Access, Access Levels, and the Schedule

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The WCONLINE login promptWithin WCONLINE, everyone who logs in to the system has to create an account by filling out your registration form (as defined in Form Setup: Registrations) or has to access an account that was created by an administrator for them. Typically, individuals can create their account by filling out your registration form by following the "First visit? Register for an account." link on your WCONLINE login page.  Administrators can also create an account by using the ADD NEW CLIENT tool within the Calendar Display or Standard Display "area tools" menu or at the top of Client and Record Management.

If you've enabled Single-Sign-On or LDAP in Global System Settings, then individuals will log in to WCONLINE using their institutional credentials.  If they've never accessed the system before, they'll be taken to your registration form in order to create their new account and answer your registration questions.  If they have accessed the system before, then they'll be taken directly to your schedule.  

Once an individual logs into the system, they're recognized by their email address as one of three types of system users: A client (on non-administrator), a Basic Administrator, or a Full Administrator.  Administrative access itself is bestowed using the Administrative Access Management control panel, which is available at the top of Staff and Resource Management.  Administrative access can be granted or taken away at any time.

Full Administrators, Basic Administrators, and Clients

Full Administrators are typically center directors or managers and have access to all of the features and control panels within WCONLINE. Because of their full power over WCONLINE, we recommend limiting the number of full administrators as much as possible. Full administrators have complete access to all data on your system--including the ability to export all data via the System Data Export tool. They can also make appointments without being restricted by scheduling or required form limits (with exceptions noted directly on the various forms).  By default, full administrators are taken to the Calendar Display after logging in.

Basic Administrators, a status typically given to center employees (such as tutors, consultants, or other staff), have the ability to view all appointments, make appointments for others, enter and view client report forms, and access the control panels that they're given access to via options in Global System Settings. By default, basic administrators do not have access to most of the control panels in WCONLINE and cannot delete large amounts of information from the system.  Basic administrators, though, can make appointments for students in excess of most scheduling limits and do not have to fill in most required fields (with exceptions noted directly on the various forms).  By default, basic administrators and clients are taken to the Standard Display after logging in.

Clients are non-administrators or, in most cases, students who are using the services of your center.  Clients only have access to their own data within WCONLINE and can only see their own appointments.  Clients do not have access to any of the administrative options on your various forms or to any of the administrative control panels within the Welcome menu.  Clients also cannot access post-session client report forms about their appointments (as those forms are only available to administrators.  In essence, clients can create and manage their account and make and manage their own appointments.

Sections in this Chapter

SECTION 1: The Calendar Display

SECTION 2: The Standard Display

SECTION 3: Card Reader Support