Permissions
View contentsPermissions in Maytas 5 allow you to set access rights for users and groups for many features and areas of the system. To edit permissions, go to Tools on the toolbar and click Edit Permissions.
Here you will see a list of users on the left and the permissions on the right. Select a user to apply permissions to them. You can also create groups and apply permissions to them by selecting the Groups tab at the bottom-left of the screen.
Overview
How Permissions are Applied
Permissions in Maytas 5 are either set or not set. This applies to users and groups. A permission is only considered as set when the Is Set box is ticked. For any given user, Maytas 5 takes all permissions that are set for the user and combines these with all permissions that are set for ALL groups to which the user belongs.
If a permission is set on both a user and a group, the most restrictive permission will take precedence (regardless of whether it comes from the user or the group). In effect, this means that if a permission is set to hidden on a user or ANY of the groups to which they belong, the permission will be treated as hidden.
If a permission is not set for a user or any of their groups, the default permission will apply (as specified in the permissions editor).
Also please note that for groups, centre visibility permissions can be specified but will not have any effect.
All permissions are dependent on the relevant licences being present in the system.
Copying Permissions Groups
When creating a new permissions group, you can base the permissions on an existing group. To do this:
- Go to Tools | Edit Permissions.
- Click the Groups tab at the bottom-left.
- Click the
button. - Enter the group name and description.
- Select Base on group and choose the group you wish to base the permissions on.
- Click OK.
You can then add or edit permissions and users as required. Please note that copying group permissions when creating a new group will not copy over the users linked to the existing group.
Permission Examples
The following table shows a variety of situations where user and group permissions are set and the resulting effect. The User permission and Group permission columns refer to what is shown in the dropdown box for the permission. It is important to note that these are only applied when the Is Set box is ticked. Please note that the example user is a member of both group A and group B:
The default permission shows what the permission would be if no user or group permissions were set.
The effective permission shows what the actual permission will be in the scenario.
| User permission | Is Set? | Group A permission | Is Set? | Group B permission | Is Set? | Default permission | Effective permission |
|---|---|---|---|---|---|---|---|
| Visible | N | Visible | N | Visible | N | Hidden | Hidden |
| Visible | Y | Visible | N | Visible | N | Hidden | Visible |
| Visible | N | Visible | Y | Visible | N | Hidden | Visible |
| Hidden | N | Hidden | N | Hidden | N | Visible | Visible |
| Hidden | Y | Hidden | N | Hidden | N | Visible | Hidden |
| Hidden | N | Visible | Y | Hidden | N | Hidden | Visible |
| Hidden | Y | Visible | Y | Hidden | N | Hidden | Hidden |
| Visible | Y | Visible | Y | Hidden | Y | Visible | Hidden |
| Hidden | Y | Visible | Y | Visible | Y | Visible | Hidden |
List of Permissions
Modules
| Category | Name | Description |
|---|---|---|
| N/A | Core Module | Gives access to core functionality, including the trainee editor, personnel editor, employer editor and reports library |
| Process Designer | Gives access to the process designer | |
| ILR Management | Give access to the ILR export tools | |
| Screen Design | Gives access to the screen designer | |
| Vacancy | Give access to the vacancy module | |
| Report Generator | Gives access to Report Generator | |
| Profiling Module | Gives access to the profiling module | |
| Allowances and Payments Module | Gives access to the allowances and payments module | |
| Contact Management | Gives access to the contact management features | |
| Sales Pipeline | Give access to the sales pipeline module |
Tabs
| Category | Name | Description |
|---|---|---|
| Various | Dependent on tabs in the system | Gives access to the relevant tab |
Centres
| Category | Name | Description |
|---|---|---|
| N/A | Dependent on centres in the system | Gives access to the relevant centre |
Controls
| Category | Name | Description |
|---|---|---|
| N/A | Dependent on controls in the system | Gives access to the relevant control in the screen designer |
Commands
| Category | Name | Description |
|---|---|---|
| Reports | Access Report Centre batches | Gives access to batch scheduling in the Reports Centre |
| Add or Edit Report Centre Reports | Enables adding and editing of report settings in the Reports Centre | |
| Add Report Centre batch | Enables creation of new batch schedules in the report centre. Please note that if this is hidden and Access Report Centre batches is visible, the user will be able to run existing batches but not create new ones. | |
| Delete Report Centre batch | Enables deletion of batch schedules in the Reports Centre | |
| Delete Report from Reports Centre | Enables deletion of report instances in the Reports Centre. Please note that this does not enable users to delete reports - only the specific instances from the Reports Centre. | |
| Edit Report Centre Batch | Enables editing of scheduled batches in the Reports Centre | |
| Edit Reports | Enables editing of reports created in Report Generator | |
| Import Reports | Enables importing of reports into the system | |
| Publish Reports Centre report globally | Allows publishing of Reports Centre reports to all users | |
| Publish Reports Centre report to a group | Allows publishing of Reports Centre reports to groups | |
| Report Mailmerges | Allows mail merging to all learners or assessors in a report generator report | |
| Report Server Settings | Allows editing of the report server settings | |
| Run Report Centre batch | Allows scheduled batches to be run in the Reports Centre | |
| View Reports | Enables running of reports in the reports library | |
| View Reports Centre | Gives access to the Reports Centre | |
| Contact Module | Add Merge | Allows creation of quick mail merges in the contact log |
| Delete Merge | Allows the deletion of quick mail merges in the contact log | |
| Edit Merge | Allows the editing of qucik mail merges in the contact log | |
| Manage system wide sales | Allows management of system-wide sales groups in the sales pipeline | |
| Perform Merge | Allows running of quick mail merges in the contact log | |
| View system pipeline | Gives access to the system-wide sales pipeline | |
| View user contact log | Gives access to the user contact log | |
| View user pipeline | Gives access to the user-specific sales pipeline | |
| Vacancies Module | Add New Vacancy | Allows creation of new vacancies |
| Delete a Vacancy | Allows deletion of vacancies | |
| Vacancy Mailmerges | Allows creation of mailmerges for vacancies | |
| Vacancy Templates | Allows templates to be applied to vacancies | |
| Profiling | Add Profile | Allows creation of new profiles |
| Batch Profiling | Gives access to batch profiling | |
| Browse Profiles | Allows profiles to be viewed | |
| Change Profile View | Gives access to the different ways profiles are listed / grouped (i.e. by year, by type or in a simple list) | |
| Contracts | Gives access to the Contracts module | |
| Create Measurements | Allows creation of profile measurements | |
| Delete Measurements | Allows deletion of profile measurements | |
| Delete Profiles | Allows deletion of profiles | |
| Edit Profiles | Allows editing of profiles | |
| Profiles | Gives access to the Profiling module | |
| Update ER Funding Cache | Enables the button to refresh the ER funding cache, which is used in profile measurements and a number of funding reports | |
| View Measurements | Allows viewing of profile measurements | |
| View Profile Budgets | Allows viewing of profile budgets | |
| Template Editor | Add Templates | Allows creation of new templates |
| Apply Templates | Allows templates to be applied | |
| Browse Templates | Allows viewing of templates | |
| Delete Templates | Allows deletion of templates | |
| Edit Templates | Allows editing of templates | |
| Export Templates | Allows exporting of templates | |
| Import Templates | Allows importing of templates | |
| Map Centres | Allows the Map Centres option to be used in the templates editor | |
| LSC | Allow ILR Export Deletes | Allows removal of ILR exports from the export list |
| Show ILR Exports | Gives access to the ILR export module | |
| LLWR | Allow LLWR Export Deletes | Allows removal of LLWR exports from the export list |
| Show LLWR Exports | Gives access to the LLWR export module | |
| Payments | Allowance Items | Allows editing of allowance items |
| Allowance Properties | Allows editing of allowance properties | |
| Banks | Gives access to details of banks recorded in the system | |
| Create invoice runs | Allows creation of invoice runs | |
| Create pay runs | Allows creation of pay runs | |
| Delete invoice runs | Allows deletion of unfinalised invoice runs | |
| Delete pay runs | Allows deletion of unfinalised pay runs | |
| Finalise invoice runs | Allows finalisation of invoice runs | |
| Finalise pay runs | Allows finalisation of pay runs | |
| Invoice Runs | Allows viewing of invoice runs | |
| Pay Runs | Allows viewing of pay runs | |
| Payments Module | Gives access to the Payments module | |
| Placement Invoicing Details | Allows editing of placement invoices | |
| Re-Run invoice runs | Allows invoice runs to be re-run | |
| Specify centre type on invoice runs | Allows selection of centre type on new invoice runs | |
| Specify centre type on pay runs | Allows selection of centre type on new pay runs | |
| Unfinalise invoice runs | Allows unfinalisation of invoice runs | |
| Unfinalise pay runs | Allows unfinalisation of pay runs | |
| VAT Codes | Allows editing of VAT codes | |
| Attributes Editor | Attributes Editor | Gives access to the Attributes editor |
| Export Attributes | Allows exporting of attributes | |
| Import Attributes | Allows importing of attributes | |
| Screen Designer | Browse Screens | Allows screens to be viewed in the screen designer |
| Export Screens | Allows screens to be exported | |
| Import Screens | Allows screens to be imported | |
| Publish Screens | Allows screens to be published | |
| Script Editor | Browse scripts | Allows scripts to be viewed |
| Delete script | Allows scripts to be deleted | |
| Edit Script | Allows scripts to be edited | |
| New Script | Allows new scripts to be created | |
| Permissions Editor | Change own password | Allows a user to change their own password on the support toolbar |
| Manipulate Permissions | Allows Maytas permissions to be modified in the Permissions editor | |
| Manipulate Web User Permissions | Allows Maytas Hub permissions to be modified in the Web User editor | |
| CTS Interface | CTS Interface | Gives access to the CTS Submissions module |
| EmployerEditorM5 | Delete Employer | Allows deletion of employers |
| LLWRTools | Delete LLWR Activities | Allows deletion of LLWR activities |
| Generate Awards | Allows generation of LLWR awards for activities | |
| Restart Activities | Allows activities to be restarted | |
| Suspend Activities | Allows activities to be suspended | |
| PersonnelEditorM5 | Delete Personnel | Allows personnel to be deleted |
| Trainee Editor | Delete Trainee | Allows trainees to be deleted |
| Delete Trainee POT | Allows POTs to be deleted | |
| Diary Grid 'New' | Allows new items to be added to the diary grid | |
| Edit Terminated POT | Allows POTs to be edited after they have been terminated | |
| Find Trainee | Enables the Find button in the Trainee editor | |
| Move Trainee | Allows trainees to be moved to a different centre or contractor | |
| New POT | Allows new POTs to be added to trainees | |
| New Trainee | Allows the creation of new trainees | |
| Terminate Trainee | Allows POTs to be terminated | |
| View History | Allows viewing of the change history for trainee data | |
| Search | Edit Addtional Fields | Allows you to choose extra fields to search on for items (e.g. trainees, assessors, etc) |
| Support | Edit config | Allows you to add and edit system config entries |
| Force Sync | Enables the Force Sync button on the Support ribbon, which forces all other clients to sync the next time they log into Maytas 5 | |
| Maytas Wiki | Enables the wiki / help buttons throughout the system | |
| Ofsted Update | Enables the Ofsted Update button, which refreshes cached success rate data | |
| Set broadcast message | Enables the Broadcast Message button, which sends a banner message to all Maytas 5 users | |
| Setup ULN | Enables the Setup ULN button, which allows you to link to the Learning Records Service | |
| Lookup Editor | Edit lookups | Allows editing of lookups in the DB schema |
| Field History | Allows viewing of field history when right-clicking a field | |
| Field Properties | Allows viewing of field properties when right-clicking a field | |
| Objectives Module | Edit Modules | Enables the module editor on the Tools ribbon |
| Process Designer | Export Process | Allows processes to be exported |
| Import Process | Allows processes to be imported | |
| New Process | Allows new processes to be created | |
| Open Process | Allows existing processes to be edited | |
| ILRTools | Fetch Serial Number | Enables the option to generate a new serial number for a trainee (from ILR Tools in the trainee editor) |
| ACMImport | Show ACM Imports | Allows ACM funding files to be uploaded on the Exports ribbon |
| Show Update All ACM Activities | Allows cached ACM funding data for activities to be refreshed on the Exports ribbon | |
| LISImport | Show LIS Import | Enables the Upload LIS DB button on the Exports ribbon |
| LRSExport | Show LRS Tools | Enables the LRS Export button on the Exports ribbon |
| PFR | Show PFR Reconciler | Enables the PFR Reconciler reports and PFR import on the Exports ribbon |
| QSR | Show QSR Panel | Enables the Upload QSR button on the Exports ribbon |
| SystemCommands | View Commands Panel | Enables the Command Mappings button on the Tools ribbon |
| Server Tasks Module | View Server Jobs | Allows queued and active server jobs to be viewed |
| View Server Tasks | Allows queued and active server tasks to be viewed |
Processes
| Category | Name | Description |
|---|---|---|
| N/A | Dependent on processes in the system | Gives access to the relevant process |
Templates
| Category | Name | Description |
|---|---|---|
| Various | Dependent on templates in the system | Gives access to the relevant template |
Contractors
| Category | Name | Description |
|---|---|---|
| N/A | Dependent on contractors in the system | Gives access to trainees on the relevant contractor |
Select All Users in Tab Permissions
When editing tab permissions, it is possible to set a permission for all users for a specific tab (e.g. make a tab read-only for all users). To do this:
- In Maytas, go to Tools | Edit Permissions.
- Click Tabs on the ribbon.
- Select the tab on the left.
-
Right-click the Visibility header on the right and select Set all visible, Set all readonly or Set all hidden.
This will set the chosen option for all users.
- Click Apply and restart Maytas for the changes to take effect.