results would show personnel named Maria, Maya, Mark and Matthew.
    • School network administrators and school network staff can use the School drop-down list to select the person's school.
    • If you are a school administrator, you can only find personnel assigned to your school.

  4. Click Search.
  5. The matching personnel will be listed at the bottom of the page; click Select in the row for the person whose capabilities you want to edit. (If the list is long, you will not see all of the results, but you can click Next >> to move forward through the list and << Previous to move back.)
  6. Personnel who are assigned to more than one school or to both a school and the school network will be listed more than once. Be sure to select the location for which you want to view or change the person's information.

  7. Click Edit Capabilities for Personnel Record.
  8. The user has each capability that is ticked in the list on the Edit User Capabilities page. The Product column shows you which program uses each capability.
    • To add another capability, tick the box for that capability.
    • To remove a capability, remove the tick mark from the box for it.

  9. Click Save when you have finished editing the default capabilities for this person; then, click Done after viewing a list of the changes that were made.
  10. Click Cancel to leave this page without making any changes.

  1. On the Home page, click Users.
  2. Click View Personnel.
  3. Search for the personnel member whose capabilities you want to view:
    • If you want to see a list of all personnel, do not enter any search criteria and skip to step 4. (For school administrators and staff, this finds all personnel assigned to your school.)
    • You do not need to fill in all the fields, and you do not need to type complete information; the software can perform partial matches. For example, if you type "Ma" in the blank First Name field, the search results would show personnel named Maria, Maya, Mark and Matthew.
    • School personnel can only search for and view capabilities for personnel assigned to their school.

  4. Click Search.
  5. The matching personnel will be listed at the bottom of the page; click Select in the row for the person whose capabilities you want to edit. (If the list is long, you will not see all of the results, but you can click Next >> to move forward through the list and << Previous to move back.)
  6. Personnel who are assigned to more than one school or both a school and the school network will be listed more than once. Be sure to select the location for which you want to view the person's capabilities.

  7. Click View Capabilities for Personnel Record.
  8. The View User Capabilities page lists the capabilities that have been granted to this person. The Product column shows which programs use each capability. When you have finished viewing the person's capabilities, click Cancel.