Must have district administrative access in ion to manage user security.
During implementation, all staff are imported as teachers and staff can view students on their rosters. Since not all staff have students, and some staff work in more than one building, districts need to set up permissions for staff to view schools, students, and information according to specific roles. By default, 4 roles are auto created for districts:
(1) Teacher
(2) Administrator
(3) Interventionist
(4) District Administrator
More roles can be created.
Permission settings can vary according to each role.
Role designations in ion do not necessarily coincide with role designations in your school district. For example, a "district administrator" in ion is a user that has permissions to see all students, data, and perform setup and edit tasks for all modules in ion.
Those with District Administrator rights in ion have permissions to manage security. To learn more about the District Administrator role, see Creating District Administrative Users, below.
Our Permission Descriptions are locating in the Permission Descriptions of Role Definitions
There are several components of user security that allow districts to allow their staff to view students and information.
(1) Users - Use this section to review / set permissions for individual staff members. This is also the place to designate District Administrator permission settings.
(2) Role Definition- Use this section to set permissions for specific roles that can be assigned to users.
3) Role Assignment - Use this section to set permissions for many users (rather than individually in the "Managing Users" tab).
4) Teams - Use this tab to set permissions for teams of teachers to view students not on their roster - either at the grade level or by houses.
Those with District Administrator rights in ion have the role of maintaining the ion system for the district. This includes the ability to add, delete, or edit within all modules of ion. This role should be limited to those who are trained to maintain the system.
1. To create an ion system district administrator, click the District Admin box underneath the user.
2. The user should "Reset Cache" for the settings to be reflected in their account.
To review / set permissions for individual staff members, click Admin>Security>Users in the main menu.
Users are arranged in alphabetical order for an entire account. Users are managed at the district level.
1. Click the first letter of a user's last name to narrow down the list of available users.
2. Click the desired user's name to view their profile.
3. When a user is clicked, their profile will appear in the "Account" panel. You may make changes as needed.
4. Click on the Permissions Tab to set user permissions for schools and roles.
When troubleshooting user access, access the user account to verify permissions for school(s) and role(s). After making changes, the user will have to click on "reset cache" in order for ion to accept the new permissions.
As ion syncs with the district's SIS, users will be added or deactivated based on the district's SIS information.
Use the "New, Save" tabs for immediate needs, BUT be cautioned that the next day sync will REactivate or DEactivate users based on the district SIS information that syncs with ion
Send in a ticket for support if you are not seeing what you expect to see.
Add Users
To immediately add a new user...
1. Click "New."
2. Add the user's name and email address.
3. Click Active.
4. Click Save.
5. Click the permissions tab to add the school (s) and role (s) to the user account.
Activating, Deactivating or Locking Users
As ion syncs with the district's SIS, users who are inactive for 7 days become “inactive” in ion and will not be able to access their ion account.
Users that fail in log in attempts will be locked from using their account.
As ion syncs with the district's SIS, users will be added or deactivated based on the district's SIS information.
Use the "New, Save" tabs for immediate needs, BUT be cautioned that the next day sync will REactivate or DEactivate users based on the district SIS information that syncs with ion
Send in a ticket for support if you are not seeing what you expect to see.
1. To immediately activate or deactivate a user, click on the "active" box to add/remove the check mark.
2. To immediately lock a user, click on the "locked" box to check it. The user will be locked out their ion account.
3. Click "Save"
When troubleshooting user access, view a user account to see if they have been locked or deactivated. Those with district administrator access can reset these user accounts.
To troubleshoot a user issue, it may become necessary for a district admin to "impersonate" a user.
- Search for the desired user.
- Click the "Impersonate" Tab.
- You will be logged into ion AS the impersonated user.
- A banner will appear that you are in "impersonation mode" and direct you to click the hyperlinked "here" to return to your own account.
By default, there are three roles created in ion. Teacher, Administrator and Interventionist. To view the permissions a particular role is assigned, click the name of the role in the "Roles" panel. Click on Creating District Administrative Users to learn more about creating permissions for that role
- Click on any role to populate the Permissions panel.
- To modify the permissions assigned to a role, check or uncheck the desired permissions. Use the Permission Descriptions for assistance in defining the role.
- Click Save when complete.
Attendance Briefs and Behavior Briefs are permissions are additional ROLES. Use the Support Button for more information
Managing Permissions
In ion, permissions are assigned to a role, and roles are assigned to a user. Permissions are assigned at the district level, and roles are assigned at the school level.
Users may be assigned to more than one role for a school. The role with the least restrictive permissions wins.
For example, if a user is assigned a teacher role (which by default does NOT have the "View All Students" permission) and a role with the "View All Students" permission, the user will be able to see all students.
After setting permissions, users will either need to log out and back in to ion for the permissions to be reflected in their account OR click the "reset cache" under their "me" button.
Permission Descriptions
| Students | ||
| Element | Checked | Unchecked |
| View All Students | Can see all students in the school. | Can only view data on students assigned to them via a course in the SIS, or assigned via a team or an intervention in Ion. |
| View and Edit Student Documents | Can view & edit documents uploaded to a student's profile. | Can not see or edit documents uploaded to a student's profile. |
| View FRAM (Free and Reduced Status) All Users, including District Admins, must explicitly be given permission to this data point in order to view data. | Can see Free and Reduced Meals Information on Data Walls (individual students) and on Dashboards (aggregate information) | Columns appear, but are blank for Free and Reduced Meals Information on Data Walls. Blank graphs appear on Dashboards. |
| Plans | ||
| Element | Checked | Unchecked |
| View Plans Give Intervention gives this access by default | Can View Student Plan information for students whom they can access as defined under All Students above. MTSS button and "Active Plans" drop down is visible. | Can not see Student Plans MTSS button and "Active Plans" drop down is not visible. |
| Manage Plans | Can open and close student plans, add skills to plans and assign plans to staff for students whom they can access as defined under All Students above. | Can not edit student plans. |
| Modify Check-ins (Not your own) | Can change and delete plan Check-ins created by other people. | Can change and delete plan check-ins created by self only. |
| View Protected Checkin Comments | Can view comments marked by a user as "protected." This feature should not be used without specific training from ion. | Can not view comments marked by a user as "protected." Can view non-protected comments. |
| Modify Notes (Not your own) | Can change and delete check-in notes created by other people. | Can change check-in notes created by self only. |
| Modify and Delete Plans | Can edit and delete Student Plans and associated skills, scores, and goals for students whom they can access as defined under Students above. | Can not delete Plans. |
| Modify and Delete Skills | Can edit and delete a skill from a student’s plan. | Can not delete a Skill from a plan. |
| Modify and Delete PM Scores Note: To Modify PM scores they must be deleted and re-entered | Can edit and delete PM scores from a student’s record. | Can not delete PM scores. |
| Modify and Delete Goals Note: To set a new goal, a goal is closed and a new goal opened. No Delete is required. | Can edit and delete a goal from a student’s record. | Can not delete student goals. |
| Hide Quick Plan Menu | Hides the Quick Plan Menu choice to Create Plans from users. | Does not hide the Quick Plan Menu to Create Plans from users. |
| Interventions | ||
| Element | Checked | Unchecked |
| View Interventions | View all Intervention Groups and the students within whom they have access to as defined above. MTSS button and "Active Groups" drop down is visible. | Can only view intervention groups which are assigned to them. MTSS button and "Active Groups" drop down is not visible. |
| View All Interventions | Can see all interventions in the school. | Can only view data on students assigned to them via a course in the SIS, or assigned via a team or an intervention in ion. |
| Give Interventions | Can be assigned intervention groups. Can Check in Students and record PM scores for their assigned intervention groups. | Can not be assigned intervention groups. |
| Delete Interventions Note: To remove a student from an intervention group, use Delete Intervention Students | Can delete any intervention groups to which they have access. | Can not delete intervention groups. |
| Delete Intervention Students | Can remove students from Intervention groups. | Can not remove students from intervention groups. |
| Hide Quick Plan Menu | Hides the Quick Plan Menu choice to Create Intervention Groups from users. | Does not hide the Quick Plan Menu choice to Create Intervention Groups from users. |
| Attendance | ||
| Element | Checked | Unchecked |
| Attendance Admin | Receives attendance notifications. | Does not receive attendance notifications. |
| Behavior | ||
| Element | Checked | Unchecked |
| Behavior Admin | Enter, view, modify and delete Behavior Events. Receive notification (email and bell icon) when an event is entered directly into Ion. Resolve Events. | Enter behavior events which get sent to the Behavior Admin. |
| Hide Behavior Referral Quick Menu | Hides the Quick Plan Menu choice to Create Behavior Referral from users. | Does not hide the Quick Plan Menu choice to Create Behavior Referral from users. |
| Assessments | ||
| Element | Checked | Unchecked |
| Modify Assessments Note: Assessment Definitions can be created by anyone and then follow a path of promotion, from self to school-wide to district-wide. | Can change district/school-wide assessment dictionary definitions. | Can create personal assessment dictionary definitions. Can share that definition with the school. A District Admin can share across the district. |
| Forms | ||
| Element | Checked | Unchecked |
| Form Admin | Allows users to manage the status of form submissions. | Can not manage status of form submissions. |
| View Protected Form Responses | Allows users to see responses of protected forms. | Can not see responses of protected forms. |
| Case Management | ||
| Element | Checked | Unchecked |
| View Cases | User has the ability to view cases in the school. Case Management button is visible. | Can only view cases assigned to them. Case Management button is not visible. |
| Case Admin | On the case screen, the case admin will have the ability to assign users (team members), set status, priority, growth toward goals, etc. Case admins can close and reopen cases. | Does not have the ability to assign users (team members), set status, priority, growth toward goals, close, or reopen cases. |
| Case Notification | Receive an email anytime a case is created. | Will not receive notifications. |
| Case Meeting Unlock | Can unlock a case meeting to enter meeting information. | Can not unlock a case meeting to enter meeting information. |
| Customize Case Dashboard | Reorder or Show/Hide columns on the Case Management Dashboard. | Can not reorder or show/hide columns on the Case Management Dashboard. |
| Task Management | ||
| Element | Checked | Unchecked |
| Task Notification | Receive an email anytime a task gets assigned to someone in the building. | Receive an email anytime a task is assigned to self. |
| Modify Tasks | Modify the details of any task to which they have access as defined below. | Can only edit tasks created by self. |
| View All Tasks | Can view any tasks assigned to any user in the building. | Can view any tasks assigned to self. |
| Data Walls | ||
| Element | Checked | Unchecked |
| Allow Score Entry | Can enter scores on data walls with "score entry." (Note there is another permission on data wall entry - See "Data Entry Walls" for more information. | Does not have permission to enter scores on data walls with "score entry." |
| Menu Options | ||
| Element | Checked | Unchecked |
| Show Tools | Tool button populates. | Tool button does not populate. |
| Show Benchmark and CBM | Benchmark and CBM option populates. | Benchmark and CBM option does not populate. |
| Show Reports | Reports option populates. | Reports option does not populate. |
| Show Executive Summary | Executive Summary option populates. | Executive Summary option does not populate. |
Attendance Briefs and Behavior Briefs are permissions are defined as ROLES. Use the Support Button for more information
In ion, permissions are assigned to a role, and roles are assigned to a user. Permissions are assigned at the district level, and roles are assigned at the school level.
Users may be assigned to more than one role for a school. The role with the least restrictive permissions wins.
For example, if a user is assigned a teacher role (which by default does NOT have the "View All Students" permission) and a role with the "View All Students" permission, the user will be able to see all students.
Admin>Role Assignments allows ion District Admin users to view everyone who has been assigned a particular role for a particular school.
If you wish to define your user import to include role assignments so you do not need to manage roles at the start of every school year, submit a support ticket and we can send you the template and/or assist with the user template as needed
Use the Role Assignments tab to set permissions for many users (rather than individually in the "Managing Users" tab). Admin>Role Assignments
Verify the school you are in before working on assigning roles. Roles assigned school by school, not by district.
1. Admin>Role Assignments
2. Verify school you are in before assigning roles - roles are assigned by school, not by district (except District Admin Users)
3. Choose the appropriate role for the user.
4. Begin typing the User's Last Name in the text box located in the "Users" panel
5. When you've found the user, CLICK (do not press enter) the name.
6. After a second or two, the user's name will appear in the "Users" panel list.
- Choose the role you want to remove from a user.
- A list of all users assigned to that role FOR THE CURRENT SCHOOL will be displayed.
- Click the red Trash icon next to the user's name.
- Refresh the page to see the user is removed from the role.
- In the "Roles" panel, locate and click the "+" icon in the upper right hand corner. A text box and save button will appear at the bottom of the list of existing roles.
- Type the name of the new role and click the green button with the disk icon.
- Mark the appropriate permissions.
- Click "Save."
Teams allow users to gain access to students either by grade level, or by house. Teams will override the default permissions that are given to staff based on roster data from your SIS.
- To access Teams, click Admin>Teams
- To create a team, click the "+" sign at the top of the Teams box.
- Choose school year, team name, team type, and team Grade.
- Click Save.
Districts must update their teams annually by manually adjusting the new year and adding teams, or by including team data in user imports. If you need assistance, please submit a request via the support button.
- To add users to a team, first choose the team from the purple box.
- Add a user by searching by last name.
- When the user logs in, they will see a toggle at the top of the homepage to see either the students on their team or on their roster.
