Ellucian CRM User Roles and Capabilities

Ellucian CRM

User Roles and Capabilities

Recruit

Advise

Advance

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Ellucian CRM User Roles and Capabilities|

Overview

This document is intended to define the differences between Ellucian CRM Premium Users, Standard

Users, and Light Users and to provide insight into the capabilities of each of these user types to facilitate

institutional decisions about which type of user licenses are required to meet the institution’s needs.

Ellucian CRM Users are not specific to the individual Recruit, Advise, or Advance applications. This

document may be used to support decision making for any combination of the Ellucian CRM applications

that the institution will use.

Premium Users, Standard Users, and Light Users can utilize all applications for which the institution is

licensed. For example, if an institution owns Recruit and is licensed for 100 users and then also licenses

Advise, those same 100 named users may be added to Advise.

As a rule of thumb: Premium Users have full capabilities within each Ellucian CRM application, can

configure the system, and are able to deal with records in bulk. Standard Users have more limited

capabilities, cannot configure the system, and generally can deal with records individually or in small

numbers. Both Premium and Standard licenses support:

• MS Office and Email Integration

• Access using MS Dynamics CRM Desktop and Mobile applications

• Creation and updates to Activities

• Creation of Advanced Finds and views

Light users are those who need to view and react to the information presented to them either in the console

or in a constituent experience site (cx).

Ultimately an understanding of the functional capabilities required is needed to determine the type of user

license that would be appropriate for any particular person or role. The tables in the Appendix of this

document describe the granular capabilities that are supported for Premium Users, Standard Users, and

Light Users for the Ellucian CRM applications. The following sections provide guidelines based upon

Ellucian’s experience for what type of users are appropriate for each of the three CRM solutions.

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Ellucian CRM User Roles and Capabilities|

Understanding User Licenses

Ellucian CRM Recruit

For a full list of access rights, please review the Appendix to determine specific access rights required for

User licenses.

Guidelines for Selecting Premium Users

The Premium User includes the configuration of Dynamics CRM functionality, import functions, full visibility

within system and solution, bulk communications, and full access into student prospect recruiting and

admissions for the institution.

Examples of functions that this role can support within Recruit include but are not limited to the import of

student search names, prospecting, marketing communications including campaign setup and execution,

list management, and mass/bulk communications, funnel management, reporting, application

management, recruiting territories, setting up workflows and any other function that exists within Recruit.

Premium Users can configure reports and dashboards and views for themselves and for others to share.

Examples of roles typically requiring Premium Users include:

• System Administrator

• Recruit Power User

• Admissions Operations Lead

• Communication Specialist (responsible for setting up of communication plans and bulk email)

• Director or Assistant Director of Admissions

• IT Staff

Guidelines for Selecting Standard Users

A majority of Recruit users would leverage a Standard User license. The most common type of Recruit

users for whom a Standard User license is suitable is recruiting and admissions staff members.

A Standard User may not manage or send mass communications or email campaigns. A Standard User

may not configure workflows or run imports.

Example roles typically requiring Standard Users include:

• Admissions Counselors and Recruiters

• Vice President of Enrollment

• Admissions Liaisons

• Event Coordinator

• Application Processors

• Application Reviewers

Guidelines for Selecting Light Users

Light Users may use the Agent Portal (cx) to manage applications and data on behalf of prospective

students. The most common type of Recruit users for whom a Light User is suitable is a 3

rd

party agent

acting on behalf of the institution, staff that reviews applications, and call center staff such as student

workers. Light users have limited create/edit access to the CRM Recruit console. They may perform

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Ellucian CRM User Roles and Capabilities|

Application Reviews, add notes to records, view dashboards, view opportunities, and create activities.

Light users may not edit or create opportunities, create or run communications plans, perform word

merge, create or share configuration within the system.

Examples of roles typically requiring Light Users include:

• Recruiting Agents

• Application Reviewers

• Student-workers

Guidelines CRM Recruit Community Edition users

Recruit Community Edition reduces licensing types and simplifies with Team and Sales named user

licenses.

Example roles typically requiring Sales licenses include:

• System Administrator

• Recruit Power User

• Admissions Operations Lead

• Communication Specialist (responsible for setting up of communication plans and bulk email)

• Director or Assistant Director of Admissions

• Admissions Counselors and Recruiters

• IT Staff

Example roles typically requiring Team licenses include:

• Vice President of Enrollment

• Admissions Liaisons

• Event Coordinator

• Application Processors

• Application Reviewers

• Recruiting Agents

• API users

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Ellucian CRM User Roles and Capabilities|

Ellucian CRM Advise

For a full list of access rights, please review the Appendix to determine specific access rights required for

User licenses.

Guidelines for Selecting Premium Users

Administrators of the Advise CRM application require Premium User licenses. Examples of roles that are

suited for a Premium User license include:

• System Administrator(s) who will be responsible for managing CRM and Advise settings,

importing data into the CRM or managing integrations with other enterprise applications,

maintaining user accounts, managing security roles, and assisting the Student Success

Administrator in configuration as needed.

• Communication Manager(s) are responsible for setting up the Communication Plans and

Communication Lists that will be used by the institution. This person will also manage bulk email

communications.

• Event Manager(s) responsible for setting up and managing institutional events.

• IT Staff

Examples of other administrative functions that may only be performed by Premium Users include, but

are not limited to:

• Extending the CRM data model

• Creating and customizing system dashboards, forms, views, reports, and workflows

• Creating and managing institution-specific online documentation and help

• Creating and managing communication templates (Email, Email Service, Message, and Mobile

Notification) that are used by system users

• Create Subjects and Routing Rules for Cases

Premium Users have full visibility and access to the Student Success Intervention Strategies configured for

the institution.

Guidelines for Selecting Standard Users

Standard Users, like Light Users, will generally need to interact with the data displayed in the system via

role-based dashboards. The critical difference between Standard and Light users is that Standard users

also create some of the components that can be used by other in the institution, such as Communication

Lists or Email Templates. They may also use functionality that requires business process flows and routing

to control record processing, such as Case Management. Standard Users can also view reports.

Examples of roles that are suited for a Standard User license include:

• Advisors and Faculty Advisors who create Communication Lists

• Case Managers

• Student Success Managers who are responsible for overseeing advising at their institution.

A Standard User may not manage or use Communication Plans to send mass communications, nor can

they send mass communications via a 3

rd

party integration.

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Guidelines for Selecting Light Users

Light Users may need to view data displayed in the system via role-based dashboards in the console

(Advisors and Faculty Advisors) or the Advise Faculty Constituent Experience (Faculty Members). Light

users with console access may also send direct communications to a student or list of students via email,

text messages, or mobile notifications. They can share Notes and Private Notes with other users. They can

also use Advanced Find to search for students and student related data they have access to.

Light users with Faculty Constituent Experience access can view students in their section and raise alerts

on those students.

• Advisors, Faculty Advisors, and Counselors who do not work with Cases or create

Communication Lists but will primarily view and interact with student data in the Advise console

• Faculty Members who will use the Faculty Constituent Experience site to raise alerts on students

in their active sections

• Faculty Advisors may need to utilize both the Advise Console and Faculty Constituent

Experience.

A Light User may not create Communication Lists or work with Case Management.

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Ellucian CRM User Roles and Capabilities|

Ellucian CRM Advance

For a full list of access rights, please review the Appendix to determine specific access rights required for

User licenses.

Guidelines for Selecting Premium Users

Administrators of the Advance CRM application require Premium User licenses. Examples of roles that are

suited for a Premium User license include:

• All IT/DB/System Administrators

• Advance Services staff

• Report Writers

• Business Analysts

• Power users that require access to manage, oversee, and administer development programs and

operations.

Examples of administrative functions include but are not limited to, managing CRM and advancement

settings, managing security roles, creating workflows, dialogs, business rules, dashboards, and reports.

A Premium User license is required to:

• Extend the CRM data model

• Customize forms and views

• Create and manage institution-specific online documentation and help

• Create and manage marketing communications and lists

• Setting and maintaining goals for campaigns, solicitations, and staff

• Import data or manage integration with other applications

Guidelines for Selecting Standard Users

The majority of advancement staff using the Advance CRM solution may only require a Standard User

license. A Standard User has full read, write, edit, and delete capabilities based on the role-based access

controls that each institution decides to enforce. The most common role where a Standard User is suitable

will be by staff that consumes and maintain advancement data.

Examples of roles that are suited for a Standard User license include:

• Executive Management

• Development Officers

• Records Management staff

• Inquiry-only consumers of advancement data.

A Standard User can communicate with persons, organizations, prospects, or other contacts in Advance

CRM on an individual basis. For example, a Standard User may email a prospect or group of prospects

directly through the Ellucian CRM to schedule a call, visit, etc. A Standard User may manage their personal

dashboards and views.

A Standard User may not manage or send mass communications or email campaigns using Dynamics

CRM Marketing Campaign functionality or 3

rd

party email marketing solutions. A Standard User may not

configure workflows, dialogs, dashboards, views, or reports. A Standard User may not manage campaigns,

solicitation, staff goals but may use goals to evaluate progress towards the goal.

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Ellucian CRM User Roles and Capabilities|

Appendix: Specific Functions Supported by User Type

License Crosswalk:

Ellucian Purchased License

Light

Standard

Premium

CRM License Type (Recruit)

Essential

Basic

Professional

CRM License Type (Advise)

Essential

Basic

Professional

CRM License Type (Advance)

N/A

Basic

Professional

When entering named users into CRM, the administrator must specify license type for each named user.

All Ellucian CRM Applications

Function

Light User

Standard User

Premium User

Managing security roles

Managing CRM Settings

Configuring or Maintaining ERP

Integration

Managing data imports

Creating or Configuring Workflows

Creating or configuring Business Process

flows

Creating or Configuring System

Dashboards

Creating and Configuring Dialogs

Creating Custom Reports

Configuring Forms or System Views

Creating Forms, Entities and Fields

Creating Relationships between Entities

Creating or Configuring Business Units

Creating or Configuring Teams

Managing Auditing Settings

Creating or Configuring Queues

Creating or Configuring Duplicate-

Detection Rules

Quick Campaigns

Dynamics API Access

Access using Dynamics CRM Desktop and

Mobile Apps

Exporting data to Microsoft Excel

Office and Email Integration

Running Workflows or Dialogs

(processes)

Running Business Process flows

Creating Personal Views & Dashboards

Using Dashboards

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Using Reports (Custom or prebuilt) and

Charts

Utilizing Duplicate Detection

Creating Advanced Finds

Executing and saving Advanced Finds

Defining Advanced Finds output

Creating and using Advanced Find static

result sets

Mass updating data using Advanced Find

results sets

Exporting data to dynamic spreadsheet

for updating with import back into CRM

Ellucian CRM Recruit

Function

Light

Standard

Premium

Team

Sales

Recruit Community Edition*

Managing Recruiting Settings

System configuration

Managing Campaigns or

Communication Plans

Mass Communication using 3

rd

party

tools

Events and Travel Management

Individual Communication with

Prospects

Recruiting Imports

Suspect Management

Person Management

Opportunity Management

Using Probability and Desirability

Ratings

Application Folder Reviews

Decision Management

Managing Supplemental items

Adding Test Scores to individual

Prospect Records

Manage Agents and Agencies

Use Agent Portal on Behalf of Prospect

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Ellucian CRM User Roles and Capabilities|

Ellucian CRM Advise

Function

Light User

Standard User

Premium User

Creating or Configuring Engagement

Plans

Creating or Configuring Communication

Plans

Creating or Configuring Alert Rules and

Indicator Rules

Creating or Configuring Scoring Rules

and Scoring Plans

Creating or Configuring Risk Conditions

used in Alert Rules, Indicator Rules,

Scoring Rules, and Scoring Plans

Creating Email Templates for system

users

Creating Task Templates for system

users

Creating Message Templates for system

users

Creating Mobile Notification Templates

for system users

Creating Email Service Templates for

system user

Creating Email Templates for personal

use

Creating Message Templates for

personal use

Creating Mobile Notification Templates

for personal use

Creating and Managing Events

Creating Extended Access Advisors and

Case Managers

Syncing Multiple Students

Creating Subjects and Case Routing

Rules

Creating Communication Lists and

Engagement Lists

Creating and Managing Cases

Viewing System Reports

Viewing the Advising Calendar for your

Institution

Managing assigned activities created by

Alerts or Communication Plans

Managing your CRM calendar

Using a System Dashboard

Viewing Communication or Engagement

lists

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Ellucian CRM User Roles and Capabilities|

Creating and Managing Office Hours and

Locations for your Advising Appointment

availability

Creating or Managing Actions (Activities,

Phone Calls, and Tasks)

Individual Communication with Students

(email, text messages, or mobile

notifications)

Syncing an Individual Student’s Data

Accessing a Degree Works Audit or

Students Educational Plan from Advise

Accessing a Student’s Colleague Student

Planning Degree Audit from Advise

Creating Manual Alerts via the Faculty

Constituent Experience site

Creating or Managing Private or Public

Notes

Student Constituent Experience site

(Free for students)

No license

Requirement

Ellucian CRM Advance

Function

Standard User

Premium User

Managing Advance settings

Creating or configuring business rules

Creating and publishing articles

Managing Engagement and Marketing Lists for

communications

Mass Communication using 3

rd

party tools

Creating and maintaining goals

Individual Communication with Prospects

Managing validation lists

Viewing and maintaining membership and dues

data

Viewing and maintaining prospect and research

data

Viewing and maintaining biographic, demographic

and engagement data

Activity management, activity feeds and posts

Viewing and maintaining contributions

Creating or configuring scoring plans