This article defines each Role Type in ConexED and is applicable to all users.
Every user in ConexED is assigned a role. Roles determine which platform features users can access and what data they can see.
Student Role
The Student role has the least access and permissions and permits a user to see only the data that pertains to them. Users with the Student Role have access to the Student Support Directory, their profile and calendar settings, as well as the archives and chat histories of their own meetings. In addition, they will see their Student Dashboard, which displays displays key information including notifications, announcements, course schedules, assigned tasks, alerts and case information, and updates on their Milestone progress and accomplishments.
Please Note: All users enter the system in the Student Role, this is to ensure new users cannot access data they should not have access to. Upon system login for the first time, a role upgrade request is made, either by using the request role upgrade, when available, or by contacting their campus supervisor. The user role will remain as such until a role upgrade has been requested and completed.
Front Desk Agent Role
The role of Front Desk Agent, is the lowest level employee role and lowest level student worker role. This role provides limited views of system data and meeting history. This role allows a user to access the group calendar, use student lookup tools, schedule appointments, and drop-in's for each group they are in. They are authorized to manage appointment details, cancel, extend, reschedule, and check people in and out of meetings for every group they are in. This role allows access to the Student Lookup, which enables users with the Front Desk Agent role or higher to access a student profile and detailed appointment information, provided such details are not restricted by other permission settings. This role does not permit the user to be scheduled for meetings or drop-ins.
Student Worker Role
The Student Worker Role is designed for student workers who meet with students. For example, peer tutors, career peers and student ambassadors. The role ensures strict adherence to data privacy and access limitations. As with the Front Desk Agent role, this role provides limited views of system data and meeting history. This role allows access to the Student Lookup, which enables users with the Front Desk Agent role or higher to access a student profile and detailed appointment information, provided such details are not restricted by other permission settings. They are authorized to manage appointment details, including canceling, extending, rescheduling, and checking in or out students.
A user with this role can also be also be assigned in other groups as a front desk agent. This occurs when they need the ability to schedule on behalf of a student for other groups, or if they need to act as virtual lobby moderators in other groups.
Faculty/Staff Role
The Faculty/Staff role offers the highest level of access for employees that meet with and work with students, prospective students, and patrons in campus service areas, but do not need to have access to group configuration settings. These users are assigned to groups in the Faculty/Staff section. They have access to the group calendars for all groups they are in, their own profile settings, and appointment management features. They also have access to their profile settings, individual reports, meeting archives, and chat history.
Those with a Faculty/Staff role can also be assigned in other groups as a front desk agent. This occurs when they need the ability to schedule on behalf of a student for other groups, or if they need to act as virtual lobby moderators in other groups.
Group Manager Role
A Group Manager is the user role that is assigned to employees that manage or oversee campus service areas. It is our lowest-level management/supervisor role. It allows a user access to Group Settings for set-up and configuration. Group configuration includes adding users, locations, login options, and reason codes, as well as creating custom forms, email templates, virtual lobby messages, and other settings specific to the group scheduler. It allows access to group reports, appointment management, archives, chat histories, users and data for each group they are in.
Those with a Group Manager role can also be assigned in other groups as a front desk agent. This occurs when they need the ability to schedule on behalf of a student for other groups, or if they need to act as virtual lobby moderators in other groups.
Please Note: Being assigned the role of Group Manager does not give a user to access to all data and features within a group. It is the combination of the role assignment and the group placement in the Group Admin section, that gives the user the specific access for their group.
Department Director Role
Department Directors have access to settings, reports, appointment management, archives, chat histories, data, users, and analytics for every group and department they are in. Department Directors can be assigned to specific groups in the Group Admin Section, as well as assigned to the entire Department as a Department Admin. The also have access to everything that the roles with lower-level have.
Scheduling Control Center: Department Directors have access to the Scheduling Control Center. Here they can use the Master Scheduler, create Schedule Exceptions, create Reason Codes, and access Reports.
Institutional Administrator Role
Some Districts have the role of Institutional Administrators, and this is the highest-level access that can be granted for that specific institution. This role has access to all settings, reports, appointment management, meeting archives, chat histories, and data and analytics for all departments, groups, and users within their institution. Only a ConexED or Institutional Administrator can upgrade or downgrade a users role.
Access to Admin Panel
Institutional Administrators have access to the Admin Panel to monitor department activity and access backend information. To access the Admin Panel, go to the top toolbar located in the upper right corner of the page and click on the gear icon. Administrators can view meeting recordings and chat history, add or delete departments, groups, and users, and review user activity across all departments within their institution.
ConexED Administrator Role
The highest level of permission and access comes with the role assignment of ConexED administrators. This role can access to all settings, reports, appointment management, meeting archives, chat histories, and data analytics across all departments, groups, and user accounts. Only ConexED administrators are authorized to modify a user's role, whether upgrading or downgrading it. Best practice would be to limit those with this level of access to a small amount of users.
Access to ConexED Admin Panel
ConexED Administrators monitor department activity and configure institution settings via the admin panel. Administrators have the capability to access meeting recordings and chat history, manage departments, groups, reason codes, locations, and users, as well as monitor user activity across all departments. To access the Admin Panel, go to the top toolbar located in the upper right corner of the page and click on the gear icon. The settings tab within the Admin Panel serves as the central access point for configuring technical integrations, including login types.