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# User Access Period


# User Access Period

The **User Access Period** defines how far **back** a user can adjust historical information within the current financial year.
User Access is managed, **per User Role** that you have created for your Service to assist you with limiting the changes that Users can make to bookings within your Organisation.

| To assist you further with this process, see the video: [User Access period](https://vimeo.com/1032921268/8b963de4b2)

### User Access Periods

You set the User access period for the **Role Group** you have selected, and the number of weeks where changes can be made.

| Access period = Monday to Sunday

* Current week Monday to Sunday
* Current week + 1 week (in arrears)
* Current week + 3 weeks (in arrears)
* Current week + 11 weeks (in arrears)
* Current week + 25 weeks (in arrears)
* Full Access - No date restriction

| Note: All Users set to this User Role will now have the same **User access period**. Repeat this process for all User Roles for your Organisation.

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1xlssrg.png)

### Setting Restrictions

The **Organisation Admin** User can manage the other **User Roles** via **Settings** screen and **Manage Roles**.

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1p7h8ti.png)

The User restrictions currently includes making changes to **Bookings & Sessions** to the following information if it is outside of their access period:

| Module | Actions | Individual or Bulk |
| ---- |
| Bookings | Approve, Reject, Delete & Edit Bookings (Casual & Recurring) | Individual & Bulk |
| Attendances | Sign In/Sign Out | Bulk |
| Attendances | Edit and Clear | Individual & Bulk |
| Attendances | Mark Absent | Bulk |
| Session Reports | Withdraw | Individual & Bulk |
| Session Reports | Edit | Individual & Bulk |
| Session Reports | Delete | Individual & Bulk |

||| Note: The User will be unable to **Clear** Complete Attendances but will have the ability to mark **Incomplete & Pending** attendances to allow them to be submitted to CCS.

### Managing User Access

All **User Roles** will be defaulted to **Full Access** (unrestricted days to make changes) in Xap.
Any User who is set to **Organisation Admin** Role has the ability to change the access for other Roles within Xap.
| Please contact your Organisations' Admin Team to clarify your User Access requirements.

### Warnings when making changes outside User Access period

When a User tries to make changes to bookings, attendances, session reports outside of their User period, they will receive a warning.

### Scenario 1: Selecting booking outside of User access period.

* User Access Period = **Current week + 1 week**
* Example current week: **18th November 2024**
* Editing week of **4th November 2024**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1l0yp6p.png)

### Scenario 2: Selecting 1 booking outside of User access period and 1 booking inside User access period.

* User Access Period = **Current week + 1 week**
* Example current week: **18th November 2024**
* Editing week of **4th November 2024** & **18th November 2024**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1dovsv2.png)

### Creating new User Roles

When a new custom user role is created it will default to **Current Week + 1 week**. Once the Custom role is created, the **Organisation Admin** users can adjust the Access period as required.

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1jgx7fu.png)

### Upcoming Releases

|| Note: There will be a few releases for this module to define various restrictions, see release notes for each release inclusion [here](https://help.xap.rocks/en/article/release-notes-20-november-2024-j6r3s6/?bust=1732074700287).