Changing the Configurations in Operoo so that parents and carers permissions are set via the sync using attributes in SIMS instead of the relationship contact type

Changing the Configurations in Operoo so that parents and carers permissions are set via the sync using attributes in SIMS instead of the relationship contact type

For Group Edition


Important: This guidance and process is only applicable to SIMS schools who use Group Edition.

If you have any questions on either options, please contact your CSM or the Operoo Support Team.

In Operoo there are two ways that student contacts can be assigned View and Update or No Permission access. 

When a student contact is assigned View and Update access to Operoo, they have access to the Student Record which may include, dietary requirements,  medical conditions, and any eForms that have been responded to by any contact who also has access to the Student Record.


The two ways a school can assign access are;

  1. Relationship type, or

  2. Sync


Relationship type


When a school selects 'Relationship type', the Administrator sets the Default Contact Permissions which denotes which student contacts will automatically be assigned ‘View and Update’ and ‘No Permission’ access to Operoo (when View and Update permission is set, Operoo will automatically allocate a username and password against the student contacts profile).


For example, looking at the screenshot below Mother and Father are set to View and Update, Parent and Guardian are set to No Permission. This means that when the student contacts are synced to Operoo from SIMS, only those contacts who are in SIMS as a Mother or a Father will be allocated a username and password, and have access to Operoo.  Any other student contact (relationship) will be assigned No Permission, will not have a username and password and won’t have access to Operoo.




When Relationship type is set, there might be instances where the school may need to, and is responsible for manually adjusting any permissions as required. Below are some examples of when manually adjusting the permission might be needed.


Example 1:

If the Default Contact Permissions for Mother and Father are set to View and Update, when the student contacts sync to Operoo from SIMS, if there are any Mothers and/or Fathers who cannot have access to Operoo due to a Court Order, the school must manually adjust that contact's permission from ‘View and Update’ to ‘No Permission’. You can find more guidance on how to do that in this article: How to change the permission of a contact on a student record?(Group Edition).


Example 2:

If a student is living with a family member or carer, for example, a grandparent. The grandparent will have been assigned No Permission due to their contact type. The school will need to manually adjust that contact's permission from ‘No Permission’ to ‘View and Update’ so the grandparent can access Operoo. You can do this on an individual basis or in bulk by following these instructions: Bulk Set Permission for Student Contacts.


Please note: By default, the setting for all new Operoo accounts created is 'Relationship type' where Mother, Father, Parent and Guardian are all set to View and Update. 

If a school adjusts the Default Contact Permissions following the initial sync of data from SIMS to Operoo, the change made will not affect any student contacts already synced to Operoo, but only new student contacts synced from that point when the change was made.


Sync


When a school selects 'Sync', there are certain settings in SIMS that will denote what permission a student contact will be assigned in Operoo when synced from SIMS.


The criteria is set out below when a student contact is synced from SIMS to Operoo;

  • If Court Order or Restricted Access are selected in SIMS against a student contact, the contact will be assigned 'No Permission'.

  • If Parental Responsibility is selected in SIMS against a student contact, the contact will be assigned 'View and Update' permission.

  • If the Priority Number in SIMS against a student contact is either 0, 1 or 2, the contact will be assigned 'View and Update' permission.

  • If the Priority Number in SIMS against a student contact is either 3, 4 through to 9, the contact will be assigned 'No Permission'.

  • If there is a contact who is priority 3 and has parental responsibility, the contact will be assigned 'View and Update' permission.


If you add student contacts in SIMS as priority 0, but do not want those contacts to be assigned View and Update access, their priority number will need to be altered to 3 or above, plus the contact should not have parental responsibility.
If a contact has been added to SIMS with no priority number, that contact will be assigned ‘No Permission’ when synced to Operoo from SIMS.

When the sync option is selected, if a change is made in SIMS to a student contact after that contact is initially synced to Operoo, any further changes in SIMS will automatically alter the permission following the next successful sync after the change was made.

For example, on the 14th of February 2022, a priority 1 student contact is synced to Operoo from SIMS and assigned ‘View and Update’ access. On the 20th of March 2022, that same contact has a court order against them, and the court order field in SIMS is selected. Following the next sync after the court order field has been selected, that student contact will have their permission automatically adjusted from ‘View and Update’ to ‘No Permission’.


Please note: If using the ‘Sync’ option to allocate permissions in Operoo, you cannot manually edit the permission of the student contact in Operoo. 

For example, a Grandparent who is listed as a priority 4 in SIMS will sync into Operoo as ‘No Permission’. If that grandparent requires access to Operoo, you cannot manually edit the permission from ‘No Permission’ to ‘View and Update’ in Operoo.  If this is done, on the next sync, the updated permission (View and Update) will revert back to ‘No Permission’.  


If you require a student contact’s permission to be altered, the change must be done in SIMS, so in this example, selecting the parental responsibility in SIMS for the grandparent, or changing their priority number to 0, 1 or 2 will result in 'View and Update' permission being allocated in Operoo on the next sync after the changes in SIMS were made.


How to alter the source from Relationship type to Sync (and vice versa)


1. Click into 'Settings' and then 'Configurations'.




2. When in the Configurations page, scroll down to the 'Source of permissions for Contacts (parents/guardians) on the Student Records' section. Choose either 'Relationship type' or 'Sync'.



Please remember: If 'Sync' is selected, permissions will alter in Operoo on every successful sync if there are any changes made in SIMS.

Related Links:
  1. Bulk Set Permission for Student Contacts
  2. How to change the permission of a contact on a student record?(Group Edition).





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