There is a way to grant Advisors administrative privileges without them having access to AdvisorTrac’s main menu like an administrator. A unique administrative account can be created to assign privileges to Advisors. A single account can be created for Advisors in all centers, or separate accounts may be created for Advisors in each center. This account is in addition to the Advisors’ own accounts and privileges. Users never log into TutorTrac with this account; it is created only to assign privileges to the Advisors.
To create this unique administrator account, the user must be logged in as an Administrator with access to create administrator accounts. In the middle of the Main Menu, click on Administrators under the Search For heading. In the list of Administrators, browse for an account called ADVISORS. Click on the name to open the account if it already exists. If there is not an existing ADVISORS account, then click on New Record to create a new administrator.
The full details of the administrator account specifics are described in the Administrators section. Below are only the administrator account specifics that pertain to the ADVISORS administrative account.
To create a single ADVISORS account for all Advisors in all centers, type ADVISORS for the account login. To create ADVISORS accounts for each center, type ADVISORS:centername for the account login, where centername equals the center that the account is being created for.
For the full name, just enter a description (i.e. Advisors Privilege account).
Select either the Administrator or the Student Worker user type. Selecting an Administrator user type will NOT give the Advisors administrative privileges.
The password will never be used and may be forgotten after entering it.
If the Advisors may view the log listing, then enter the center for which they may view logins. If this account is for a specific center (ADVISORS:centername), then enter the center for which this account is being designated. Multiple centers may be designated when separated by a comma (centerA,centerB,centerC). Leave the field blank to allow the Advisors to view logins from all centers.
If Advisors access the log listing, choose whether they can see student photos.
If the Advisors may access the log listing, then enter the center into which the Advisors may log students. Multiple centers may be designated when separated by a comma (centerA,centerB,centerC). Leave the field blank to allow the Advisors to log students into all centers. If ‘Ask Center on Login’ is unchecked on page five of the preferences, then a single center must be entered.
If the Advisors may view the schedule for other Advisors, then enter the center for which they may view the schedule. If this account is for a specific center (ADVISORS:centername), then enter the center for which this account is being designated. Multiple centers may be designated when separated by a comma (centerA,centerB,centerC). Leave the field blank to allow the Advisors to view the schedule for all centers.
Allow Advisors to view the appointment schedule for all Advisors designated in the center from ‘Show Schedule for’.
Allow Advisors to edit each other’s availabilities. ‘Can Edit Schedule’ must be checked in the tutor’s own record as well.
Allow the Advisors to block days on their own schedule and their center’s schedule if they have access to the center schedule.
Allow Advisors to view each other’s classifications on the center schedule.
Allow Advisors to view each other’s locations on the center schedule.
Allow Advisors to schedule appointments for each other. ‘Can Edit Appointment’ must be checked in the tutor’s own record as well.
Allow Advisors to view the student’s phone number next to their appointment. Provides a point of contact without accessing the student records.
Allow Advisors to view the student’s email address next to their appointment. Provides a point of contact without accessing the student records.
Allow Advisors to log resources in and out.
Allow Advisors to click on a student’s name on the Log Listing or an appointment to open the student’s record. ‘Can Access Students’ must be checked in the tutor’s own record as well.
Uncheck this box. This should never be a advisor privilege.
Allow Advisors to have additional search criteria on the student search screen. This will allow the user to perform a search based upon the values of student custom fields, progress reports, or visit fields. ‘Can Access Students’ must be checked in the tutor’s own record as well.
Allow Advisors to create batch visits for Supplemental Instruction sessions.
Allow Advisors to create batch visits for groups of students.
Allow Advisors to bypass scheduling parameters established in the preferences.
Allow Advisors to access visits locked by an advanced preference.
Prevent Advisors from making changes to records.
Prevent Advisors from viewing student IDs on appointments or the Log List.
Restrict Advisors to only editing the status of the appointment. ‘Can Edit Appointment’ must be checked in the tutor’s own record as well.
Select the Advisors’ access to the student records: Full administrative access, View but cannot modify, or a brief view of only the student’s name and ID. ‘Can Access Students’ must be checked in the tutor’s own record as well.
Enter a center name in curly brackets, {center}, in this field to restrict Advisors to only viewing student visits and visit notes to the specified center. If this account is for a specific center (ADVISORS:centername), then enter the center for which this account is being designated. Separate multiple centers by the return character.
Example:
{centerA}
{centerB}
{centerC}