Go to Settings > Staff Directory. Use Manage Departments to set default permissions for each department, Add New User to add staff, and select a user's name to update or archive them.
For admins who add staff to OpenApply, set what they can access and choose which notifications they receive.
| I want to | Go to |
|---|---|
| Set default permissions for a group of staff | Manage departments |
| Add a staff member | Add a new user |
| Change a user's details, permissions or notifications | Update a user account |
| Remove a user | Archive a user account |
Manage departments
Users belong to departments, and each department has default access permissions. You can refine a user's permissions individually. There are five departments by default:
| Department | Default access |
|---|---|
| Admissions | Complete access to everything |
| Technology | A limited set of settings: Import/Export, Integration, Forms, Pages, Users and General options |
| Finance | Applicant profiles and payment information |
| Academics | Applicant information, posting notes and files, and analytics |
| Read-only | Read-only access to applicant information |
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Go to Settings > Staff Directory > Manage Departments.
Select a department tab to change its name and default permissions, or to update individual permissions for users in that department. To create a department, select New Department and set its name and default permissions.
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Select Save Changes.
Add a new user
Go to Settings > Staff Directory > Add New User.
Fill in the user's details and select a Department. You can then refine their individual permissions.
Choose display and notification options at the bottom of the page (see the table below).
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Select Add User.
| Option | What it does |
|---|---|
| Display as Admissions Contact | Shows the user's name, picture, title, phone and email as a contact on the public landing page. Recommended for Admissions users. |
| Representative Mode | In the Students roster, Contacts and CRM roster, the user can only see applicants and contacts assigned to them. |
| Send Daily Digest Email & Scheduled Export | The user receives the Daily Digest email, a summary of the day's activity. If you have set up Scheduled Exports, the user also receives them. Recommended for Admissions and Technology users. |
| Send Parent Note Notifications | Emails the user when parents send messages from the parent account. |
| Send Contact Message Notifications | Emails the user when the agent sends a message in the contact's message box. |
| Send New Agent Notifications | Emails the user when an agent registers from your school's landing page. |
| Automate Cc: on Notes and Emails via Applicant Profile | Copies the user in by default on notes and emails sent from the applicant profile. You can remove them from an individual note or email. |
| Send welcome email with login instructions | Sends the new user an email explaining how to set their password and log in for the first time. Recommended for all users. |
Update a user account
Go to Settings > Staff Directory and select a user to update their details, change their permissions, turn notifications on or off, or resend the welcome email.
To resend the welcome email, select Re-send Welcome Email in the top right corner.
Users cannot change their own permission settings.
Archive a user account
Go to Settings > Staff Directory and select the user's name.
Scroll to the bottom of the page and select Archive.
When you archive a user:
- Tasks assigned to them become unassigned.
- Applicants with them as representative change to Unassigned.
- Past correspondence and reviews stay the same.