Manage User Roles

The User Role module lets you group and assign permissions (also called passports) to system users based on their specific role in the organization. This helps ensure that each user only gets access to the features they need.

Required Permission

• Add User Role - Allows the user to create new system roles and assign the appropriate passports (permissions) to them. This permission is also required to use the Copy Role from User feature (duplicate a role setup from an existing user) and the View Users per Permissions feature (see which users have specific permissions).

• Delete User Role - Allows the user to remove existing system roles from the list. A role can only be deleted if no users are currently assigned to it.

• Edit User Role - Allows the user to update an existing system role’s details, including its name, description, and assigned passports (permissions).

• View User Role - Allows the user to access and view the list of existing system roles along with their details, assigned passports (permissions), and the number of users assigned to each role. This permission also enables the View Matrix feature within the module.

How to Access the Module

To access the module, make sure you have the View User Role permission. If it doesn’t appear in your portal, request access from your System Administrator.

Go to Administrator > User Roles. Click the module tab to redirect to User Roles page.

Field Description

Here are the required fields when creating a new user role.

Field Name	Description	Is Required
Role	The name or title of the user role you are creating.	Yes
Description	A short explanation of the role’s purpose or scope.	Yes
For Shared Office	Indicates whether the role is intended for users in shared service offices. Select Yes or No from the dropdown.	No
Department	The specific department where the role will be applied or assigned.	No
Is Default Role	Shows whether the role is a defined default role that cannot be modified by campus IT administrators. Select Yes or No from the dropdown.	No

List of Default User Roles

See the table below to view all default roles in the system, including those for campus users and shared services users. For default roles, the campus IT Administrator cannot make any modifications.

Campus Default Roles

	Role Name	Description	NUIS Portal	NUIS-SHS Portal
1	Super Admin	Super admin role with 100% system privileges.	✅	✅
2	System Admin	System admin role with all sysadmin permissions.	✅	✅
3	Staff	Non-Teaching Employee (ASP).	✅
4	Student	students module access.	✅	✅
5	Graduating Student	Module access for students candidate for graduation.	✅
6	College Teacher	Full-time or Part-time College Teacher.	✅
7	College Teacher 1	Module access for College teacher with NSTP access/ NSTP Coor.	✅
8	Program Chair	Module access for Program Chairs.	✅
9	Deans	Module access for Deans.	✅
10	College Adviser	Module access for Enrollment Advisers.	✅
11	College Adviser 1	Module access for Enrollment Advisers with override.	✅
12	College Adviser 2	Module access for Enrollment Adviser with override/overload.	✅
13	Executive Director	Module access for Executive Director.	✅	✅
14	Academic Director	Module access for Academic Director.	✅	✅
15	Administrative Director	Module access for Admin Director.	✅	✅
16	SHS, Principal	Module access for SHS Principal.	✅	✅
17	SHS, Staff	Module access for Staff/ASP under SHS.	✅
18	SHS, Adviser	Module Access for SHS Class advisers/teachers/faculty.	✅	✅
19	SHS, Strand Coordinator	Module Access for SHS Strand coordinators.	✅	✅
20	ADM, Supervisor	Module access for Admissions office head.	✅	✅
21	ADM, Assistant	Module acccess for Admissions office personnel.	✅	✅
22	REG, Supervisor	Module access for Registrar Head.	✅	✅
23	REG, Assistant	Module access for Registrar personnel.	✅	✅
24	HR, Supervisor	Module access for HR Head.	✅	✅
25	HR, Assistant	Module access for Human Resource Personnel.	✅	✅
26	TO, Supervisor	Module access for head of Treasury Office.	✅	✅
27	TO, Assistant	Module access for Staff/ Assistant under Treasury office.	✅	✅
28	Accounting, Supervisor	Module access for Accounting Supervisor.	✅	✅
29	Accounting, Assistant	Module access for Accounting personnel.	✅	✅
30	SDAO, Supervisor	Module access for Student Affairs Office Head.	✅	✅
31	SDAO, Assistant	Module access for Student Development Affairs Office personnel.	✅	✅
32	GSO, Supervisor	Module access for Guidance Office Senior Supervisor.	✅	✅
33	GSO, Counselor	Module access for Guidance Councelor.	✅	✅
34	LRC, Supervisor	Module access for Librarians or Library head.	✅	✅
35	LRC, Assistant	Module access for Library personnel.	✅	✅
36	DO, Supervisor	Module access for Discipline office head.	✅	✅
37	DO, Assistant	Module access for Discipline office personnel.	✅	✅
38	Marketing, Supervisor	Module permissions for Marketing head.	✅
39	Marketing, Assistant	Module access for Marketing personnel.	✅
40	Physical Facilities, Supervisor	Module access for Physical Facilities Head.	✅
41	Physical Facilities, Assistant	Module access for Physical Facilities personnel.	✅
42	Purchasing, Supervisor	Module access for Purchasing office head.	✅
43	Purchasing, Assistant	Module access for Purchasing office personnel.	✅
44	Motorpool, Supervisor	Module access for Motorpool Head.	✅
45	Motorpool, Assistant	Module access for Motorpool personnel.	✅
46	Alumni Office, Supervisor	Module access for Alumni Office Head.	✅
47	Alumni Office, Assistant	Module access for Alumni office personnel.	✅
48	HSD, Supervisor	Module access for Health Services Office Head.	✅	✅
49	HSD, Nurse	Module access for Health Services Office personnel.	✅	✅
50	AIPO Supervisor	Module access for AIPO Head.	✅
51	AIPO, Assistant	Module access for Academic Internship and Placement Office personnel.	✅
52	ISSO, Supervisor	Module permissions for International Student Services Office head.	✅
53	ISSO, Assistant	Module permissions for International Student Services Office personnel.	✅
54	Asset Management, Supervisor	Module access for Asset Management Head.	✅
55	Asset Management, Assistant	Module access for Asset Management personnel.	✅
56	Admin Assistant	Module Access for Admin Assistants.	✅
57	FSO, Coordinator	Module access for FSO Coordinator.	✅	✅
58	GenEd, Coordinator	Module access for GenEd Coordinator.	✅
59	NSTP, Coordinator	Module access for NSTP Coordinator/Program Chair.	✅
60	TOEIC, Coordinator	Module access for TOEIC Coordinator.	✅
61	Research, Supervisor	Module access for Research Heads.	✅
62	ComEx, Supervisor	Module access for Comex Heads.	✅
63	ITSO, Assistant	Module access for ITSO personnel.	✅	✅
64	Laboratory, Technician	Module access for Laboratory Technician.	✅	✅

Shared Service Roles

	Role Name	Description	NUIS Portal	NUIS-SHS Portal
1	BDLO, Shared Director	Module access for BDLO Shared office Director	✅	✅
2	OOP, President	Module access for NU President for approval of scholarship applications.	✅	✅
3	OOP, Admin Assistant	Module access for OOP Admin Assistant for evaluation of Presidents Discount.	✅	✅
4	Executive Vice President	Module access for Executive Vice President.	✅	✅
5	Internal Audit, Shared Executive	Module access for Internal Audit Executive under Shared office.	✅	✅
6	Internal Audit, Shared	Internal Audit Team module access.	✅	✅
7	M365 Admin	Module access for M365 Administrator.	✅	✅
8	M365 Assistant Administrator	Module access for M365 Assistant Administrator.	✅	✅
9	QMO, Shared	Module access for QMO personnel.	✅
10	Marketing, Shared	Module access for Marketing Shared personnel.	✅	✅
11	ADM, Shared	Module access for Admission Coordinator Shared Office.	✅	✅
12	Accounting, Shared	Module access for Accounting Shared office	✅	✅
13	Accounting, Shared 1	Module access for Accounting personnel under shared services with access to accounting reports only.	✅
14	University Registrar	Module access for University Registrar of NU Main.	✅
15	HR, Shared	Module access for HR Shared office to access the faculty SPES module.	✅
16	Alumni Office, Shared Assistant Director	Module access for Alumni Office Assistant Director under Shared Services.	✅
17	FSO, Shared	Module access for FSO Director, Shared Services.	✅	✅

How to Use the Module

Provides step-by-step instructions on navigating and performing tasks within the User Role module, such as creating, editing, deleting, and viewing roles, as well as assigning the appropriate permissions to each role.

Create New Role

Follow the steps below on how to create new role.

STEP 1. In User Roles page, click the button and select the from the dropdown list. User will be redirected to Add User Role page.

STEP 2. In Add User Role page, enter the user role details on the required field. Refer to the Field Description section for mor information about each field.

STEP 3. Click button to save the new user role record.

Success

User role has been successfully added.

Manage user's permissions by importing user role file or manage it manually in this module.

Manage Permissions

This section allows you to assign specific passports (permissions) to the role. You can either manually enable the permissions by selecting them from the list or quickly apply a set of permissions by importing a JSON file.

Manage Permission Manually

Follow the steps below on how to manually assign permissions.

STEP 1. In Edit User Role page, click the button. This will redirect to Role Permissions page.

STEP 2. In Role Permissions page, select the passport group in Passport Group field to display its permissions.

STEP 3. Enable the permission by clicking its checkbox. Once you have finished adding permissions in a specific group, click the button to save the changes.

STEP 4. Click the button to apply the changes to all users assigned to the user role.

Import Permission's JSON File

Follow the steps below to manage permissions using the module's Import JSON file feature. This option allows your to quickly assign a predefined set of permissions to a role by uploading a JSON file.

STEP 1. In Edit User Role page, click the button. This will redirect to Role Permissions page.

STEP 2. In Role Permissions page, click the button. The Import Data From File prompt will appear.

STEP 3. Select the JSON file from your device, then click the button.

Copy Role from User

This feature allows you to create a new role by copying the permissions of an existing user. It provides a quick way to set up a role without manually selecting permissions, ensuring consistency with the user’s current access rights.

Follow the steps below on how to create new role from user.

STEP 1. In User Roles page, click the button and select the from the dropdown list. User will be redirected to Add User Role based on User page.

STEP 2. On the Add User Role based on User page, enter the user's ID or Username. Provide the new role name and its description, then click the button to create new role wiht th same permissions as the selected user.

STEP 3. Manage or add permissions manually. Follow the instructions in Manage Permissions for details on how to manually add permissions.

Editing an Existing Role

This feature allows you to update the details and permissions of a current user role. You can change the role name, description, assigned passports (permissions), or other applicable settings to keep the role aligned with updated responsibilities and access requirements.

Follow the instructions below on how to edit an existing role.

STEP 1. In User Role page, under the actions column, click the button corresponding to the role you want to modify. You will be redirected to Edit User Role page.

STEP 2. In Edit User Role page, update the user role details as needed.

STEP 3. Click the button to apply and save the changes.

Success

User role has been successfully updated.

Manage user's permissions by importing user role file or manage it manually in this module.

INFORMARTION

If only the permissions need to be updated, click the corresponding button in the actions column of the user role.

Delete User Role

This feature allows you to remove an existing user role from the system. A role can only be deleted if there are no users currently assigned to it, ensuring that no active accounts lose their required permissions unexpectedly.

Follow the instructions below on how to delete a user role.

STEP 1. On the User Role page, in actions column, click the button for the role you want to delete. You will be redirected to Delete User Role page.

STEP 2. On the Delete User Role page, remove the role by clicking the button.

View Users per Permission

This feature allows you to see a list of all users who have a specific permission (passport) in the system. It helps administrators track permission assignments and ensure the right users have the correct access.

Follow the instruction on how to use this feature.

STEP 1. In User Roles page, click the button and select the from the dropdown list. User will be redirected to View Users per Permission page.

STEP 2. Specify the Passport Group and Module name from the dropdown list to view users with the specified permission.

INFORMATION

You may download an offline backup of the record by clicking the and button.

How to update permissions of all users under same role?

This section explains the process of applying updated permissions to every user assigned to a specific role. By cascading the permissions, any changes made to the role’s access rights will automatically reflect on all users linked to that role.

Follow the instruction below on how to cascade permissions.

STEP 1. In User Role page, under actions column click the button. You will be redirected to Role Cascade Update page.

STEP 2. In Role Cascade Update page, click button. Wait for the cascade update to finish.

How to export user role?

This section explains how to download the JSON file containing the permissions (passports) of a specific user role. Exporting the JSON file allows you to back up the role’s permissions or import them into another role when needed.

Follow the instructions below on how to export user role's JSON file.

STEP 1. In User Role page, under actions column click the button. You will be redirected to Role Permissions page.

STEP 2. Click button if you want to download the JSON file of the user roles permission.

STEP 3. Click the button to download the JSON file of the user role.

View Matrix

This feature displays a table showing all user roles and their corresponding permissions (passports) in a single view. It provides an overview of which permissions are assigned to each role, making it easier to review and manage role-based access.

STEP 1. In User Roles page, click the button and select the from the dropdown list. User will be redirected to User Roles Matrix page.

STEP 2. In User Roles Matrix page, All user roles with its corresponding permissions in the campus onlineapp will be displayed. Administrator can generate report and dowload it by clicking the button in the page.

INFORMATION

• All shared service user roles cannot be modified by campus IT Administrators.

• Only Shared Super Admin can manage default user roles.

• Campus IT Administrators cannot create default user roles.

• Do not forget to cascade permissions after modifying the permissions of specific user role.

• After cascading the permissions, advise the user to refresh their access to see the changes.

INFORMATION

For more questions or concerns, email us at nu-desk@national-u.edu.ph