Security Roles and User Accounts for Communications

Overview

Take a look at security roles and user accounts. There is quite a lot to learn about them and this unit will serve only as an introduction to give the basics of account setup, impersonation, and troubleshooting. 

Security Roles

After watching this video answer or complete the following:

  1. What is a security role? How do they differ from person roles?
  2. How many security roles do people have?
  3. What does "_1" and "_2" typically mean in security role names?
  4. What does it mean when security roles conflict?
  5. What are username conventions?
  6. What are welcome emails? Which one will staff users get? Coaches? Teachers?
  7. What are merge fields in text templates, e.g., {first_name}? 
  8. What does the "Precedence" column in the Security Roles query mean? Give an example of when it comes into play. 

User Accounts

After watching this video answer or complete the following:

  1. What is a user account? Where can you find them?
  2. Which link do you click on a user account query to access their user account info?
  3. What do the account statuses mean? Disabled, enabled, password expired, portals login disabled.
  4. How do you change someone's username?
  5. How do you update someone's security role?

Adding and Removing User Accounts

After watching this video answer or complete the following:

  1. Where do you create a user account for any given person? What should you double-check before doing so?
  2. When a user account is created, the person gets a particular username. Let's say it's jsmith4. What comprises it and what logic was used to generate it?
  3. When a user account is created, is that user automatically notified?
  4. How is a user typically notified of their shiny new Veracross account? How do you notify a person?
  5. What is a welcome email? What text goes in it and where can that be edited?
  6. What data are created when sending a welcome email?
  7. How do you remove an individual's user account?
  8. How do you create all parent (or staff or students) accounts at once?
  9. You run the "Send Parent Welcome Emails" Action menu item. Three parents didn't get the email. What may have happened?

Impersonation

After watching this video answer or complete the following:

  1. What is impersonation? Who can do it?
  2. What is an impersonation URL? How can it be helpful?
  3. Impersonate a parent and access the parent portal.
  4. How can you impersonate a faculty member?

Troubleshooting

After watching this video answer or complete the following:

  1. Describe the process for changing someone's username.
  2. A parent calls and "can't get into Veracross" and doesn't want to try the "forgot password" link again. How could you help? Describe the steps you could take. 
  3. After running the "Create Student Accounts" Action menu item, students get usernames that are their email addresses. But the school wanted them to get usernames that are first_name.last_name. What went wrong? Where can you check? Any fix? 
  4. How could you prevent a parent from accessing their parent portal? What about all parents from accessing their portal?
  5. A parent cannot log into their parent portal. You check their username and even reset their password. No dice. What else can you check?