Transportation administrators manage users from the Users option in the profile menu. The Users list shows people who have access to the application and provides tools to search for users, review roles, approve access, and edit user records.
Registration and access requests
Districts may use self-registration, single sign-on, or Active Directory. With self-registration, users may create accounts and manage their own passwords. Depending on the district’s settings, registrations may be automatic for approved email domains or may require administrator approval.
When approval is required, the user appears with a Grant Access option. Review the request and choose whether to approve or deny access.
Review users and use impersonation
The Users list includes each user’s name, email address, assigned roles, and available actions. A padlock icon may indicate that the user has registered or signed in.
For eligible users, the Impersonate option lets an administrator view the application as that user. This is useful for troubleshooting because the administrator sees the application according to the user’s permissions.
Edit an existing user
Select the edit pencil to open the user table. The main sections are Basic Information, Roles, and Approval Levels.
Update the user’s name, email address, or optional phone number as needed. Leave the Yellowfin ID blank; the application adds it automatically when a user receives reporting permissions.
Depending on the district’s authentication method, the user table may also include options to impersonate the user, reset a password, delete the user, or update the record. Password resets from the application apply to self-registered users. SSO and Active Directory passwords must be managed by IT.
Assign roles and approval levels
Use Add New Role to assign a user’s permissions. Roles can be limited to specific schools or locations, and users can have multiple roles.
For approvers, use Add New Approval Level to select the approval level, school, and trip type. Mark the user as Primary if they should receive notifications. A person can be set up as an approver without receiving another standard role.
After making changes, update the roles or approval level and then update the user completely. A green confirmation indicator shows that the update was successful.
Create a new user
To add a user, enter the person’s first name, last name, and school email address. A phone number is optional, and the Yellowfin ID should remain blank.
Add the appropriate roles, approval levels, or both. Select Update Roles, then Update User, and confirm the green success message.
Replace an approver
When an approver changes schools, changes responsibilities, or leaves the district, add the replacement approver before removing the previous one.
If an approval level is removed while trips are waiting for approval, those trips may automatically approve at that level. To avoid this, add the new approver with the correct school, trip type, and notification setting first. After the new user is updated, remove the previous approver’s approval level.
Manage drivers and funding source approvers
If the district has the Elite version of EZActivityTrips, drivers may receive access through the Driver role. The driver’s name and email address must exactly match the Staff Drivers setup table.
Funding source approvers are managed separately from the Users list. Update them under Setup Tables and Finance, in the Funding Sources area.
Review roles and configurable permissions
The Roles option in the profile menu displays available roles, descriptions, and permissions. The Transportation Administrator role has the highest level of access.
Some roles include configurable permissions. Depending on the role, these may allow users to access the Report Builder, enter driver mileage and hours, or edit, cancel, or reschedule trips. Save any changes to configurable permissions before leaving the page.
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