One of the most common questions Accudemia users ask is, what do different users see when they log into the system? It’s a perfectly understandable question. To foster the best relationship possible with your center’s management software, you as the manager need to know what the experience looks like for each type of user, so you can guide them through it. Support Specialist Jorge Rodriguez reviewed the default functions of every role in a Tech Talk session; here is the full picture, role by role.
Students
Managers most often want to learn about the student experience, so we start there. Students can typically do the following, though your setup may look a bit different:
- Log into their Accudemia portal to create an appointment.
- Log into their portal to connect to a virtual appointment or walk-in session.
- Sign into an in-person or virtual kiosk.
- Check their classes and center attendance reports.
Students’ allowed activities are limited and do not give them access to any data they shouldn’t be seeing.
Tutors
Tutors have more freedom than students, though less than admins. The role is called Tutor by default, but the name can be changed to suit your center: Advisor, Counselor, or Coach are common choices. If tutors are also students, they can do everything a student can, plus:
- Create an appointment for a student. When a tutor books on a student’s behalf, they enter the student’s name or ID number; when students book for themselves, they are pre-selected automatically.
- Open a virtual appointment or walk-in session.
- Check class and center attendance reports for students, and check their own time logs.
- Sign into a regular or virtual kiosk as a tutor.
Beyond the defaults, several tutor capabilities depend on what you enable:
- With the communications features enabled, tutors see any messages students have left for them and can respond.
- With the waiting line enabled, tutors view who is currently signed in or waiting under Center Attendance > Manage Center, and can sign students in from the line or out of it.
- Tutors manage Session Logs under Center Attendance > Session Logs; depending on permissions, they may see only the sessions where they are the listed tutor.
- If you allow it, tutors can set their own schedules for appointments and walk-ins. This is not the default, but you can enable it if you want tutors managing their own availability.
- If your account tracks virtual sign-ins through the Zoom integration, tutors connect their own Zoom accounts. You can read about how other meeting platforms work with Accudemia’s virtual services here.
- You can let tutors sign themselves in and out while logged into Accudemia, which is useful when they work on tasks like the Message Center, or limit them to signing in only at a physical kiosk.
Instructors
Not every account gives instructors access, but there are good reasons to. Their default functions:
- Update their class information or attendance. Class attendance editing is meant primarily for Supplemental Instruction sessions and similar offerings.
- Create or update referrals, if your account uses that feature.
- Check the class and center attendance reports for their students whenever needed, instead of waiting for a scheduled report.
Report access alone can justify instructor logins: when several instructors need certain reports at irregular times, letting them pull those reports themselves beats scheduling or manually sending them. Referrals are the other big reason. An instructor refers a struggling student in a few clicks, the center sees the referral and reaches out, and both sides can see which students followed through and which still need a nudge. That helps centers target the students who most need their services, and it helps instructors participate fully in the referral process.
System Users
System Users, also known as Admins, have open access to most everything in Accudemia, limited most often by their scope, the locations where they work. Fundamental ways System Users interact with the system:
- Manage their center’s settings and session logs.
- Pull reports.
- Create and update referrals, surveys, session assessments, and other features.
Depending on their role or roles, a person may have a very different experience of Accudemia than the one you know as an admin. If you want to see any of these views firsthand, create test users with the relevant roles and permissions, then log in and sign in as the test user to explore what their world looks like. If you have questions about these roles or how to activate extra permissions for them, contact support@accudemia.com.
Check the page about our Monthly Accudemia Session to find out more about our next session and for more ideas about helping our students achieve success!
