Overview
A login gives access to Oases at an assigned access level.
A staff login may be created individually from the Permissions tab in the staff record or in bulk for many staff members who will have the same access level from the Staff Grid. The email address added on the contact information page will be the user-name.
It is helpful for staff members to have viewed the Getting Started video prior to you creating their login so that they know what to expect.
Send them the following link by email prior to creating the login and they will know what to do and how to find additional help.
TutorPlace Interface - https://oases.zendesk.com/hc/en-us/articles/360041453954
Article Sections
- Create Login for one user
- Create Logins for multiple users
- Login Status by Color Field
- Location Permissions
- Allocate permission for a new location to all Staff in Program
- Edit Welcome Email template
- Sign up Link Macros
- Trouble Shooting
- Change Email Address used to Login
- Red Email Address in List
- TutorPlace Interface Translation
Create Login for one user
1. Go to the permissions tab in the relevant staff record and select edit.
2. Select the Access Level required.
3. Select the Permission group.
SU14. Permission Groups - Access Levels
4. Press CREATE LOGIN button.
5. Oases will confirm that a log in has been created and additional fields will now be available in this area.
6. Do NOT set the password. Oases will send an email to the staff member inviting them to create a password and log in. That area is there in case you ever need to reset the password. If you do set the password the link in the email that is sent to the staff member will become inactive and might create confusion.
7. If you created an Admin, Coordinator or Lead Teacher login and you will need to create sessions in Oases for this staff member ensure that the tutor box is checked. This allows those access levels to create sessions for themselves and close them out without having to have two logins.
Create logins in bulk from Staff Grid
8. If you have imported staff or have staff records being created by an Oases WebForm you may wish to create logins in bulk for a particular access level.
9. Go to the Staff Grid by pressing People and then Staff.
10. Press Filter and and under Show Active select No Login.
11. The grid will filter to those staff that do not have a login.
12. Change the amount of records showing on the page to include all names if necessary. You will find this item bottom left of the list.
13. Place a check mark next to the staff for whom you wish to create a login. You may select all by pressing the check box at the top. Staff must have an email address in the email column to be able to create a login.
14. Checking off staff will make the Actions menu appear. Select Create User Login.
15. From the pop up select the Access Level that all the selected staff members will have and their permission group. (Match the permission group to the Access Level unless you have created your own permission group) A Reg Director login will have a Coordinator permission group.
16. Then press Ok.
Login Status by Color Field
17. You will receive a screen message advising the logins that were created and let you know if any were not created due to email issues. Staff with a valid login will have a green colored background behind the email address.
Jump to: Red Email Address in List
18. If you filtered your staff grid to No Login prior to creating the new logins don't forget to remove this filter. All filters may be removed by pressing the red icon.
NOTE: Unlike the individual login creation the bulk creation will create a login if no location permissions are set. These will need to be done on the permissions tab or in bulk from the locations tab.
SF05. Location Permissions for Staff
19. You may view who the emails were sent to from the Email Log. Go to Tools, then Reports then Other then Email Log.
Location Permissions
20. After setting your access levels set your Permitted Locations on the Permissions page.
21. Press edit then on a program in the left hand grid and the service locations associated with that program will populate the right hand grid.
22. Activate a location permission by changing the red X to a green check mark by clicking on it. Activating one location will in turn activate the program in the left hand grid.
23. Repeat for any other programs.
Quickly allocate a new location to all staff
24. If you create a new service location after having completed your staff permissions you can quickly assign that location to all staff members (and students) from the location page.
25. From the Locations Program page select the Associated Locations tab where you created the new location.
26. Press the staff icon and Oases will ask you to confirm.
Trouble Shooting
27. If Oases tells you an email is in use and cannot be used, then ask for another email address from your staff member.
28. This error message does not pertain to just your database. If the staff member worked for another tutoring provider who used Oases and the email was not removed you will receive this message. We cannot ask providers to delete info from their databases so please ask for an alternative email address.
29. If the log in will not create, do NOT press verify. Place your cursor at the end of the email address on the first page of the staff record and press delete several times. If you copied and pasted the email address into Oases you may have copied over hidden formatting that needs to be deleted.
30. If the staff member says they did not receive their email then ask them to check their junk or spam folders.
You can check the email log report to ensure the email left Oases. Go to reports, Other, Email Log.
Press VERIFY to send the message again. (next to the email in the record) If they still do not receive it then it is being blocked by their security settings. Create their password for them on the permissions tab and forward it to them with the URL for the oases log in page.
31. If you make an inactive staff member active again you will need to re-assign the access level and the permission group. Check that a password is still set by looking underneath the password entry boxes. If the password is not set press the verify button on the contact info page of the record next to the email.
Edit the email that goes out to a new user
32. Go to Setup - Other - Template Setup.
33. In the search field of the Select Template dropdown menu type Welcome.
34. Select the welcome email for an employee.
35. Change the subject, add logo or any text as required. Do not remove all the macros for #SIGNUPLINK# or your staff will not be able to click and set their password.
Sign up Link Macros
#SIGNUPLINKTEXT# Placing this link in the email instead of the Sign up link macro will automatically place the text Click here to Create Password in a link format. Just the macro is required.
#SIGNUPLINKURL# using this link in your HTML code will allow you to add text of your choice to the link.
36. To use the URL link, Press </> to open the HTML editor in the email template.
37. Find where the original sign up link is located.
38. Using Command F on a mac or Control F on a PC and typing in #Signuplink# in the search area will highlight this for you in the HTML text.
39. Highlight your highlighted text and paste in the following
<a href="#SIGNUPLINKURL#">Your required text here</a>
40. In your Command/Control F search bar type in - your required text here - to highlight the text in the new link that you will change.
41. Type in your text. In the example below my required text is Set your password and login.
42. Press </> to return to the text editor and view your link.
43. Save your changes. Test your new template by creating a login for a fake tutor with an email you can access.
Change Email Address used to Login
44. On the Contact tab of the staff record press Edit.
45. Update email address and press Verify so the email address updates on the login and the staff member gets the email to reset their password to the new email address.
Red Email Address in List
46. Go back to the staff list and filter to the record you have changed. If the background is red then you have not pressed Verify and the login is still with the old email address. Go back into the record and press verify. Check again that the background turns green.
47. If you hover over an email address in a red background it will tell you the login email.
TutorPlace Interface Translation
48. The TutorPlace portal for users with Tutor access, will translate to Spanish or Chinese if the user logging in has their browser language set to Spanish or Chinese.