Staff Roles

ResiDex has fine grained controls called Staff Roles that allow administrators to set exactly what each staff member can view, add to or change within ResiDex.

Note: In order to add or edit roles for a ResiDex user, you need the "15 - Staff - Set Roles" role.

The Staff Roles Screen

You manage permissions for a ResiDex User from that user's "Staff Roles" screen. You can access the staff roles screen by:

 
  • Go to the Staff tab
  • Click the "Go" button to open the "Staff Profile" screen of a ResiDex user
  • Click the "Staff Roles" button in the bottom left of the screen

 

Keep in mind when granting Staff Roles

There are a number of different ways of giving a staff member new permissions. The different methods of adding roles allow you to speedily give new permissions to a user, and have exact control over what permissions they will or will not have. Keep in mind when giving roles to users:

Start with as few roles as possible - It is a good security practice to limit the roles a user has to just what is needed.

Standard Roles - Nearly all ResiDex users start with roles 0, 1 and 2, though your policy may vary.

Limit access to key Roles - The following roles control sensitive aspects of ResiDex and should only be granted to people who have specific responsibility and training:

  • #15 - Staff Set Roles - This role is the master key to ResiDex.
  • #13 - Campus Supervisor - This role enables many settings that change how ResiDex works.
  • #6 - Global Service List - This role allows you to change records on the global service list. These records control numerous aspects of service plans, agreements, and billing. This role requires specific training, but even with training, please call Tenx Systems for assistance when complex changes are needed to the Global Service List.

Adding Roles to a User

Using the Role Wizard

When in the "Staff Roles" section of a staff member's profile, the Role Wizard buttons let you add commonly used roles with one click.

Copying roles from another user

When in the "Staff Roles" section of a staff member's profile., click on the 'Copy Roles' button. This shows a list of all of your staff members, past and present. Click on a staff member's name; this will copy and paste the roles from one staff member to the other. Then, review the roles assigned to ensure that these are the roles that are needed.

Adding roles one at a time

When in the "Staff Roles" section of a staff member's profile, click on the "New" button, and add a specific desired role.

Removing Staff Role(s)

How to remove a Role

If you want to take away permissions from a user, you can do this easily.

When in the "Staff Roles" section of a staff member's profile, Click on the record selector (to the left of the role you wish to delete), then press the delete key on your keyboard. This Staff Role will now be removed for this user.

Role changes are Logged for security

Whenever roles are added or removed (granted or revoked), a record of this action is created. The history for a single user's role changes can be accessed from the Staff Roles screen using the "Role History" button.

Review the list of roles in the "Master Role List". The role names and descriptions are intended to be reasonably obvious and should provide the information you need to set up a person's permissions.

Find out what Role is required to use a feature

If you have permissions to view a screen or report, you can see what permissions are required for others to access it. Open the screen or report and use the shortcut key CTRL+R. This will display what role or roles will provide access to the screen or report. Information about what role is required to view a report is also available on the Master Report List.

Audit Trail

Role change history (who added users and granted them roles to access the database) is recorded in the database.  The report "Staff Role History" gives all role changes over a specified period of time.  The role history for a specific user can be found by clicking "Role History" on a given staff member's Staff Roles screen.

Staff Roles - Video Tutorial