It is important to ensure all staff who will be planning and attending excursions have access to SafeTripBuilder or PlanCheckGo.
Setting up access
When setting up access for staff members on an individual basis:
- Add the staff member as a member of the relevant SSO Security Group if you have Single Sign-On set-up for your Safe Excursions site (click here for links to articles regarding security groups for SafeTripBuilder and PlanCheckGo). This will allow the staff member to log in and will provide permissions for what they can do.
- Add the staff member into the User Directory, if you do not have Single Sign-On (click here for a link to an article on the User Directory).
Managing user roles (workflow) in SafeTripBuilder
The following information breaks down how you can manage user roles in SafeTripBuilder.
You only need to do this if you:
- Have PlanCheckGo without an Operoo integration (TASS or no integration)
This means you do not need to do this if you:
- Are using SafeTripBuilder integrated with Sentral or EdSmart and SSO
-
Are using SafeTripBuilder without integrations and have SSO configured
- Are using SafeTripBuilder with a User Directory
- Are a PlanCheckGo customer with an Operoo integration
What do I do if I am a PlanCheckGo with Operoo customer?
If you are an Operoo customer, you can manage the drop-downs for workflow via Operoo (teachers, approvers and administrators able to be selected and sent notifications in your PlanCheckGo proposal). See the section on Operoo integration for how to set this up.
How to add users to SafeTripBuilder for PlanCheckGo workflow
- Add the staff member in SafeTripBuilder locally (or the relevant Operoo staff group if your school is set up with an Operoo integration with PlanCheckGo).
This will determine which drop-downs the staff appear in and can be selected from, when completing an excursion proposal in PlanCheckGo.
To edit or add staff in SafeTripBuilder, go to the Client Users tab in your SafeTripBuilder site. To find your own site if you are a PlanCheckGo client, you can copy the following URL but first you will need to replace the wording yoursubdomain with your customer subdomain which will be exactly the same as your PlanCheckGo site (https://yoursubdomain.app.safetripbuilder.com/clients/users).
Here is a video demonstrating how to find your SafeTripBuilder sites.
You will see a list of users in your school which you can edit by clicking on their User ID link, or enable/disable by clicking on the tick oricon in the far right 'Action' column:
You can select the 'Create New User' button to open the 'Client User Individual Modal' to create a new user - you can enter their email, given name and surname, primary role, and use the checkboxes for additional roles.
Here is a video to demonstrate how this process works.
In the example above, the new user can be selected from the following drop-downs to create excursions:
Display as client-user | Teacher drop-down in PlanCheckGo |
Display as client-approver | Approver drop-down in PlanCheckGo |
Display as client-admin-assistant | Administrator drop-down in PlanCheckGo |
- Teacher drop-down - Can create excursions
- Approver drop-down - Approve excursions
- Administrator drop-down - Be notified of excursion progress and manage the approval process of excursions on behalf of others
Note: The highest level of workflow permissions provided to the person in SafeTripBuilder should be the same level of access provided via Single Sign-On if the latter applies. You can be added to more than one drop-down but you can only be added to one Single Sign-On role.
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