Monday, March 21, 2016

Updated Sharing

  • Live Date June 27th, 2016 (Revised)
  • Fixed sharing for Prospects, Students and Courses
  • Share by Role & Location for Others
With the new roles we are updating the sharing system to match those roles. The main change comes to Prospects, Students and Courses. Access to these will now be determined primarily by your role and assigned as a recruiter, advisor or instructor respectively. You will still be able to control access to other items by user location and role.
  • Announcements, Documents, Events, Groups, Letter Templates, Reports 
    • Location Access - limit users from selected locations
    • Read Role Access - limit which roles can view
    • Update Role Access - limit which roles can view / update
  • Prospects
    • Recruiter Manager - has full access to all prospects
    • Recruiter - has full access to all assigned prospects
    • Front Office - has read access to all prospects
  • Students
    • Registrar - has full access to all students
    • Student Advisor - has full access to all assigned students
    • Finance - has read access to all students
    • Front Office - has read access to all students
  • Courses
    • Registrar - has full access to all courses
    • Instructor - has access to student grades, student attendance, course announcements and documents in assigned courses
    • Front Office - has read access to all courses
  • Other
    • Admin users have access to everything across all locations
    • Users can only access locations which they have been assigned to
If you have any questions, comments or concerns please email us at

Sunday, March 6, 2016

Prospect Duplicates & Merging

  • Live Date March 7, 2016
  • Unique Prospect Emails
  • Merge 2 or More Prospects
  • Improved Duplicate Search
  • Web Form Duplicate Merging
Duplicate prospects can waste time and frustrate recruiters. Therefore we've added several new features to help recruiters and administrators deal with duplicate prospects.
Unique Prospect Emails
As of today ampEducator will no longer accept the addition of a new prospect if its email address has already been used. Prospects with similar names and phone numbers are possible but it's highly unlikely that two different prospects will share an email. Note that if you are editing a prospect and get an error saying that the same email already exists, you will need to merge all prospects with the same email together before proceeding.
Merge 2 or More Prospects
Even with unique emails there are other ways duplicate prospects can get into the system. In these cases you can now merge two or more prospects. To merge prospects 
  • Select the prospects under the 'Prospect List'.
  • Click on 'Merge Selected' under More Actions.
  • Select a primary prospect.
  • The information from the other prospects will be merged into the primary prospect and the other prospects will be deleted. The information merged includes any fields which are missing in the primary prospect, emails, events, letters, documents and notes.
Improved Duplicate Search
When adding a new prospect you will now see the prospect name, email and phone as the first three fields. As you enter details the application will search for any possible prospects and show you the possible number of duplicates. You can get further details by clicking on the number of duplicates.
The new add prospect page with the duplicate indicator.
Web Form Duplicate Merging
Any requests coming into ampEducator using the built in form submission are now checked against the existing prospects for a duplicate email. If a duplicate email is found the new information is merged with the existing prospect and a new follow up event is added for the recruiter. This amends the existing prospect without creating a duplicate and lets the recruiter know that they should be following up with them. We've also updated the new prospect notification emails for recruiters. The emails have been styled to make them easier to read and now indicate whether or not the prospect submission was a duplicate.
The format of the new prospect added notification email indicating a duplicate prospect.

If you have any questions, comments or concerns please email us at

Thursday, March 3, 2016

Fixed Roles Implementation

  • Live Date June 27th, 2016 (Revised)
  • Custom roles no longer available
  • Users can be assigned multiple roles
  • Nine fixed roles
What is going to happen exactly?
On June 27th the custom roles feature will no longer be available. When you assign a staff member a role you will pick from 9 predefined roles. However you will be able to pick multiple roles for each user.
What are the new fixed roles?
  • Admin – Has full access to all parts of the application and all staff, prospects, students, courses and programs without any restrictions.
  • Finance – (Revised: Added 'Update' Access July 18, 2016) Full access to finance and student accounts. Access to financial reports and analytics.
  • Front Office – Read only access to prospects, students, courses and programs.
  • Instructor – Access to courses which they've been assigned to and read only access to students. Only users with the Faculty role can be assigned as instructors in courses.
  • Location Admin – Has full access to all parts of the application for locations they've been assigned with the exception of Institution Account.
  • Recruiter – Has full access to prospects they've been assigned. Only users with the Recruiter role can be assigned as Recruiters.
  • Recruiter Manager – Has full access to all prospects as well as prospect and recruiter analytics and reports.
  • Registrar – Has full access to students, courses, programs as well as analytics and reports.
  • Student Advisor – Has full access to students they've been assigned and read access to courses and programs.
What will happen to our existing roles?
For each user their existing role will be examined and the best combination of new roles will be assigned. This is going to create a short adjustment period. Hopefully by informing institutions ahead of time it will make the transition as smooth as possible.

Why are you switching to fixed roles?
The primary reason is to let us provide features directed to each role. Having customized roles makes it hard as some guessing is involved in what each user's role is. With fixed roles and the ability to assign multiple roles per user is the best of both worlds. The application clearly knows the role of each user and institutions have some flexibility is assigning and creating roles.

Is there anything I can do to make the transition smoother?
Admin users should take a look at their current list of roles and remove any roles which aren't in use.

If you have any comments, questions or concerns please contact us at