Timetable Daily: Granting access to Users, Creating Roles and Allocating Permissions

Modified on Thu, 14 Aug at 12:41 AM

TABLE OF CONTENTS

Users
Editing Permissions
Creating New Roles
WebCodes

User permissions and granting access to different functions in Timetable Daily can be managed by the school from within Timetable Daily.

Users

Go to Admin > Users for a list of all staff (permanent, casual and admin) at the school. From this screen, WebCodes can be generated and emailed to staff which will allow them to login to Timetable Daily.

Staff members also have Roles assigned to them which determine what access they have.

A role must be assigned to a user to enable them to access the system. Without a role, even with a WebCode, they will not be able to login.

The role assigned to a particular staff member can be changed by editing this field in their details.

IMPORTANT: Changing a user's role from Permanent teacher to Casual teacher does NOT change their status from Permanent teacher to Casual teacher for the purpose of covering classes in Timetable Daily. If a teacher is no longer employed at a school as a permanent teacher and is to be changed to casual teacher status, firstly they must be removed from the etz file and the file should then be synced to the Edval web server, ensuring that 'Teacher data' is selected for the sync. This will make the user record inactive in the Admin > Users table, to which a new casual teacher record can be merged thus retaining historical data. For more information on this process please see this document.

Admin > Users - Screen Options
Select User	Select one or more users by ticking the box beside their name. Ticking the box in the header row will select all users
Sort	The following fields can be used to sort the data by clicking in the column header: Name, Code, Email, Phone No, Status
Filter by..	Filter by role, type, status or name
View Options	Selecting ‘Show daily data’ will display the following additional fields: Years, Preferred subjects, Unavailable, PT Casual, Teacher Admin ID and Comments
Actions	Create user – create a record for a new Casual teacher or Admin person. Note that permanent teacher records are created automatically via a sync from the timetable file and these are not able to be edited. Delete User: only users who do not have historical data are able to be deleted Issue/Reissue WebCode - reissue a new WebCode for the selected teacher/s. This function will have an option to email the new code to the teacher/s, provided they have an email address. Send WebCode - send the selected teacher/s current WebCode via email. A valid email address is required for this to work.

Roles

Roles can be created, edited or deleted by going to Admin > Roles.

Editing Permissions

By selecting the edit icon for a role, you are able to add or remove particular permissions for that role. For example, you may wish to allow all Casual teachers to view all timetables. This is easily done by editing the role for Casual teacher and adding the ‘View timetable’ permission. Once selected, save the change and all teachers with the Casual teacher role will be updated with that permission.

For more information on individual Daily Organiser permissions please see this document: Individual permissions for Daily Organiser tasks.

Note that the School administrator and School administrator (license.exe) roles are not able to be edited.

Creating New Roles

Use ‘Create role’ to create customised roles with selected permissions. Give the role a name and a code and then select the required permissions. Once created, the new role can be assigned to any teacher, via Admin > Users, who requires those permissions.

WebCodes

As well as a role with relevant permissions, a user requires a WebCode to access the system. Webcodes for students and permanent teaching staff are generated automatically when the timetable file is synced to the Edval web server. For casual and admin users, a WebCode must be generated by an Administrator. This is done by selecting the user and then selecting the 'Issue/Reissue WebCode' button in the Actions panel.

WebCodes can be emailed to any or all users, provided they have a valid email address, by firstly selecting the users and then using the 'Send WebCode' button in the Actions panel. Permanent teachers' email addresses must be added in the etz file which must be then synced. Casual and Admin users' email addresses can be added directly via Admin > Users.

WebCode is a system generated that cant be customised, the best workaround on ease of access is setting up your school with Single sign On.
Please refer to this document for more information on SSO : Timetable Daily: Setting up the Single Sign On (SSO)