Create a new user on ACADEM

New users are created using TrackingOne, which is directly linked to ACADEM.

This video shows the steps involved in creating a DA user and assigning roles and extensions. The procedure is the same as for creating a new FAC user, but the role and extensions will be different.

Users can be created:

  • One by one, manually
  • Bulk with an import

This article explains how to create users one by one on TrackingOne.
⚠️ Only users with a T1_Manager role can create new users on TrackingOne.

Create a user account

Log on TrackingOne and access the User list via the menu > Administration/User Administration.

Click on the + icon to create a new user

Fill in the information for this new user: fill in at least the mandatory fields marked with a red asterisk *.

Be sure to enter the correct time zone, then click on the Create button to validate the new user.
The time zone must be the same as that of your ACADEM solution.

  • By clicking on Save and send a new password to the user : the user will receive an e-mail informing him/her that his/her account has been created and provinding login and password details.
  • By clicking on create : the user is created but does not receive any e-mail. This option may be preferred when an external authentication has already been configured.
    If not, the password created is used to access TrackingOne and ACADEM.

⚠️When the new user is created: click on the green arrow at the top left of the screen to submit and save the creation.

Assign roles and extensions

1/ Assign user role(s)

The user must have one or many roles to be able to access ACADEM.
Click on the Assign roles icon to assign a static role.

Select the ACADEM and TrackingOne roles to assign > save

Business roles

For administrative roles: select the roles DA, DA_RO, DATA_SUPERUSER to enable the user to consult and modify data on ACADEM.

For faculty members: select the roles FAC, FAC_ASSIST

✅Faculty members must be added to ACADEM to be able to access their own data.

✅Assistants must be added to the contact list, and attached to a Faculty member already in ACADEM, to access their data in ACADEM.

System roles

The T1_USER role enables the user to use workflows linked to data imports. We recommend assigning this role to all new users.

The T1_ADMIN and T1_MANAGER roles give access to system administration on TrackingOne and ACADEM.

➡️ Understanding the different roles

2/ Assign one or more role(s) extensions

For each role, you need to assign the Source System ACADEM role extension.
⚠️ Each role must have an extension.

Other extensions can be added to T1 roles ➡️ see role/extension mapping.

3/ Submit role addition

Click on the green arrow at the top left of the screen, to submit role and extension additions/modifications.

The new user can now access ACADEM and TrackingOne.