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Setting up staff members

Firstly, the coordinator needs to set up members of staff in the system. How they are set up depends on the role they are allocated in managing and progressing applications.

There are five types of user as follows.Working happily at a desk

  1. Coordinator - has access to all areas, but cannot be a named referee.
  2. Coordinator/referee - has access to all areas and can be a named referee.
  3. User - can see all applications in their allocated group(s), but cannot be a named referee. Exact levels of access are defined by the coordinator - see below.
  4. User/referee - can see all applications in their allocated group(s), and can be a named referee.
  5. Referee - can be a named referee, but has no access to the system. This user type is sometimes given to school heads (or equivalent), where local practice is for the head's name to appear on each reference, even if other members of staff actually write the references.

Setting appropriate access levels for each user

The coordinator can assign the appropriate level of access for each user by assigning 'permissions'.

Each user will receive one or more individual permissions from the following list.

  • View application
  • Approve application
  • View reference
  • Edit reference
  • Approve reference
  • Send to UCAS
  • Delete application

Users can have permissions in more than one group, as appropriate, and can have different permissions in each group. Apply also allows you to give a person the same permissions across all groups, without having to re-key the details against each individual group.

You may find it helpful to set up a member of your secretarial or administrative staff to edit references on behalf of the referee and/or to send approved applications to us. In such cases, permission to send applications to us might be withheld from all other members of staff.

By assigning permissions, you not only enable each member of the team to carry out their assigned tasks, but you can also restrict key tasks to specific people.

Permissions for subscription services

If your centre has registered to use our subscription services (Adviser Track and Applicant Status Reports), you can select members of staff to have permission to use the services. The permissions you set will be the same for both subscription services - if a member of staff has permission to view Adviser Track, they will also have access to Applicant Status Reports. More about Adviser Track.