User Groups

Open Settings from the side menu bar, then Organisation > User Groups.

A User Group is a named set of permissions. Rather than granting rights to each person one at a time, you build a group around a job — a finance administrator, a centre manager, a peripatetic teacher — give that group the rights the job needs, then assign the group to everyone who does it.

Someone may of course do more than one job, so a user can belong to more than one group. Their rights are the combination of every group they are in.

Setting up a group

Add a group and give it a name in the User Group field. Names that describe the job rather than the person are easiest to live with, since the point of a group is that it outlasts any individual.

You then allocate rights to the group. Each right can be granted at three levels:

Access	What it allows
Read Access	See the information, but not change it
Write Access	Create and amend records
Execute Access	Run a process, such as a calculation or a report

Read and Write apply to areas where records are created and edited. Execute applies to things that do something rather than store something, so a group can be allowed to run a process without being able to alter the data behind it — often what you want for reporting or finance routines.

Rights that are not screens

Most rights control whether a group can reach a particular screen. A handful control whether it may carry out a specific action, and these never appear in the menu at all - they only show up in the list of functions when you are building a group:

• Change Card Schedule
• Authorise Credits
• Authorise Refunds
• Authorise Withdrawals
• Authorise Change Requests
• Export Data to Excel
• Emulate a User on School on the Web Portal
• Service Requests

These are worth thinking about separately from screen access. Someone may legitimately need to see credits or withdrawals without being the person who approves them, and separating the two is usually the point of having groups in the first place.

Four of them do something further: Authorise Credits, Authorise Refunds, Authorise Withdrawals and Service Requests each control whether the matching queue appears in Tasks. Granting one does not only permit the action, it puts the work in front of the person - and withdrawing it takes the queue away again. That is worth knowing before removing a right from somebody who is the only person watching that queue.

Assigning a group to someone

Groups are assigned to people on their contact record, not from this screen. See Manage User Access to Xperios for adding a user and giving them access.

Field reference

Every field on this screen, with the options each one accepts.