Go to Settings > Staff Directory and select a user's name to edit their access rights. Permissions control which applicants they can see (rosters, campuses, programmes and grades), what they can do with them, and which settings they can edit. Defaults come from the user's department.
For admins setting what each staff user can view and do in OpenApply. Explains every permission group.
Edit a user's permissions
Go to Settings > Staff Directory.
Select the user's name.
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Edit the access rights for that user.
A user's default permissions come from the department they are assigned to. By default, the Admissions department has full access to the system, with all the permissions described below. For more on users and departments, see Creating your Staff Directory and Managing Users.
| Permission group | Controls |
|---|---|
| 1. Rosters | Which rosters and applicant statuses the user can view |
| 2. Campuses | Which campuses the user can view applicants for |
| 3. Programmes / Grades | Which programmes, grades or year groups the user can view applicants for |
| 4. Dashboards | Access to the re-enrolment, payments and analytics pages |
| 5. Profile Permissions | What the user can do with applicants and agents |
| 6. Data Categories | Which categories of forms, files and checklist items the user can access |
| 7. General & Account Settings | Which system settings the user can view and edit |
| 8. Admissions Settings | Which Admissions settings the user can view and edit |
1. Rosters
Sets which rosters, and therefore which applicant statuses, the user can view:
| Roster | Statuses shown |
|---|---|
| Enquiries | Pending |
| Applicants | Applied, Admitted, Waitlisted and Declined |
| Students | Enrolled |
| Alumni | Graduated and Withdrawn |
| Families | All families (parents and children) in the system |
Access to the Families roster gives access to all statuses.
2. Campuses
Sets which campuses the user can view applicants for.
3. Programmes / Grades
Sets which programmes, grades or year groups the user can view applicants for.
4. Dashboards
Sets whether the user can view the re-enrolment, payments and analytics pages.
5. Profile Permissions
Sets which actions the user can take relating to applicants:
| Permission | The user can |
|---|---|
| Bulk Messages | Send messages in bulk from the roster |
| Access applicant profiles | View individual applicant profiles |
| Create, Edit and Delete applicant profiles | Create, edit and delete applicants |
| Profile Actions | Add notes, files and checklist items; schedule events and interviews; assign tasks to users; create indicator logs |
| Payment & Invoices | View, reconcile and edit payments on the applicant profile |
| Access agent profiles | View agents |
| Create, Edit and Delete agent profiles | Create, edit and delete agents |
6. Data Categories
Sets whether the user can access forms, files and checklist items in each data category:
General
Academic
Financial
Learning Support
Legal
Medical
Wellbeing
Restricted
You assign Data Categories to forms, file upload fields and checklist items in their own settings.
7. General & Account Settings
Sets which system settings the user can view and edit:
School Settings
Staff Directory
Forms
CRM Preferences
Payments
Billing
Audit Log
Email Error Log
Import & Export: All Data
Integration
8. Admissions Settings
Sets which settings the user can view and edit within the Admissions settings:
Programme
Status & Notification
Events
Checklist
Re-Enrolment
Task Types
Review Mode