Understanding User Roles and Permissions in ConexED: A Comprehensive Guide
Understanding User Roles and Permissions in ConexED: A Comprehensive Guide
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Overview
Overview
This guide provides a comprehensive overview of the user roles and access levels within the ConexED platform. It outlines the specific permissions assigned to each role, ensuring users have a clear understanding of their capabilities and restrictions. The matrix serves as a reference guide for administrators and staff to manage user access effectively and maintain system security.
Learning Objectives
Learning Objectives
By the end of this guide, users will be able to:
Understand Role-Based Access – Identify the different user roles within ConexED and their corresponding permissions.
Manage User Access – Determine appropriate access levels for staff, faculty, and administrators based on their responsibilities.
Navigate the Permissions Matrix – Utilize the matrix to quickly reference and verify user permissions.
Ensure Security & Compliance – Apply best practices to assign roles that align with institutional policies and data security requirements.
Modify and Adjust Permissions – Recognize when and how to request role changes or permission adjustments based on evolving needs.
ConexED Role Access, Hierarchy, & Permissions Overview
ConexED Role Access, Hierarchy, & Permissions Overview
Who can do what — from the most access to the least
Who can do what — from the most access to the least
Institution roles — assigned by your administrators
ConexED Administrator
Highest access. Reaches all settings, reports, appointment management, archives, and data across every department, group, and user account. The only role that can change another user’s role.
Institution Administrator ⚑
Second-highest access. Adds cross-department visibility within a single institution. Used mainly at district / multi-college institutions.
Department Director
Full administrative access for every group and department they belong to — settings, reports, appointment management, archives, users, and the Scheduling Control Center.
Group Manager
Manages assigned service areas — group settings, users, custom forms, email templates, reason codes, reports, and appointment management for each assigned group.
Faculty / Staff
Highest access for employees who meet with students but don’t manage group setup. Group calendars, own profile, appointment management, individual reports, and meeting archives.
Front Desk Agent
Reception and scheduling. View assigned group calendars, use Student Lookup, schedule / cancel / reschedule, check participants in and out, and view limited student details.
Student Worker
A subset of Front Desk access, with the ability to view student notes and cases. More limited on queue management.
Student
Sees only their own information — the support directory, their profile and calendar, their own meetings, and their dashboard of tasks, alerts, and milestones.
Guest access — no standard account
Guest
Unauthenticated public access — the public scheduler, kiosk check-in, and password reset only.
Note: Some features are hidden behind a Feature Flag.
A feature flag is a setting that determines whether a specific ConexED feature is available for your institution. When the feature is enabled, the related pages, navigation options, and tools become available to users with the appropriate permissions. When it is disabled, those options are not shown or accessible within your institution’s ConexED environment.
This ⚑ symbol is used throughout this guide to identify features that are controlled by a Feature Flag and may not be available at every institution until enabled.
Institution Administrator ⚑ is enabled by ConexED configuration and is not active at every institution. It is used primarily at district or multi-college institutions and grants access to certain administrative functions not available to Department Directors.
This ⚙️symbol is used throughout this guide to identify features that are controlled by a Setting Configurations and may not be available at every institution until enabled.
To navigate the ConexED Permissions Matrix, use the tabs below to access specific sections. Users can move through the sections seamlessly by utilizing the navigation buttons located at the bottom of each page. To return to the home page, click the ConexED logo located at the top left of the page.
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