How to grant access to colleagues
Roles and Permissions
Atlantis has 7 built in roles, each with their own pre-defined permissions. The roles and permissions are:
| Role | Permission |
| Timetabler | This role has full access to all features in the Timetable application. Consider this to be the main administrator / owner of the dataset. |
| Covers | This role gives the teacher / staff member full access to the Cover manager module |
| Head of {faculty} | This role gives the teacher / staff member access to a faculty specific "Staffing Preferences" screen. This screen will be activated at certain times of the year, by the timetabler, as a tool to capture staffing preferences for an upcoming timetabling project. A separate role is created for each faculty that exists in your dataset. |
| CLM for {Year n} | This role gives the teacher / staff member access to the Class List Management tools for that year level. A separate role is created for each year level that exists in your dataset. A user with this role will also have the ability to set up student forms for subject selections and will have access to the Live consultation feature for their nominated year level in Electives. |
| Exam Weeks | This role gives the teacher/staff member access to the Exams module |
| Read only everything | This role gives the teacher/staff member access to most screens in the Timetable module but does not allow them to make any changes. There are some screens, such as the Audit trail and Roles and Permissions, that are not accessible for security reasons. |
| Teacher | All Teachers that do not have any of the six roles above will have access to the multi user Cards screen, giving them the ability to view their own timetable, generate a Calendar URL, and make room bookings. |
A user must first be a teacher in the Teachers screen before they can be allowed to access the timetable file. They also need to have an email address. You can allocate permissions to each user as necessary, as many permissions as you like.
Permissions are defined per academic year. The set of faculties (for faculty head operations) and the set of year-levels (for class-list management) is automatically taken from the official cyclical timetable corresponding to that academic year. Therefore you can't assign permissions to faculty heads or year-level coordinators for faculties or year-levels you've recently created in a non-official timetable version.
Grant permissions to external users
To grant permissions:
- Log into the Timetable module, select File > Roles and permissions
- All teachers in your official dataset will be listed here, click into the role field for the teacher you wish to grant access to. Note - you can grant multiple roles to a teacher.
- To grant roles to external users, scroll to the bottom of the screen, select 'Add new colleague', enter the external user's name and email address into the last row and select the required role. This action creates an account for that email address. Now that user can log into the system, after they set their password, or use SSO.
- Here is an article on how to instruct new users on accessing Atlantis.