Anytime you’re working in an online application, data security should be top-of-mind. This is a wide-ranging topic, starting with the passwords you use to access the system, creating policies on data retention and safe disposal, user account access, safe sharing, and so much more.
For our March Support Training, we invite customers to join us for a discussion around Security Best Practices in iCarol. We’ll touch on a variety of tools available for you to use to put your own policies and practices around data security into place at your organization.
Date: Wednesday, March 15
Time: 2pm Eastern
To register for this webinar, log into iCarol — the link to register is posted in the iCarol Help Center Community Announcements as well as the Admin Dashboard.
A user’s security level controls what they can see and do while signed in to iCarol. There are five basic security settings you can assign to any user, ranking from least capabilities to most they are: Trainee, Standard, Enhanced, Supervisor, and Admin. In addition to this overall security setting, there are many different Advanced Security Settings that you can enable for an individual user that allow for more customization for that particular user’s capabilities.
When Admin users first sign in to iCarol, they see a unique dashboard. This dashboard shows information that is mainly useful just to those who have this highest security permission, such as access to the iCarol User Community for networking and communication with other Admins worldwide, and invoicing and subscription information, for example.
One feature of that unique dashboard is the ability to see details on the current version of iCarol being used, and information about past and future releases and what functions those releases include. This is information that is helpful to all users, both non-Admin and Admin alike, so starting with our next release, tentatively scheduled to occur on April 4th, non-Admin users will see information about release history and future release plans on their own dashboard when they sign in.
This will help educate and inform users about the release process and will prepare users for visible changes they may notice in their systems. By providing this information directly we hope it will reduce the number of inquiries Admin users will receive from their staff and volunteers who are assigned lower security levels. In fact, in many centers there are very few people with an Admin setting, and in some instances of large networks, there may be no Admin users on site at a particular organization location.
We hope that by having access to this information, all of your users will be better informed about the iCarol system they are using and what changes they might expect to see, simultaneously reducing the need for Admin users to field questions about these changes. If you have any questions about this change, please contact our Support Team by opening a case.
In iCarol, there are five security levels available for users in your system; Trainee, Standard, Enhanced, Supervisor and Admin. Each of these levels enables users to see and use a particular set of tools and functions in iCarol. Further to this, using Advanced Security settings, you can fine-tune exactly which tools and functions each user can see and use. This article will provide an overview of the Security Levels, and definitions of the settings found in Advanced Security Settings.
Security Level
Security Level is found on the Admin tab of user profiles, as below:
As shown in the above screenshot, there is a link that will take you to an explanation of each security level. This link will show a chart that explains what each security level can see and do in iCarol. Here is a screenshot of the chart:
In general, Admins are the highest security level and can see and use all tools and functions in iCarol by default, with some exceptions that will be pointed out later in this article. Supervisors can see and use everything Admins can, except sending welcome emails to new users and accessing the Admin Tools menu. Again, as with Admin, there are a few exceptions that will be pointed out. Enhanced and Standard users have access to fewer tools and functions, and Trainees have access to very few tools and functions.
Advanced Security Settings
Many of the Advanced Security settings are self-explanatory. Those that are not or where additional information may be helpful to understand what the setting enables will be noted here.
Allowed to access Call Reports and Repeat Callers – This is the setting that enables the user to see “Calls” in the left hand menu, and therefore view and submit call reports.
Can give feedback on call reports – This setting enables the user to see and use the “Feedback” text box in call reports to provide feedback to the user who submitted the call report.
Can review call reports – If you have enabled the function that staff can mark call reports as “reviewed for accuracy”, this setting allows the user to see and use the “Report has been reviewed for accuracy” check box at the bottom of call reports when viewing them.
Can only see call reports submitted by themselves – When the user views the “All Calls” page, only call reports they have submitted will appear in the list of submitted call reports. Further, this means they can only view the details of call reports they have submitted themselves.
Can access Specialized Call Export Tool – This is an add-on feature that enables the creation of resource lists in Word or Excel format. This setting enables users who are not Admins to use this tool.
Can certify computers – If you are using Restriction and Certification, this setting enables non-Admins to user the Certification tool to certify a computer.
Exempt from Restriction – If you are using Restriction and Certification, and the user belongs to a Security Level that is restricted; this setting exempts them from restriction. Depending on settings made on the Tools tab of Admin Tools, Restriction may also apply to Admins and Supervisors. If this is true, to exempt a particular Admin or Supervisor from Restriction, this setting must be manually checked.
Can only see call reports for programs to which they belong – This setting only appears if you are using the add-on feature Programs. This is the setting that restricts users to only seeing call reports that belong to the same programs they do.
Can only see caller profiles for programs to which they belong – This setting only appears if you are using the add-on feature Programs. This setting restricts which repeat callers the user can see and choose for use in a call report. Please note: This setting is not given to any Security Level by default. Therefore, if a user needs this setting, it must be manually checked.
Can use Call Reports residing in other iCarol system – This setting only appears if a caller report from another iCarol system is being shared with your system. This setting enables the user to see and create call reports using the shared call report. Please note: This setting is not given to any Security Level by default. Therefore, if a user needs this setting, it must be manually checked.
Can access Outbound Calls – This setting enables the user to see the Outbound Calls button on the main Calls page, if this tool is turned on in the system.
Can only access Outbound Calls, but not see Call Reports – If a user should only have access to the Outbound calls tool, and should not be able to see and use Call Reports, check this setting.
Allowed to access Shifts – this is the setting that enables the user to see “Shifts” in the left hand menu, and therefore view the shift calendar and sign up for shifts.
Hide the list of people currently in On Call shifts, on the main Calls page – If this setting is unchecked, at the top of the Calls page will be a list showing who is currently signed up for On Call shifts. If this setting is checked, this will not show.
Can only see shifts for programs to which they belong – This setting only appears if you are using the add-on feature Programs. This setting restricts which shifts the user sees on the shift calendar to just those that are for the programs he or she belongs to.
Allowed to access Resources – this is the setting that enables the user to see “Resources” in the left hand menu, and therefore view and search Resources through that link and through the call report form.
Can activate/inactive resources – this refers to the “Status” field in resource records. This setting enables users to change to status to and from Active, Inactive, and Active but do not refer.
Can approve resource changes – This setting only applies to those systems using Workflow rules for the resource database.
Can QA resources – This setting only applies to those systems using Workflow rules for the resource database.
Can access verification – This setting enables the user to use the Automated Verification add-on feature.
Data export options – As noted at the top of this section, if any of these are selected, the person can access the Data Export tool from the bottom of the home page inside of iCarol.
Can always see the full names of staff and volunteers – This setting applies when Admins have made changes to the way user names are displayed in iCarol via the Vols and Staff tab in Admin tools.
Allowed to access Vols and Staff – this is the setting that enables the user to see “Vols-Staff” in the left hand menu, and therefore view the list of users in the system.
Allowed to access Chatboard – this is the setting that enables the user to see “Chatboard” in the left hand menu, and therefore view and post messages to the Chatboard.
Allowed to access Internal Chat – this is the setting that enables the user to see “Internal Chat” in the lower right hand corner of the screen when logged into iCarol, and therefore use this tool to chat with other users that are logged in. Please note: This setting is not given to any Security Level by default. Therefore, if a user needs this setting, it must be manually checked. Alternatively, this option can be checked for everyone by using the “Enable Internal Chat for Everyone” link on the Vols and Staff tab of Admin Tools.
Allowed to access Events – this is the setting that enables the user to see “Events” in the left hand menu, and therefore view the Events calendar.
Allowed to access News & Fun – this is the setting that enables the user to see “News” in the left hand menu, and therefore view the News page.
Statistics – With this drop-down menu, a user can be given access to see “Statistics” in the left hand menu, and therefore run various reports with this tool.
Can receive Instant Messages in iCarol – This setting will only appear if you are using the instant messaging/chat add-on feature. This setting enables the user to assume and respond to chat conversations from the Messaging page. Please note: This setting is not given to any Security Level by default. Therefore, if a user needs this setting, it must be manually checked.
Can receive Texting/SMS Messages in iCarol – This setting will only appear if you are using the texting/SMS add-on feature. This setting enables the user to assume and respond to SMS conversations from the Messaging page. Please note: This setting is not given to any Security Level by default. Therefore, if a user needs this setting, it must be manually checked.
If you have any questions at any time about Security Level or Advanced Security Settings, please do not hesitate to submit a case to the iCarol Support Team via the Online Case Management tool.
We recommend that when staff or volunteers leave your agency or discontinue service with you, that you disable their user profile rather than delete it. We recommend that you only delete a user profile if it was created by mistake, or the user has not done any “work” in iCarol (signed up for shifts, submitted call reports, created or edited resource records, etc.). This is because when you delete a user, all interaction he or she had in iCarol will no longer be attributed to them. For example, you will no longer be able to see which shifts they served, which chatboard posts they created, which call reports they submitted or which resource records they created or edited. Instead of listing a name in call reports and resource records, “unknown or deleted” will be shown. If the user is disabled, their name will remain on the interactions, but they won’t be able to sign into iCarol.
To delete a user, follow these steps:
Click on Vols-Staff in the left hand menu, and then click on the name of the person you would like to delete. Once you are in the user profile, click the edit button at the top of the screen.
The buttons at the top of the screen will change. Click the Delete button.
Warning text in red will be displayed, explaining the effects of deleting the user profile. If you delete the profile, the effect is irreversible and we cannot recover this information for you. If you are sure you want to delete the profile, click Confirm deletion.
To disable a user, follow these steps:
Click on Vols-Staff in the left hand menu, and then click on the name of the person you would like to disable. Click the Admin tab in the user’s profile, and then click the edit button at the top of the screen.
Click the drop-down menu next to iCarol Account and choose Disabled, then click the Save button at the top of the screen.
If you have any questions, please do not hesitate to submit a case to the iCarol Support Team!
