Overview
Effective user management in SS&E ensures that institutional data remains secure while providing staff with the tools they need. This guide covers the end-to-end lifecycle of a user record—from importing a new administrator via your Student Information System (SIS) to the strategic deactivation of departing personnel.
Because SS&E maintains a permanent database record for historical data integrity, users are never fully deleted; instead, they are deactivated and stripped of access roles to preserve audit trails and system history.
Creating a New Administrator
Setting up a new admin is a two-step process that begins in your SIS and concludes within the SS&E interface.
Step 1: Import the User
All accounts must originate from your Student Information System (SIS) via the Person data feed.
Ensure the individual is included in the Person data feed extract (refer to the Import Definitions article for formatting).
The account will be automatically generated in SS&E during the next scheduled data integration run.
Step 2: Assign the Administrator Role
Once the record exists in SS&E, assign permissions using one of these two methods:
Manual UI Method: Navigate to Administration > People & Roles > People. Search for the user, open their record, and under the User Details tab, click Add in the Security Roles section to select Administrator.
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SIS Import Method: You can automate this by passing the exact Integration ID (e.g., ROLE_ADMINISTRATOR) in the role field of the Person data feed.
Note: Integration IDs are case-sensitive.
Removing an Existing Administrator
When a team member leaves or changes roles, follow these best practices to ensure a smooth transition and maintain system security.
Role Transitions
Internal Moves: If an Admin changes positions, remove all previous roles and assign only the roles required for their new capacity.
Departures: If a user is leaving the institution, navigate to Admin> People, select the user, and remove all applicable roles.
Deactivating Accounts
Deactivation is the primary method for revoking access. This prevents a user from logging in or being "impersonated" by other administrators.
Manual Deactivation: Search for the user under Admin> People and click the Deactivate button at the top of the record.
SIS Deactivation: Set the enabled field to false in your SIS Person data feed to automate the lockout.