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Editing or Viewing Default Capabilities for Individuals

Who can do this with default capabilities?

District Administrators, District Staff, School Administrators, School Staff

These steps describe how to view or change one person’s capabilities. Capabilities determine which tasks each person can perform in the software. Usually, each person in a user group has the same capabilities. However, administrators can change the capabilities for individual users, and district and school staff can view those capabilities.

As you follow these steps, keep these restrictions in mind:

  • School administrators can change capabilities for personnel in their school, but not other personnel. School staff can only view capabilities for personnel in their school.
  • Administrators cannot change capabilities for a person whose record is inactive. (When you search for the person’s record, you will see "Inactive" next to the person’s name if the record is inactive.) If you want to change capabilities for an inactive personnel record, you must activate it first.

If you are a school administrator or school staff member assigned to more than one school, you must choose the school to work in before following these steps. To do that, select your name at the top of the page; then, select Change Role in the menu that opens. You can then choose the school.

  1. On the Home page, select Users.
  2. Select View Personnel.
  3. Search for the personnel member whose capabilities you want to change:
    • If you want to see a list of all personnel, do not enter any search criteria and skip to step 4.
    • You do not need to fill in all the fields, and you do not need to type complete information; the software can perform partial matches. For example, if you type "Ma" in the blank First Name field, the search results would show personnel named Maria, Maya, Mark, and Matthew.
    • District administrators and district staff can use the School drop-down list to select the person's school.

    If you are a school administrator, and the Show Personnel in the District box is available, do not check it. Remember that you cannot edit capabilities for personnel who are not assigned to your school; if you do want to edit a person's capabilities, you must assign that person to your school first.

  4. Select Search.
  5. The matching personnel will be listed at the bottom of the page; click Select in the row for the person whose capabilities you want to edit. (If the list is long, you won't see all of the results, but you can select Next >> to move forward through the list and << Previous to move back.)
  6. Personnel who are assigned to more than one school or to a school and the district will be listed more than once. Be sure to select the location for which you want to view or change the person's information.

  7. Select Edit Capabilities for Personnel Record.
  8. The user has each capability that is checked in the list on the Edit User Capabilities page. The Product column shows you which program uses each capability.
    • To add another capability, check the box for that capability.
    • To remove a capability, remove the check mark from the box for it.

  9. Select Save when you have finished editing the default capabilities for this person; then, select Done after viewing a list of the changes that were made.
  10. Select Cancel to leave this page without making any changes.

  1. On the Home page, select Users.
  2. Select View Personnel.
  3. Search for the personnel member whose capabilities you want to view:
    • If you want to see a list of all personnel, do not enter any search criteria and skip to step 4.
    • You do not need to fill in all the fields, and you do not need to type complete information; the software can perform partial matches. For example, if you type "Ma" in the blank First Name field, the search results would show personnel named Maria, Maya, Mark, and Matthew.
  4. Select Search.
  5. The matching personnel will be listed at the bottom of the page; click Select in the row for the person whose capabilities you want to edit. (If the list is long, you won't see all of the results, but you can select Next >> to move forward through the list and << Previous to move back.)
  6. Personnel who are assigned to more than one school or to a school and the district will be listed more than once. Be sure to select the location for which you want to view the person's information.

  7. Select View Capabilities for Personnel Record.
  8. The View User Capabilities page lists the capabilities that have been granted to this person. The Product column shows which programs use each capability. When you have finished viewing the person's capabilities, select Cancel.