Managing student worker roles

Managing student worker roles

Managing Student Worker Roles
Student worker access can be managed in a variety of ways, the best way for your library depends on the roles or access required and the workflow that best meets your library's needs.

Missing a Fulfillment Menu? 

Alma's display is dependent on a user's roles and location. If your student worker is missing the fulfillment menu, double check that they are located at the appropriate circulation desk. It's recommended to keep the always show current location box checked. 

Update your location:
  1. Select the Alma location icon
  2. Set location to appropriate circulation desk
  3. Provided the correct roles have been assigned the fulfillment menu should now display. 

Steps 1 and 2 to switch user location. Physical location is highlighted in red box with red speech ballon pointing to the Always show current location with recommendation to keep it checked. Steps 1 & 2 to update user's location

Adding roles from the Circ Desk:

Role required: Either the Fulfillment Administrator or General System Administrator
Notes: Only a select number of roles are available: Circulation Desk Manager, Circulation Desk Operator, Circulation Desk Operator - Limited, and Requests Operator. 
  1. Navigate to the Circulation Desk Operators
    Alma Configuration @ Library Level > Fulfillment > Library Management > Circulation Desks
  2. Select Circulation Desk hyperlink
  3. Select operator tab [4th from left]
  4. Click on Add operator
  5. Locate student worker
  6. Ensure correct role/s are selected
    1. Note: Only available roles are: Circulation Desk Operator, Circulation Desk Manager, Requests Operator and Circulation Desk Operator - Limited.
  7. Click Add Operator 
  8. Click Save
Screenshot of the Circulation Desk Operators screen with steps 3-8 indicated by yellow flags marked A-F.Steps (3 - 8) to add roles to account via the circulation desk

Manually Adding role(s):

Role Required: User Role Manager or User Role Administrator to edit roles.
Notes: When adding multiple roles from the add new roles page, you will need to check each role is active and scoped correctly. 
  1. Locate Student using user search
  2. Select appropriate hyperlink
  3. Scroll down to user role section
  4. Select Add Role
  5. Check the box next to the applicable role
  6. Select Add Role
  7. Set role to active and scope/add parameters if needed.
  8. Save role
  9. Repeat until all needed roles are added and scoped correctly.
  10. Save user account
Screenshot of user role section with yellow flag, a, indicating Add Role, Step 4Step 4
Screenshot of Add New Roles page with yellow flags (b and c) indicating the location of steps 5 and 6Steps 5 & 6
Screenshot of User Roles Details page with yellow flags (d-f) indicating locations of the status, scope and parameters fields covered by steps 7. With an additional yellow flag, h, indicating step 8.Steps 7 & 8
Screenshot of user details page with yellow flag, i, indicating the location for step 10Step 10

Assigning role profile:

Role Required: User Role Manager or User Role Administrator to assign and manage role profiles.
Note: Role profiles need periodic updates to ensure roles in the profile are scoped correctly, expire as expected and continue to meet the needs for the profile. To re-apply an updated role profile, delete roles from patron's account then re-add the profile.
  1. Locate Student using user search
  2. Select appropriate hyperlink
  3. Scroll down to user role section
  4. Select Add from Profiles
  5. Check the box next to the applicable profile
  6. Click Select
  7. Save user account
Screenshot of User Details page with yellow flag, a, indicating location of Add from profiles step 4.Step 4
Screenshot of Profiles list page with yellow flag, b, indicating step 5 check box next to profile. With yellow flag, c indicating the location of step 6.Steps 5 & 6
Screenshot of updated user details page with yellow flag, D, indicating location of step 7.Step 7

Adding role via set:

Role Required: User Administrator, User Manager, or General System Administrator
Note: Roles are added one at a time, without the ability to update the role expiry. Not all roles can be managed this way, some examples that cannot be are all of the circulation desk roles, request operators and work order operators. However this is a great way to mass assign a single role like the printout queue operator or fulfillment services operator.  

  1. Create an itemized user set

    1. Navigate to Monitor Sets
      Admin > Manage Jobs and Sets > Manage Sets
    2. Click Add set
    3. Select Itemized
    4. Set content type to users and fill in applicable fields
    5. Select Add members to set
    6. Use the user search box to locate appropriate patrons
    7. Check the box next to the desired users
    8. Click on Add Selected
      1. You should see a flag indicating account was added to set
    9. Repeat search and add until all users are in the set
    10. Click Save
    11. Click Save

  2. Use the Update/Notify Users Job

    1. Navigate to Run a Job
      Admin > Manage Jobs and Sets > Run a Job
    2. Select Update/Notify Users Job
    3. Click Next
    4. Select the applicable user set
    5. Click Next
    6. Check the box next to Add Role
    7. Select the correct role
    8. Scope as needed
    9. Click Next
    10. Review selection and Click Submit
    11. Confirm on the pop-up
    12. Repeat Step 2 until all applicable roles are added

Using Copy User Roles Cloud App:

Roles required: User Administrator, User Manager or General Systems Administrator
Note: Cloud Apps need to be enabled, the app needs to be installed, and Staff need to have appropriate roles to use the app. The Copy User Roles Cloud App allows staff to add user roles. The copy user roles cloud app only copies roles that are correctly scoped or valid. 
  1. Locate user account to which you will be copying the roles to using the user search
  2. Select the appropriate hyperlinked account
  3. Click on the Cloud Apps icon at the upper right
  4. Select the Copy User Roles App
    1. Tip: Consider Pinning the cloud app to your screen. 
  5. Fill in the copy roles from user, 
    1. Note: Search works best with a full name or a primaryID
  6. Click Submit

Deleting roles:

Role Required: User Administrator or User Manager
  1. Locate Student using user search
  2. Select appropriate hyperlink
  3. Scroll down to user role section
  4. Check the box next to the role(s) to be removed
    1. To select all the roles on the page, use the check box in the label row.
  5. Click on Remove Selected
  6. Confirm on the pop-up
  7. Save
Steps 4 & 5
Screenshot of confirmation message with yellow flag, C, indicating where to confirm. Step 6
Screenshot of user details page with yellow flag, D, indicating the location for the save in step 7.Step 7

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