Admin Groups are used to control a Career Center User’s access within the 12twenty platform. An Admin User's Group assignment(s) will dictate their access to student profiles based on the configuration of the Admin Groups. An Admin without an assigned Admin Group will have global access to the platform and is not restricted to particular items; however, their Admin User Role may limit the modules they can use.
Sections
- Admin Group Functionality
- Records Controlled by Admin Group
- Examples of Admin User Groups
- Creating Admin Groups
- Managing Admin Groups
- Assigning Admin Groups
- Example & User Experience
Pro-Tip: If your platform only has one Admin Group, the "Admin Group" attribute will not appear in the Admin Creation/Edit modal. Additionally, the one Admin Group will automatically be applied to new users. If you do not want all newly created users to inherit the single Admin Group, please create at least two Admin Groups for your platform.
Admin Group Functionality
Similar to Student Groups, Admin Groups will limit the visibility of certain records (like Student Records) to particular users. In this case, Admin Groups will limit the visibility of Career Center Users to only information about students that they have been given access to. Admin Groups are configured based on Student Groups and if you are a centralized Career Center, the College value, and will limit the Student and Alumni users (and associated data) a Career Center User can see.
Admin Groups differ from Admin User Roles because Admin Groups control access to records instead of specific modules. Admin User Roles control access to specific modules.
Admin Groups require that all Student and Alumni records are assigned at least one Student Group. Any Career Center User who has an Admin Group assigned to their account will be unable to view Student and Alumni records that are not assigned a Student Group (Student Group = NULL).
Records Controlled by Admin Group
Admin Groups control the visibility of the following records:
- Students and Alumni
- Users can only view and manage Student and Alumni records that are included in their Admin Group assignment
- Outcomes
- Users can only view and manage Outcomes that are included in their Admin Group assignment
- Applies to Outcome Approvals and Outcomes displayed in Custom Reports
- Does not apply to Research Tools or Standard Reports
- Notes and Meetings
- Users can only view and manage Notes and Meetings that are included in their Admin Group assignment
- Defined as "Note Visibility" and "Meeting Visibility"
- Tasks
- Users can only view and manage Notes and Meetings that are included in their Admin Group assignment
- Defined as "Task Visibility"
- Custom Reports
- Users can only view and manage Custom Reports that are included in their Admin Group assignment
Examples of Admin User Groups
A user is considered a "Super Admin" when they are not assigned an Admin User Group because users without a Group assignment will not be restricted to Student and Alumni Records and will have full access to all associated data. Limiting access to Student and Alumni Records could look like the examples outlined below.
For Business Schools, common Admin User Groups would include:
- Full-Time MBA Admin Group
- Users can only see data from Students and Alumni in the FT-MBA Program
- Part-Time MBA Admin Group
- Users can only see data from Students and Alumni in the PT-MBA Program
- Specialty Masters Admin Group
- Users can only see data from Students and Alumni in the Specialty Masters Programs
For Law Schools, common Admin User Groups would include:
- JD Admin Group
- Users only see data from Students and Alumni in the Full-Time, Part-Time, and JD/MBA Programs
- Clinic Approvals Admin Group
- Users only see data from Students and Alumni participating in Clinic Hours
- Alumni Admin Group
- Users only see data from Students and Alumni with the "Alumni" Student Group assignment
- Friends of the Law School Admin Group
- Users only see data from Students and Alumni with the "Friends of the Law School" Student Group assignment
For Centralized Career Centers, Undergraduate Programs, and others, common Admin User Groups could include:
- College of Engineering Admin Group
- Users only see data from Students and Alumni in the College of Engineering
- College of Sciences Admin Group
- Users only see data from Students and Alumni in the College of Sciences
- Recent Graduates Admin Group
- Users only see data from Students and Alumni who have recently graduated and are in the "Recent Graduates" student group
- Alumni Admin Group
- Users only see data from Students and Alumni assigned an "Alumni" Student Group
How to Create an Admin Group
- Navigate to Manage Users by selecting “Site Management” from the left-hand navigation panel.
- Select “Admins” then “Groups”
- Select “+ Add a new Group”
- The “Add Admin Group” window will appear.
Add an Admin Group Name, an optional Description, make a Student Group(s) selection, and College(s) (if applicable).
Business and Law School Sites: Admin Groups only support a Student Group selection.
How to Manage Admin Groups
Admin Groups can be managed via the “Groups” tab in the Admin page of Manage Users.
Sort Admin Groups via the hamburger icon to click-and-drag Groups into the desired order.
Edit or Delete Admin Groups via the three-dot action button.
An Admin Group can only be deleted if it is not assigned to any active Admin Users.
Assigning Admin Groups
Admin Groups are assigned via the “Users” tab via the Manage Users’ Admin tab. There must be at least two admin groups for the "Admin Group" attribute to appear in the Admin User Edit modal.
- Using the three-dot action button for the Admin User, select “Edit”
- Select an Admin Group
- Save the selection(s).
Example & User Experience
Admin Groups dictate which Student and Alumni records are visible to a Career Center User. This also extends to associated data like Outcomes. For example, a Career Center User with the "Admin Group 1" assignment would only see Outcome records for Students and Alumni they have access to. In the examples below, the Career Center User with "Admin Group 1" would only have access to 435 Student and Alumni records, as well as the Outcomes and other records associated with those specific profiles, Admin Group permissions, and Student Groups.
Super Admins
Super Admins are Career Center Users without an assigned Admin User Group. The "Super Admin" can see all 812 records, regardless of their Student Group or College/School assignments.
Admin Group 1 (Example)
Admin Group 1 only has access to Students and Alumni assigned to "Student Group 1." For a Centralized Career Center, this could be "Freshman Students." This would be represented by a result of 435 records out of 812 total.
Admin Group 2 (Example)
Admin Group 2 only has access to Students and Alumni assigned to "Student Group 1." For a Business School, this could be "Full-Time MBAs." This would be represented by a result of 197 records out of a total of 812.
FAQ
Can I assign a Career Center User to more than one Admin Group?
Yes, Career Center Users can be assigned more than one Admin Group.
If a Career Center User is assigned to more than one Admin Group, what happens?
A Career Center User assigned to more than one Admin Group will have access to all Student and Alumni records, as well as data associated with those accounts, based on the Admin Group configuration. For example, if a user is assigned "Admin Group 1," who can see Student Group 1, and "Admin Group 2," who can see Student Group 2, then the user would be able to see records and associated data for Student Group 1 and Student Group 2, but would not see records from Student Group 3 or any other Student Group.
I am not seeing Admin Group selections in the Admin Edit modal or when writing notes. Why?
If you do not have at least two admin groups, the "Admin Group" attribute will not appear.
I'm a Business or Law School Career Center and I would like to use "College" or another attribute with or instead of "Student Group" when configuring Admin Groups. Can I do that?
Admin Group configuration options cannot be altered. Business and Law School 12twenty sites only reference "Student Group" values.
I'm a Centralized, Undergraduate, or similar Career Center and I would like to remove "College" or use another attribute with or instead of "Student Group" when configuring Admin Groups. Can I do that?
Admin Group configuration options cannot be altered. Centralized Career Center 12twenty sites can only reference "Student Group" and "College" values.
If I use both Student Group and College when creating an Admin Group, what should I expect?
If you were to create an Admin Group with the Student Group selections of [Student Group 1] and [Student Group 2] with a Colleges selection of [College of Engineering] and [College of Sciences] then an Admin assigned to this Admin Group would see the following Student and Alumni records:
- Student Group 1 assigned to College of Engineering
- Student Group 1 assigned to College of Sciences
- Student Group 2 assigned to College of Engineering
- Student Group 2 assigned to College of Sciences
- Student Group 1, Student Group 5 assigned to College of Engineering
- Other similar variations
The requirement to see a record and associated data with this Admin Group would be a student who is assigned at least "Student Group 1" or "Student Group 2" and is in either "College of Engineering" or "College of Sciences."
If I do not assign or do not create Admin Groups, what will happen?
Any Career Center User who does not have an Admin Group assigned to their account will not have restricted access to the data on your platform. They will see all Student and Alumni records as well as all associated data unless otherwise restricted by an Admin User Role.
I am unable to view a student who is uploaded in the platform -- why?
It is possible that you do not have an Admin Group that would allow you to view this student and/or the student was uploaded without a Student Group. Since Admin Groups rely on a Student Group to determine if a Career Center User can view a particular student, student records without a Student Group are not visible.