Articles on: Configure Settings

Creating Roles and Setting Permissions: Part 1

The manage roles function in Xap lets you create roles for staff members with different types of permissions to use. For example, you may set up different roles such as an admin, an educator or a casual educator. Each of these roles will have different forms of access permissions in Xap.

This help document will provide you with a detailed explanation on how to create and set permissions for roles.

Step 1: Click on settings from the left-hand menu bar.

**Step 2: ** Click on the manage roles icon.

Step 3: You will land on the manage roles page.

Step 4: You can search for roles using the search options; search for roles using a keyword and/or the status of the role.

**Step 5: ** To add a new role, click the green + sign at the top-right hand corner of the screen.

** Step 6: ** Enter in the role name.

** Step 7: ** Enter in a description of the role if you wish.

** Step 8: ** Select where you would like the role to apply.

You can choose to apply the role to an existing group of users.

You can choose to apply the role to a centre(s).

You can create a group of users if you select this option.

Permissions

Permissions are actions that a role will be able to perform. You can assign different permissions to a role.

There are three permission types:

**Read-only permission: ** The user will only be able to read the records. They cannot create, modify or delete records.
**Read & write permission: ** The user will be able to create, edit or delete records.
**Enterprise access: ** The user will be granted an enterprise login access.

** If you want to grant a role read- only permission for all the modules, click on this option: **

** If you want to grant a role read and write permission for all the modules, click on this option: **

Make sure you select at least one permission to create a role.

Dashboard Permissions

The permissions you assign to a role will affect how they can use the dashboard. The role's actions may vary from viewing the dashboard to modifying the records depending on the permissions granted. ** In the dashboard section, you can assign the role permissions to the following: overview, family, booking, waitlist, finance, activities, and learning. **

** Step 9: ** In the add role panel, select the permissions you would like to grant the role for the dashboard by selecting the relevant boxes.

** If you want to grant the role read- only permission for all the sections of the dashboard, click on this option: **

** If you want to grant the role read and write permission for all the sections of the dashboard, click on this option: **

Families Permissions

The permissions you assign to a role will affect how they can access the families module. The role's actions may vary from viewing the families records to modifying them depending on the permissions granted. ** In the family section, you can assign the role permissions to the following: family. **

** Step 10: ** In the add role panel, select the permissions you would like to grant the role for the families module by selecting the relevant boxes.

Booking and Attendance Management Permissions

The permissions you assign to a role will affect how they can access the bookings and attendances module. The role's actions may vary from viewing the bookings and attendances to modifying them depending on the permissions granted. ** In the booking and attendance management section, you can assign the role permissions to the following: overview, booking, session report, and booking bulk actions. **

** Step 11: ** In the add role panel, select the permissions you would like to grant the role for the bookings and attendances module by selecting the relevant boxes.

** If you want to grant the role read- only permission for all the sections of the bookings and attendances module, click on this option: **

** If you want to grant the role read and write permission for all the sections of the bookings and attendances module, click on this option: **

Waitlist Permissions

The permissions you assign to a role will affect how they can access the waiting list module. The role's actions may vary from viewing the waitlist to modifying the records depending on the permissions granted. ** In the waitlist section, you can assign the role permissions to the following: waitlist. **

** Step 12: ** In the add role panel, select the permissions you would like to grant the role for the waiting list module by selecting the relevant boxes.

Journey and Activities Permissions

The permissions you assign to a role will affect how they can access the journey and activities modules. The role's actions may vary from viewing the journey and activities to modifying them depending on the permissions granted. ** In the journey section, you can assign the role permissions to the following: list activities and add activities, program planning, observation, experiences, goals, resources, and learning categories. **

** Step 13: ** In the add role panel, select the permissions you would like to grant the role for the journey and activities modules by selecting the relevant boxes.

** If you want to grant the role read- only permission for all the sections of the journey and activities modules, click on this option: **

** If you want to grant the role read and write permission for all the sections of the journey and activities modules, click on this option: **

Payments and Billings Permissions

The permissions you assign to a role will affect how they can access the payments and billings module. The role's actions may vary from viewing the payments and billings to modifying them depending on the permissions granted. ** In the payment and billing section, you can assign the role permissions to the following: accounts, payments, statements, invoices, and miscellaneous charges. **

** Step 14: ** In the add role panel, select the permissions you would like to grant the role for the payments and billings module by selecting the relevant boxes.

** If you want to grant the role read- only permission for all the sections of the payments and billings module, click on this option: **

** If you want to grant the role read and write permission for all the sections of the payments and billings module, click on this option: **

Communications Permissions

The permissions you assign to a role will affect how they can access the service's communications. The role's actions may vary from viewing the communications to modifying them depending on the permissions granted. ** In the communications section, you can assign the role permissions to the following: emails, sms (credit purchase required), standard push notifications, and custom push notifications. **

** Step 15: ** In the add role panel, select the permissions you would like to grant the role in the communications section by selecting the relevant boxes.

** If you want to grant the role read- only permission for all the sections of the communications section, click on this option: **

** If you want to grant the role read and write permission for all the sections of the communications section, click on this option: **

CCS Services Permissions

The permissions you assign to a role will affect how they can access the ccss interfaces module. The role's actions may vary from viewing the ccss services to modifying them depending on the permissions granted. ** In the ccs service section, you can assign the role permissions to the following: PRODA, provider, service, personnel, enrolments and entitlements, payment reports, debt, return fee reduction, care provided and vacancy, ACCS wellbeing, IS case claims, ccss messages, and payments. **

** Step 16: ** In the add role panel, select the permissions you would like to grant the role for the ccss interfaces module by selecting the relevant boxes.

** If you want to grant the role read- only permission for all the sections of the ccss interfaces module, click on this option: **

** If you want to grant the role read and write permission for all the sections of the ccss interfaces module, click on this option: **

Reports Permissions

The permissions you assign to a role will affect how they can access the reports module. The role's actions may vary from viewing the reports to modifying them depending on the permissions granted. ** In the reports section, you can assign the role permissions to the following: family, booking, financial, ccss, waitlist, activities, and learning. **

** Step 17: ** In the add role panel, select the permissions you would like to grant the role for the reports module by selecting the relevant boxes.

** If you want to grant the role read- only permission for all the sections of the reports module, click on this option: **

** If you want to grant the role read and write permission for all the sections of the reports module, click on this option: **

Settings Permissions

The permissions you assign to a role will affect how they can access the settings module. The role's actions may vary from viewing the settings to modifying them depending on the permissions granted. ** In the settings section, you can assign the role permissions to the following: organisation details, provider details, centre details, operation details, payments and billing profile, direct debit profile, session and fees, room configuration, terms and condition, privacy policy, enrolment form configuration, roles, users, system email templates, system tags, payment and billing settings. data import, waitlist configuration, booking configuration, booking note, discount setup, groups, custom email templates, meal plans, activities, and audit trail. **

** Step 18: ** In the add role panel, select the permissions you would like to grant the role for the settings module by selecting the relevant boxes.

** If you want to grant the role read- only permission for all the sections of the settings module, click on this option: **

** If you want to grant the role read and write permission for all the sections of the settings module, click on this option: **

** Step 19: ** Once you have selected the role permissions, click on save.

** The new role has been successfully created. **

For more information, please browse through our support documents or alternatively contact our support team.

Updated on: 04/09/2020

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