AlertTraveler® Permissions in Terra Dotta
AlertTraveler® is an add-on subscription service from Terra Dotta. It features an app for iOS and Android devices and utilizes GPS and the itineraries that are already stored in your Terra Dotta software. AlertTraveler® provides travelers with country and city intelligence, safety and security alerts, and an instant check-in option. Administrators have access to AlertTraveler® through a plug-in to their Terra Dotta software. They have the ability to view alerts, view and act on impacted travelers, and issue check-in requests. Administrators also have access to country and city intelligence.
This article covers the AlertTraveler® permissions and permission groups listed below within the Terra Dotta Software site. You can view all AlertTraveler® related articles and videos AlertTraveler®: Overview.
Permission Groups
The following groups are set up with designated permissions intended to streamline setting up functionality for users in specific roles for using AlertTraveler® and Travel Registry.
Note for Travel Registry users with Multi Campus functionality: Permissions are set separately on each site, and do not cascade from a parent site to child sites. However, data from a child site can be accessed on the parent site (see also: Travel Registry: Multi Campus).
AlertTraveler
AlertTraveler® menu items will be available to any administrative user who is a member of the AlertTraveler® permissions group (first image below) and has been assigned the AlertTraveler®-specific permissions found in Staff > Staff Permissions (second image below). These permissions will appear upon installation of the plug-in.
Important Note: Data Access Object Restrictions will not apply to information viewed through the AlertTraveler® plug-in. Data access objects (DAOs) are a part of Terra Dotta's permission system that allows a site admin to filter access to specific programs, applications, applicants, and information. However, in order to ensure that any data needed for safety purposes is available, DAOs that are set for other products do not limit access through AlertTraveler®.
Once installed, administrators with the correct permissions will see an "AlertTraveler" menu in the navigation bar and the three boxes will appear on the Admin Home (Travelers Abroad, Impacted Traveler Notifications, and Country Intelligence).
Once added to the "AlertTraveler" permission group, the user will be available to be selected under AlertTraveler>Settings>Notifications so that their notification preferences can be set up.
Group Leaders (AT)
A group leader is granted access to the AlertTraveler® app and website functions for their designated group. Manually adding a user to only the "Group Leaders (AT)" permission group will cause the three AlertTraveler® panels to appear on the Admin home (Travelers Abroad, Impacted Traveler Notifications, and Country Intelligence) and grant a limited set of options in the AlertTraveler and Search menus (see Permission Group Default Permissions Chart below for more details.)
If a group leader is already a member of the "AlertTraveler" permission group, when they are designated as a Program Director in the Details section of the Program Wizard, then they will automatically be added to the Group Leaders (AT) group and will inherit group leader permissions based on this designation (see also: AlertTraveler®: Program Director for more information).
In order for travelers to appear for the group leader, the following conditions need to be met:
- The group leader must be a member of both the "AlertTraveler" and "Group Leaders (AT)" permission groups, and be designated as a Program Director in the Details section of the Program Wizard.
- Travelers need to be listed as part of the program and be designated AlertTraveler Eligible.
In this role, a group leader can see information about the members of their group such as traveler program and location(s). Views default to showing current travelers only, but in the website view, it is possible for members of this permission group to use filters to view historical data related to the specific program to which they have been granted access.
Note: Designating an AlertTraveler Admin as a Program Director will override their Admin status in AlertTraveler>Settings>Notifications. If an AlertTraveler Admin needs to also be a Program Director, after designating them so, it is necessary to navigate to AlertTraveler>Settings>Notifications, delete them, and then add them again, ensuring they appear as "Admin" rather than "Leader" in the "User Type" column:
Risk Officer
For the use of Enterprise Travel Registry clients only, this permission group is for Risk Officers who may need access to information about travelers. Manually adding a user to only the "Risk Officer" permission group will cause the three AlertTraveler® panels to appear on the Admin home (Travelers Abroad, Impacted Traveler Notifications, and Country Intelligence) and grant a limited set of options in the AlertTraveler, Search, and Travel Admin menus (see Permission Group Default Permissions Chart below for more details.)
For Travel Registry systems, by default adding a staff person to this group grants permissions to functions such as
Travel Admin
For the use of Enterprise Travel Registry clients only, the Travel Admin group is intended to grant admins who are in charge of overseeing the system the permissions needed to set up, use, and maintain AlertTraveler® and Travel Registry Systems. Adding a user to this permission group will cause the three AlertTraveler® panels to appear on the Admin home (Travelers Abroad, Impacted Traveler Notifications, and Country Intelligence) and grant an extensive set of options in the AlertTraveler and Search menus (see Permission Group Default Permissions Chart below for more details).
For Travel Registry systems, by default adding a staff person to this group grants permissions to functions such as
Unit Admin (AT)
The permission group "Unit Admin (AT)" allows for the designation of admins to oversee specific groups, such as a department or college, and carry out the following actions:
- view travelers for the specified unit
- send AlertTraveler® check-in requests and reminders for the specified unit
To make use of the intended unit admin functionality, add users to the "Unit Admin (AT)" permission group and choose the desired applicant parameter to be used as the Unit Admin identifier.
Access to view and communicate with travelers for the specified unit is available to members of the "Unit Admin" permission group when using both the AlertTraveler® Admin App and the web-based interface. For example, if "Department" is chosen as the Unit Admin identifier, admins in the "Unit Admin" permission group will only see, be able to communicate with and receive notifications regarding travelers with the matching department. (See: AlertTraveler®: Unit Admin for more details on setting up and utilizing on this functionality.)
Manually adding a user to only the "Unit Admin (AT)" permission group will cause the three AlertTraveler® panels to appear on the Admin home (Travelers Abroad, Impacted Traveler Notifications, and Country Intelligence) and grant a limited set of options in the AlertTraveler and Search menus (see Permission Group Default Permissions Chart below for more details).
Analytics Access
Analytics access is primarily set by the Analytics permission settings for "Query (Create/Edit)" and "Report (Create/Edit)" (see also: Travel Registry: Analytics for more on Analytics permission settings and best practice recommendations).
Users who have been granted the "Search" permission group and 1 of the sub-permissions (such as "Trip Search" or "Aggregate Search") will be granted view-only access to the Analytics interface as well. While such users cannot create new queries or reports without those specific permissions, they will be able to view queries and reports that are shared with them from this screen.
Permission Group Default Permissions Chart
This chart outlines the default permissions granted to members of a group. The permissions assigned to groups can be adjusted by admins with "Staff admin: staff permissions (edit)" permissions.
AlertTraveler |
Group Leaders (AT) |
Risk Officer |
Travel Admin |
Unit Admin (AT) |
|
AlertTraveler : Data Access Objects below are not supported for the AlertTraveler plugin |
|||||
Admin access for the AlertTraveler mobile app |
No |
Enabled |
Enabled |
Enabled |
No |
Template View/Apply |
Enabled |
Enabled |
Enabled |
Enabled |
Enabled |
Template Edit/Remove |
No |
No |
Enabled |
Enabled |
No |
No |
No |
Enabled |
Enabled |
No |
|
Enabled |
Enabled |
Enabled |
Enabled |
Enabled |
|
Enabled |
Enabled |
Enabled |
Enabled |
Enabled |
|
Enabled |
Enabled |
Enabled |
Enabled |
Enabled |
|
Enabled |
No |
Enabled |
Enabled |
No |
|
Enabled |
No |
No |
Enabled |
No |
|
Create check-ins |
Enabled |
Enabled |
Enabled |
Enabled |
Enabled |
SMS Management |
Enabled |
No |
Enabled |
Enabled |
No |
Add SMS to Check-In request |
Enabled |
Enabled |
Enabled |
Enabled |
Enabled |
Enabled |
Enabled |
Enabled |
Enabled |
Enabled |
|
Edit Check-In Status & Resolve Request |
Enabled |
Enabled |
Enabled |
Enabled |
Enabled |
Search |
|||||
No |
Enabled |
Enabled |
Enabled |
Enabled |
|
No |
Enabled |
Enabled |
Enabled |
Enabled |
|
No |
Enabled |
Enabled |
Enabled |
Enabled |
|
No |
No |
Enabled |
Enabled |
No |
|
Profile Edit |
No |
Enabled |
No |
Enabled |
Enabled |
Trip Edit |
No |
Enabled |
No |
Enabled |
Enabled |
Travel Admin |
|||||
No |
No |
No |
Enabled |
No |
|
No |
No |
No |
Enabled |
No |
|
No |
No |
No |
Enabled |
No |
|
No |
No |
No |
Enabled |
No |
|
No |
No |
No |
No |
No |
|
Workflow View |
No |
No |
No |
Enabled |
No |
Workflow Create |
No |
No |
No |
Enabled |
No |
Workflow Enable Disable |
No |
No |
No |
Enabled |
No |
Workflow Delete |
No |
No |
No |
Enabled |
No |
Content View |
No |
No |
No |
Enabled |
No |
Content Create |
No |
No |
No |
Enabled |
No |
Content Enable Disable |
No |
No |
No |
Enabled |
No |
Content Delete |
No |
No |
No |
Enabled |
No |
No |
No |
No |
Enabled |
No |
|
No |
No |
No |
Enabled |
No |
|
Set Delegates |
No |
No |
No |
Enabled |
No |
Edit/Delete Delegates |
No |
No |
No |
Enabled |
No |
Create Trips |
No |
No |
No |
Enabled |
No |
Edit/Delete Trips |
No |
No |
No |
Enabled |
No |
No |
No |
No |
Enabled |
No |
|
Create Conditional Delegate |
No |
No |
No |
Enabled |
No |
Edit/Delete Conditional Delegate |
No |
No |
No |
Enabled |
No |
Integrations (view/edit) |
No |
No |
No |
Enabled |
No |
Analytics |
|||||
Query (Create/Edit) |
Enabled |
No |
No |
No |
No |
Report (Create/Edit) |
Enabled |
No |
No |
No |
No |
Additional Resources
Here are other resources that may interest you:
- AlertTraveler® App Management
- AlertTraveler®: Administrator How-tos
- AlertTraveler®: Table of Contents