Articles on: Configure Settings

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

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.

Setting Restrictions

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

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

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

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.

Upcoming Releases

Note: There will be a few releases for this module to define various restrictions, see release notes for each release inclusion here.

Updated on: 12/12/2024

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