A System User refers to any user that accesses aXcelerate with login credentials. Different User Roles, permissions and domains control users' accessibility of the system and can vary per user. The role of a user will also determine which portal will be accessed when they login to aXcelerate.
Settings
Add a new user role
User Roles determine the access each user has to the system when they are created. Permissions are also able to be individually customised for each Trainer and Administrator user to restrict certain areas of the system.
- Click Manage User Roles
- Click Add New User Role
- Set a Role Name
- Select a Role View
- Allocate the appropriate Permissions for the role
- Click Submit
The general types of User Role Views are listed below:
Administrator
Administrative users have access to the aXcelerate Management Portal and have the most permissions of any role. Administrator users will also have access to their own learner portal.
Trainer
Trainers have access to a restricted version of the Management Portal referred to as the Trainer Portal. Their ability to train and assess particular courses will be dependent on the Trainer Competencies they have been allocated.
Sales Representative
Typically referred to as Agents, Sales Representatives will have access to the Agent Portal and be able to enrol students and view reports shared with their user role.
Client
Clients will be able to access the Client Portal which allows them to enrol students as well as view reports shared with their user role.
Participant
Participants are students that have been created in the system and have access to the Student Portal. Student users will generally not have a domain.
Note: Before automatic learner creation can be enabled, you will need to create and assign a Default Participant Role in your system from the Additional Options tab of your system settings.
Update a user role
- Click Manage User Roles
- Click the Update icon next to a User Role
- Make changes to the Role as required
- Click Submit
Set a default widget for a user role
Default dashboard widgets are able to be made available to all users created with a particular Trainer or Administrator role. Users are also able to add or remove widgets from their own dashboard assuming they have the permissions to do so.
- Add a new User Role or Update an existing role
- Select a widget from the available Default Widgets
- Click Add
- Add additional widgets as required
- Click Submit
Note: The widgets will only be available by default for newly created users with this role. Adding new default widgets will not affect the available widgets of existing users.
Delete a user role
- Click Manage User Roles
- Click the Delete icon next to a User Role
- Click Ok when prompted to confirm the deletion
Note: User Roles that are assigned to any active users in the system cannot be deleted.
Add a new user
When a user is created in the system they will be sent an email containing their username and password. Upon creation, the user's role and permissions within the system will be assigned but can be updated at a later date.
- Click Add New User
- Search for a contact to assign as the User
- Set a Username
- Assign a User Role
- Click Submit
Tip: The new user email templates sent to users upon creation are controlled from by your Default System Templates. Please refer to our Default System Templates help article for further information.
Note: If a domain is assigned to a user they will only see classes or workshops in the system that have been allocated the corresponding domain.
Warning: Before creating users in your system you will need to first set up a User Role for the type of user you are creating.
Auto Generate Students on Enrolment
Student Users are able to be automatically generated upon enrolment. This can be controlled by the 'Auto Generate Student Users' setting in the Additional Options tab of your System Settings.
- Select a Default Student Role
- Enable Auto Generate Student Users for the applicable enrolment methods
- Click Save Additional Options
Note: You must create and assign a Default Student User Role to be able to enable this setting. Automatically generated user names will no longer contain apostrophes.
Manage user permissions
Trainer and administrator users' accessibility of the system can be controlled by altering the permissions they have to particular areas of the system. Default permissions can be assigned to particular User Roles but can also be customised at the individual user level. If a user does not have access to view a particular area of the system, that item will be hidden for them in the main navigation menu.
- Add or Update a User or User Role
- Tick or untick Permissions to allow or restrict access to certain actions or areas within the system
- Click Submit
Certain areas only allow full access or none at all. Other areas contain specific permissions which allow particular actions to be taken in the area. If each of the permissions within an area are enabled, they will allow full access.
View
The view permission will allow a user to see information in an area but not interact with it in any way. This permission should be enabled at a minimum for any users that require access to an area.
Add
Add allows users to create new content in the corresponding area but not interact with it once created.
Update
Users with the update permission will be able to edit existing content but not create or remove items in this area.
Delete
Delete enables users to remove content in this area where applicable. Content linked to other areas of the system cannot be deleted.
Tip: Any permissions for a particular user that have been overwritten from the standard role permissions will be highlighted.
Note: Items in the main navigation menu will be hidden for users who do not have permissions to access them. This will usually be controlled by the View permissions of each area of the system.
Warning: To prevent accidentally locking oneself out of the user management area, users will not be able to remove the user management permission from their own user.
Update a user
- Click the Update icon next to a user in the system
- Make changes to the user profile as required
- Click Submit
Deactivate and reactivate a user
Inactive users will not be able to login or access the system.
- Select the Deactivate icon next to a user
- View deactivated users by selecting the Inactive tab above the list of system users
- Select the Activate icon next to the deactivated user you wish to reactivate. You will only be able to do this if the contact record is also active.
Tip: An inactive user will not be able to log in and access the system. Reactivating a user will grant them access to the system.
Delete a user
- Click the Delete icon next to a user in the system
- Click Ok when prompted to confirm the deletion
Note: Users require the User Management - Full Access permission to be able to delete a user. Users will not be able to delete or deactivate their own user account.
Link users
Accounts with multi-RTO enabled are able to link users between the accounts. This will allow the user to switch between their linked accounts by clicking on their user icon in the top-right corner of the management portal.
- Update your own user record
- Click Link User
- Click the button to create a new token.
- Click the icon to copy your token.
- Log out and log into an account you want to link to, then navigate to the same page.
- Enter the token you copied from the other account.
- Click Submit
Tip: You can quickly link your own user account by clicking your user icon and selecting My User Account.
Note: This feature only applies to those with Multi-RTO enabled in their account.
Summary of Permission Groups
The available Permission Groups and the areas within aXcelerate they relate to are listed below.
Accredited scope
This permission allows users to manage accredited programs, units, contracts and specific funding identifiers.
Assessment submissions
This permission allows users to manage assessment submissions. Users that are set as the assessor against a student assessment will be able to manage the submission without this permission.
Assessments
This permission allows users to manage standard assessments offered to students in your system.
Calendar Events
This permission allows users to manage events in the aXcelerate calendar. This applies only to calendar events and does not include workshops or other items displayed on the calendar which have their own permission set. These permissions only apply to the new calendar framework and not the legacy calendar system.
Note: Without these permissions set, a user will still be able to view events that they have created or are a guest on. They will also be able to update or delete events that they created.
Certificates and Templates
This permission allows users to manage certificate templates and templates present in the system.
Certification
This permission allows users to generate and view certificates that have been issued to students who have completed training.
Class Instances
This permission allows users to manage instances of accredited training.
Contact Management
This permission allows users to manage and merge contact records in the system. Users with this permission will also be able to manage organisations, calendar events and book assets via the calendar.
Contact Message
This permission allows users to add, update and delete contact messages.
Contact Portfolio
These permissions provide users with the ability to view, add, update and delete contact portfolio items.
Note: Without these permissions set, a user will still be able to view and update their own portfolio items, as well as add portfolio items against their own contact record.
Contact Roles
This permission allows users access to and management of the contact roles which is exclusive to Enterprise aXcelerate accounts.
Delivery Locations
This permission allows users to manage delivery locations. The ability to assign a delivery location to a class or enrolment is determined by the Class Instances and Enrolments permissions.
ELearning
This permission allows users to manage eLearning courses and enrolments in the system. This permission will only be available if E-Learning has been enabled in your system.
Enrolments
This permission allows users to manage enrolments in both workshops and classes. The Mark Attendance permission allows users to mark attendance for student enrolments.
Everyone's Follow Ups
This permission allows users to manage follow ups assigned to any users in your system.
Everyone's Opportunities
This permission allows users to manage opportunities assigned to any user in your system.
Everyone's Workflow User Tasks
This permission allows a user to manage automated user tasks for other users. A user can always update and add tasks assigned to themselves, however, only users with delete permission can delete a task - regardless of who it is assigned to. This permission only applies to accounts that have the Workflow Engine enabled.
Finance
This permission allows users to view, add, update and delete any information found under the Finance menu item. It also allows the ability to view any program information and reports which include financial information such as program, contractor and venue fees. Some sensitive financial information may be hidden on pages for users without this permission. This permission also allows a user to run and view Finance reports, manage invoices, credit notes, payments, refunds and credit note offsets. The Finance Master permission is a much higher level permission that allows greater control over finance data and enables the user to alter and remove previously locked down items.
Note: Use of the Finance Master permission should be restricted as providing users with this level of access may alter the integrity of finance data. Actions that the Finance Master can perform include: unlocking and reverting the finalise state of Invoices and Credit Notes, deleting credit card payment gateway transactions that have not been applied, and modifying dates for all transaction types.
Help Requests
This permission allows users to manage Help Requests. Note that the Global option governs whether or not the user can see Help Requests not assigned to themselves.
Learning Plans
This permission allows users to create and manage Learning Plans.
Merge Document Management
This permission allows users to manage and send Merge Documents to specific contacts or Mailout Groups.
Notes Management
This permission allows users to manage and search contact notes.
Quality Management
This permission allows users to manage quality goals and tasks in the system. The view permission must also be enabled to see quality tasks in other parts of aXcelerate such as the calendar or dashboard.
Resources Library
This permission allows users to access the Resource Library & Media Library, as well as the ability to manage resources and images within the Media library.
Resulting
This permission allows users to view and make changes to the competency status for accredited training enrolments.
Skill Groups
This permission allows users access to and management of Skill Groups which is exclusive to Enterprise aXcelerate accounts.
Skills
This permission allows users to manage Skills assigned to contacts in the system which is exclusive to Enterprise aXcelerate accounts.
Workflow Automated Tasks
This permission allows users to manage both Automated and User Tasks in the system. This permission only applies to accounts that have the Workflow Engine enabled.
Workshop Types
This permission allows users to manage Workshop Types in the system.
Workshop Instances
This permission allows users to manage workshop instances including the management of user tasks, venue, travel and accommodation details, student registrations, status and the workshop log.
Note: For trainer user roles, the view permission is not required to view information on workshops where they are assigned as the trainer in at least one session. The view permission gives trainers access to view the details of other workshops they are not assigned to.
Agent Management
This permission provides users with complete access to Agent specific information such as Creating & Updating a Marketing Agent as well as creating Agent Users. Users with this permission are not able to change the permissions of Agent Role Types.
Client User Management
This permission allows users to create Client Users. Users with this permission are not able to change the permissions of Client Role Types.
Compliance Reporting
This permission allows users access to AVETMISS reporting and other compliance reports for Accredited Training.
General Settings
This permission allows users to control general system settings such as contact categories, note and task types.
Master Settings
This permission allows users to have complete access to and control over all system settings. This does not include access to general settings.
Reports
This permission allows users to access the Report Builder and other standard reports. Certain reports will require specific additional permissions related to the type of report being run.
Saved Reports Master
This permission allows users to access and edit all saved reports, even those that they are not the owner of.
Search Contacts
This permission allows users to search for contacts within aXcelerate.
Learner User Management
This permission allows the creation and management of Learner users.
Launch as Learner
Launch as Learner allows Administrator and Trainer users to impersonate Learner users in the Learner Portal. This can be useful for troubleshooting potential issues, and helping to guide the Learner by seeing the same thing they are. For more information on this action, click here.
Supervising Agent
This permission is intended for agent users who manage other agent users within the system. Agent users with this permission are able to access information relating to all agents present in the system including reports not necessarily owned by this user.
Support Tasks
This permission allows users to access the aXcelerate Support Centre and submit support requests through our Zendesk ticketing system.
Survey System
This permission allows users to manage and send both training-related and stand-alone surveys.
Trainer Management
This permission allows users to create and manage trainers and their competencies.
User Management
This permission enables the creation and management of users and user roles in the system inclusive of their permissions.
Note: Every client must have at least one user with this permission or risk locking themselves out of the system. This is why users will be unable to remove this permission from their own user account.
USI Management
This permission allows users to create Unique Student Identifiers (USI) via the USI Management section as well as edit already verified USIs, manage DVS document types and submit batch requests to the USI Web Service. Users with this permission are also able to apply and revoke USI exemptions for individual students.
Workflow Administration
For accounts that have the Workflow Engine enabled, this permission provides full control over management and monitoring of all Automated Tasks, Schedules, and User Task Categories in the system
VET Student Loans Management
Users with this permission will be able to run and download VET Student Loans reports, allocate CHESSNs and alter and access the VET Student Loans Settings tab. This will only display if your account has VET Student Loans enabled.
User Permissions Webinar
This webinar demonstrates:
- Creating Users
- Creating and managing User Roles
- Managing User Permissions
- Assigning Default Widgets
- Updating User profiles
- Resetting User passwords
Launch as Learner
Launch as Learner allows Administrator and Trainer users to impersonate Learner users in the Learner Portal. This can be useful for troubleshooting potential issues, and helping to guide the Learner by seeing the same thing they are.
- View a Contact Profile with an active Learner user record
- Hover over the Actions tab and click Launch as Learner
- You'll be logged in to the Learner Portal as the selected user
- Log out of the Learner Portal and log in again to return to the admin portal
Tip: When an admin user launches the Learner Portal as a Learner user, a contact note will be recorded against that users contact profile showing the user that impersonated them.
Note: This function requires the 'Launch as Learner' user permission to be able to use this feature. This will only work on Learners with an Active User record, and does not allow other user types (e.g Trainers or Administrators) to be launched in the Learner Portal.
Warning: Actions performed while launched as a Learner, such as submitting an assessment, will be recorded by aXcelerate as being carried out by the Learner User (rather than the User doing the launching).
For our recommended method for submitting assessments on behalf of a Learner, please see our Assessment Marking help guide.
User Management FAQs
What is the timeout period if I leave aXcelerate open?
Why isn't a user appearing in the System User list?