User Accounts Overview

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Before an individual can be able to login to Faculty Success and begin entering information for their own activities or on behalf of others, they must first have a user account created for them. Individuals who may need a user account fall into the following categories.

  • Current faculty and staff
  • Individual is no longer with the organization, but their activities must be added to the application for historical reporting.
  • Staff who are not required to have their activities tracked but enter data on behalf of others, such as temporary data entry clerks or students hired for this purpose
  • Anyone serving as an Faculty Success Administrator at any level

Creating User Accounts 

There are three methods for creating user accounts, depending on the number of accounts that need to be created. The first method is to manually create the users, which is preferable if you are creating fewer than ten accounts. If you are creating more than ten accounts, the second or third methods may be preferable, which are to submit a User Creation Work Request with a CSV file containing the information for the user accounts you wish to create or to use the Web Services API to create the users by connecting your existing systems to Faculty Success.

Once you've decided on a method for creating user accounts, there are a few requirements you should keep in mind as you go about it. Keep reading to find out what they are.

User Accounts Requirements 

User accounts can be viewed by the Users and Security tool, and each user account must meet the following requirements.


By default Faculty Success automatically assigns a users username as the prefix of their email address. For example, if a users email address is "" then Faculty Success will automatically generate the email prefix "staycp" as the users username. 

If your campus has configured a different authentication method than Local Authentication, such as LDAP, Portal, or Shibboleth Authentication, we recommend changing the user's username to match their campus username in your system so that the user can successfully login through their assigned authentication. 

The requirements for usernames in Faculty Success are that they: 

  • Be unique
  • Cannot contain the "@" character
  • Cannot be longer than 50 characters
  • May contain any ASCII characters – with the exception of the "@" character, as noted above

Email Address

Faculty Success requires that all user accounts have an associated email address, regardless of what you have decided to use as usernames.

At times, you may need to create accounts for someone whose email address is not known. This can be the case for a person who does not have a valid email account at your campus, for whom you do not have a current email address, or for someone no longer associated with the campus whose past activities will be entered by someone else. In these cases, simply enter a unique, fictitious email address for that user and set their authentication method to Local Authentication.


Additional Unique User Identifiers - Secondary Identifiers

As an Administrator, you can associate additional unique identifiers with user accounts to facilitate data import from other campus systems. Additional unique identifiers can be requested for Faculty Success via a User Creation Work Request, and multiple identifiers can be added. Once the unique identifiers have been added, you can begin importing data from your campus system. However, we cannot set up unique identifiers to be required and you can only use unique identifiers for importing data, not authentication or Web Service filtering. These identifiers are stored with the user account information within the Users and Security tool.

To update, create, or populate a new unique user identifier, use the "Download All User Information" spreadsheet from the Users and Security tool as a starting point spreadsheet for the changes. Add a column to your user setup spreadsheet for the new user identifier and fill it with the unique identifiers for the user accounts using the downloaded spreadsheet. The column header should refer to the unique identifier in the way you want to refer to it in Faculty Success, for example, "EMLID" or "UID." If you are creating a new unique user identifier, you must submit a revised spreadsheet that you created through a User Creation Work Request.


Track Activities for User Accounts 

The majority of the user accounts you will create in Faculty Success will be for faculty who need to track their system activities. Users may, however, enter data on behalf of others or run administrative reports. These users do not require their activities to be tracked because any records they create for themselves will appear in the reports they run by default. To ensure that reports exclude data for individuals, remove the ability to track activities from their accounts. To accomplish this, submit a General work request to Faculty Success along with a list of the users whose ability to track activities should be removed.

Warning: Removing track activities from an account permanently erases all of the data associated with it, including all activity entries. Do not remove this ability to track activities from a user account unless you are certain you will never need the data in the future.


Assigning Permissions to User Accounts 

Each user account that is created must be assigned a security role that grants them permissions that determine what type of access they have to Faculty Success tools and reports. As a result, we recommend reviewing your security roles and assigning each user the appropriate security role that corresponds to the type of permissions they should have in Faculty Success.


For more information about User Accounts, see these related articles:

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