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1. Accessing the Roles and Users Module

Roles are accessed from the administrative area in the main navigation.

  1. Log in to HEM-SP with an account that has administrative permissions.
  2. From the main navigation menu, open the administrative settings area
  3. Select Roles
  4. The Roles area displays existing roles and provides actions to create, edit, and review role
Accessing the Roles and Users Module
Creating a New Role

2. Creating a New Role

Create roles to standardize access for staff members with similar responsibilities.

  1. In the Roles area, click Add New.
  2. Enter a Role Name
  3. Select if the role has full admin permissions.
  4. Save to create the role.
  5. Open the role to configure permission settings.

3. Configuring Role Permissions

Permissions determine what users assigned to a role can view and do within HEM-SP.

  1. Open the role you want to configure.
  2. Navigate to the Permissions section (or tab) as shown.
  3. Enable or disable permissions by module and action level (for example, view, create, edit, delete).
  4. Save changes to apply updated permissions.
Configuring Role Permissions
Creating or Updating a User Account
Creating or Updating a User Account
Creating or Updating a User Account

4. Creating or Updating a User Account

User accounts are created and maintained in the Users area. Users are assigned roles to control access.

  1. In the Users area, click Add New to create a user (or open an existing user to update).
  2. Enter user details as required (name, email, and any identifiers shown).
  3. Assign one role to the user.
  4. Enable “send invitation email”
  5. Click “Finish”
  6. To deactivate or delete a user, from the actions menu near the user name, click “deactivate” or “delete”.

5. Governance and Best Practices (Recommended)

Use the following practices to maintain secure and consistent access control.

  1. Use least privilege: assign only the permissions required for the user’s role.
  2. Prefer role-based access: avoid individual, one-off permission patterns that are difficult to audit.
  3. Use clear naming conventions for roles (for example, Admissions-Admin, Finance-ReadOnly).
  4. Review users and roles periodically to remove obsolete access.
  5. Deactivate accounts promptly when staff leave or change responsibilities.
Governance and Best Practices (Recommended)

Frequently Asked Questions.

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