The clinical coordinator may permit or refuse access to all persons who have gone through the registration process. Coordinators can also add a user from the Manage page in the Users area, but we don't recommend this. Adding users rather than allowing them to go through the registration process will prevent the Trajecsys Report System from confirming that their email address works, and they may not receive the username or password they wished. They can also designate their preferred email address during registration rather than the one currently on file.
The Users menu item provides access to basic student and faculty information and allows setting of authorization levels for all users within the system. After a person completes the registration process, name and contact information will appear here. Only after a person's status from Registrant is reset will that person gain access (for that level) to the report system.
When a student graduates, his level should be reset to "Alumnus" to prevent continued access, and also to remove his records from your view. You will continue to have limited access to his records until they are purged from the system several years later. If a student drops out of the program, his status should be set to Inactive; this will also remove his scores from any student averages in student and site evaluation reports. Student records are still retained; if you need the inactive student restored to current student status, contact us and we'll be happy to reset it.
Name - The user's name as reported during the registration process. Names can be changed using the Edit icon on the Manage page. Usernames are unique and cannot be changed. Note that many of the columns allow sorting by clicking on the up/down arrows.
User ID - The name selected by the registrant as a username. As noted above, once created, a username cannot be changed.
Area Name - The area selected by the registrant at the time of registration.
Status - Note that you can reset a Registrant's status to Student from the Manage screen but you'll have to authorize other levels from the Edit User page (click the paper and pencil icon). This assures that the likelihood of accidentally allowing a student higher access is minimized. You can reset user passwords from the edit page also.
Occasionally, a user may register twice - perhaps they didn't receive a confirmation email, or perhaps they forgot their password. In this case, you will see the same person's name in the Users/Manage area twice. The later registration will be marked as Registrant, since it was just created. Never allow a user 2 accounts for one person; this means that any records created with the first account will not be associated with records of the second account - a very bad thing especially if it's a student! Set the new account to "Inactive" from the dropdown box: NOTE - before setting the duplicate user account to inactive (same thing as delete user, except we call it inactivating a user), change the e-mail address of the duplicate registration to demouser@trajecsys.com. Then change the status to inactive. It is important to change the e-mail address to something else so that the user may receive a password reset via e-mail if needed in the future.
Students may be reset at any time to inactive, removing them from all student reports and other areas. Once set to inactive no further access to records is provided; if there is a need to obtain records, contact Trajecsys support. Students may also be reset to alumnus; this can be done manually at any time, or it can be done automatically by the system 30 days after access to the system ends as defined by a payment arrangement.
Email Confirmed - a green check will appear if the person has received and responded to an automated email sent upon completion of the registration process. The check ensures that a person can successfully receive emails sent by the TRS.
Paid - For persons who registered as students, a red icon in this column indicates that payment has not been received; a green one indicates payment has been made. Payments are manually recorded as received and therefore a lag of several days between payment and recording of the payment may occur. If payment is to be made by the program or via a bookstore, students will be marked paid upon receipt of the full payment by the responsible entity.
Edit Icon - Editing is always accessed by clicking on the paper and pencil icon. We'll discuss edit options in the Users area on a different page.
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