Leo User GuideAdmin ToolbarPeople User ManagementOverview of Users, Groups and Roles

Overview of Users, Groups and Roles

Assignment of Students, Staff and Faculty in Leo is built around the concept of Group membership. Security settings for individual Users depend on their associated Group and Role membership settings. Therefore, it is important to understand how Users, Groups and Roles function in the Leo system.

In Leo the components are defined as follows:

  • User: A User is an individual who has their own identity to access Leo through the use of a NetID, first and last name identification.  
    • Each User can have a set of Roles associated with their identity, which entitles them to access all resources protected by those Roles.
  • Groups: Groups are an important component of Leo because the assignment of Students, Faculty and Staff is built around the concept of Group membership.
    • Security settings for Users also depends on their Group membership settings.
  • Roles: Roles define Groups of Users who have similar types of responsibilities and access in Leo.
    • For permission to access areas of Leo, Users are assigned Roles.
    • As an organizational tool, Roles help your institution easily manage the security or access rights for large groups of Users, who share the same tasks or responsibilities.

Path: Admin Toolbar > People > User Management, Groups and Roles Submenus

IMPORTANT: The information provided here reflects the standard settings of Leo. These settings are highly flexible and configurable by your Institution. As a result, your system's Users, Groups and Roles settings may be different. Please consult your local system administrator if you believe you should have access to a function or feature you can't find.

Groups vs. Roles

Using Groups allows you to control access to certain parts of Leo based on Group Membership.

Using Roles provides an easy way to manage Groups of Users who share the same kind of responsibilities and tasks. Roles may include: Faculty, Staff, Student, etc. Groups are used throughout Leo to relate Users together in various ways.

Groups and Roles take on different responsibilities within Leo. Before a User can be added to a Group, they first need to be associated to a Primary Role.

  • If the User’s Primary Role is set to Faculty, Staff, or Student , then this will determine the lists of Groups that a User will show up on.

When a User is added to a Role in Leo, they are added automatically to the Non-Enrollment Group by default.

  • This is why it is important to ensure when Users are added to Leo that they are in the correct Role and Group.
  • If no Role is assigned to a User, they will not be associated or added to any Group in Leo.

At your Institution you may encounter a scenario where the Course Directors should belong to a new Group, which will give them access to certain functions they would otherwise not be able to access.

  • You could add this new Group to the Course Director Role and then push the update out to all members of the Role.
  • By taking this approach you eliminate the extra time it would take to manually update each Course Director Users security settings.

If the scenario arises where a User cannot see an Event they are supposed to see, or if they see too many Events, their Group membership likely needs to be adjusted.

  • In this section you will learn how to adjust a User’s Group membership
  • Build Groups and understand what it means to have a User added to a particular type of Group.

To learn more about the available functionality in Leo concerning these components, please refer to the knowledge-based articles below:

To learn more about how the Security Levels for Users and their Roles work in Leo, please refer to the PDF below for an overview.