Adding & Managing Users [Team & Roles] – Acadeum Institutional Support

ACS Admin app Users are each are assigned a specific Role, providing multiple levels of access and permissions to the Acadeum Course Share platform features. When assigning user roles to your team, consider how each team member will need to engage in the system, how these roles align with your workflows, and how you might centralize key roles. For example, the University Registrar most commonly maps and approves courses and enrolls students, and therefore typically is given full Administrator permissions.

Users and their roles are managed on the Settings page. Learn more about other Admin App Settings here.

Team

From the left-hand navigation panel, click Settings. This will default to the Team tab.

ACS Admin App.Settings.Team_RolesPermissions.png

Click the Team tab to add, edit, and deactivate existing users. All admin app users for your institution will be listed here:

User - Click the User's name to view additional information such as their title, contact information, and User role. Users can be individuals or groups; learn more about Adding & Managing Users here, and How to Create a Group User here.
Role - Learn more about Roles & Permissions here.
Email - The email address to which Acadeum communications will be sent to the User.
Edit - Click the pencil icon to edit a User's information including name, title, phone, and ACS user role. Admin User emails cannot be changed. If a User's email address changes, please deactivate the existing User, then create a new User with the new email address.
Deactivate - Click the X icon to deactivate a User and all corresponding information. Once a User has been deactivated, it can only be restored by contacting the Acadeum Support team at Support@acadeum.com.

How to Create a New User

Only existing Administrators can add new users to the Admin app. This is done on the Team tab by clicking the +Add a User box.

To create an Individual user account, complete all required fields as indicated by the purple arrows below.

First Name
Last Name
Title
Email
Phone
User Role (see more information below)

ACS Settings_Team_AddUser.png

This page defaults to showing the required fields for adding a new Individual user. To create a Group user, check the box next to "Group or office account" as indicated by the red arrow above. This will change the required fields. Learn more about Creating a Group User account here.

Roles & Permissions

User Roles and corresponding permissions are defined in the Roles & Permissions tab. Only Admin app administrators can edit team members’ roles and permissions. Carefully review each user role to determine the necessary access rights/permissions for the user you are creating.

There are seven default User Roles for admin app users from partner institutions:

Institution Administrator
Enrolling Administrator
Teaching Administrator
Financial Administrator
View Only
Advisor
Course Approver

Additional roles can be created on a per-User basis.

Default User Roles

	Institutional Administrator	Enrolling Administrator	Teaching Administrator	Financial Administrator	View Only	Advisor	Course Approver
ROLE DESCRIPTION	Full account access and management. This is the only user role that can manage (and create) new user accounts for the account. Best for users who need access to both enrolling and teaching activities, as well as ability to manage the school’s user accounts.	Best for users who need to review and approve student registration requests, submit enrollment requests, and manage/update enrollments sent to TIs. The user cannot manage team members on the account, nor can the user manage any teaching activities if the school is also a teaching institution.	Best for users who need to review and approve enrollment requests, manage enrollments received from HIs, and manage courses offered by the teaching institution. The user cannot manage team members on the account, nor can the user manage any enrolling activities for the school.	The Financial Administrator is responsible for managing financial configurations and transactions within Course Share (add, remove, update one or more ACH accounts to Acadeum Wallet). The users can also view the transaction history for their institution. User cannot be deactivated if they are currently part of a dual-authorization process. The user must be removed from the dual-authorization process prior to deactivating the user.	Best for users who need to view a school’s data and account activity on Acadeum, but not update it in any way.	This user role enables users to send advisor recommendations. Users will not be able to approve courses or enroll students.	This user role enables users to search and approve courses. Users will not be able to enroll students. This user type is commonly used for Department Chairs and/or Deans for course approvals.
ACTIVITY RIGHTS	All rights including user creation and management	All enrolling activities	All teaching activities		Can only view the school’s account on the platform; Cannot download or edit data, nor respond to any requests
EMAIL NOTIFICATIONS	All	All enrolling emails	All teaching emails		None	None	None

Permissions

ACCOUNTS	Institutional Administrator	Enrolling Administrator	Teaching Administrator	Financial Administrator	View Only	Advisor	Course Approver
View user accounts & roles	✓	✓	✓	✓	✓	✓	✓
Create user account	✓
Set user role (others)	✓
Update user role (others)	✓
Update user account info (self)	✓	✓	✓	✓	✓	✓	✓
Update user account info (others)	✓
Deactivate user account (others)	✓
Update user password (self)	✓	✓	✓	✓	✓	✓	✓
Update user password (others)	✓
COURSES	Institutional Administrator	Enrolling Administrator	Teaching Administrator	Financial Administrator	View Only	Advisor	Course Approver
View/Search Courses	✓	✓	✓		✓	✓	✓
Submit Course Not Found Request	✓	✓	✓		✓	✓	✓
Approve Courses	✓	✓					✓
Schedule Course Sections	✓	✓					✓
Add Mapping to a course	✓	✓					✓
ENROLLING OPERATIONS	Institutional Administrator	Enrolling Administrator	Teaching Administrator	Financial Administrator	View Only	Advisor	Course Approver
View HI enrollments	✓	✓			✓
Submit admin enrollment requests	✓	✓
Update HI enrollments	✓	✓
Export HI enrollments data	✓	✓
View student registration requests	✓	✓	✓		✓
Update student registration requests	✓	✓
Export student registration request data	✓	✓
TEACHING OPERATIONS	Institutional Administrator	Enrolling Administrator	Teaching Administrator	Financial Administrator	View Only	Advisor	Course Approver
View enrollment requests	✓	✓	✓		✓
Update enrollment requests	✓		✓
View TI enrollments	✓		✓		✓
Update TI enrollments	✓		✓
Export TI enrollments data	✓		✓
GRADES	Institutional Administrator	Enrolling Administrator	Teaching Administrator	Financial Administrator	View Only	Advisor	Course Approver
View Enrolling grades	✓	✓	✓		✓
View Teaching grades	✓	✓	✓		✓
Export Enrolling grades	✓	✓
Export Teaching grades	✓		✓
Submit grades	✓		✓
Update grades	✓		✓
INSTITUTIONAL PROFILES	Institutional Administrator	Enrolling Administrator	Teaching Administrator	Financial Administrator	View Only	Advisor	Course Approver
View/Search institutional profiles	✓	✓	✓		✓
STUDENT OPERATIONS	Institutional Administrator	Enrolling Administrator	Teaching Administrator	Financial Administrator	View Only	Advisor	Course Approver
View Enrolling Students	✓	✓	✓		✓
View Teaching Students	✓	✓	✓		✓
Export Enrolling Students	✓	✓
Export Teaching Students	✓		✓
Add Enrolling Students	✓	✓
Update Enrolling Students	✓	✓
FINANCIAL SETTINGS	Institutional Administrator	Enrolling Administrator	Teaching Administrator	Financial Administrator	View Only	Advisor	Course Approver
Manage ACH Settings				✓
Confirm ACH Microdeposits				✓
Manage Credit Card Settings				✓

Team

Roles & Permissions

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