AlertTraveler®+ Study Abroad: Program Director Follow

AlertTraveler®: Program Director

“Never leave home without it!” has been taken to the next level! Study Abroad Faculty/Group Leaders can now view and communicate with their students in the AlertTraveler® Admin App as well as in the web-based AlertTraveler® admin portal. From the group roster to itinerary and GPS information, Faculty Leaders now have everything at their fingertips, all while staying apprised of global events with the AlertTraveler® Admin App.

Program Director Setup

Step 1: Add the user as a Program Contact

Faculty/Group Leaders must be listed as a Program Contact with the role of Program Director within the program on your Terra Dotta Study Abroad site. 

Open the desired program and go to the "Details" tab.

Scroll to the bottom for "Program Contacts" and click the + to add a new contact.

Program directors can be added via the lookup using a type ahead system

or by manually entering the contact details: 

Important: Your Faculty/Group Leader must be designated as the Program Director in the Program Contact modal. They cannot have any other role: 

Click 'Add' when complete.

Step 2: Ensure the user has been added to the "Group Leader (AT)" permission group

Designating a user as a Program Director for a program should automatically add them to the "Group Leader (AT)" permission group, which will grant them access to view and communicate with their travelers within AlertTraveler® web-based interface. Being in this group will limit the Faculty/Group Leader's access to the participants of the program for which they are designated as the Program Director. 

• If the Program Director is already a member of the "AlertTraveler" permission group, they will be automatically added to the "Group Leaders (AT)" permission group.
• If the user is designated as the Program Director contact for a program, they should be automatically added to the "Group Leaders AT" group. However, depending on the user's history on the site, this may not always occur. For this reason, it is important to navigate to Admin Console>Settings>User Management>Groups>Group Leaders (AT)

And confirm the user designated as program director appears in the Users section: 

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: 

Step 3: Provide your Program Director with AlertTraveler® App Access

Depending on your "Group Leaders (AT)" permission configurations, adding a user to this group may not automatically provide them with AlertTraveler® App access; they may only be granted web interface access with the option of email/SMS Alert notifications. 

To grant your designated Program Directors admin access to the AlertTraveler® app, you will need to create a User Management group specifically for Program Directors who should have access to the app.  This group should have the "Admin Access for the AlertTraveler mobile app" permission enabled. Once the group has been configured, you will need to add all Program Directors to this group and save. 

Step 4: Program Director Action Items

• Web Interface-only Access: 

If you choose not to grant your Program Director admin access to the AlertTraver® app, opting to restrict their AlertTraveler access to the web interface, their view of the AlertTraveler modal within their Administrative Home will appear as follows: 

From this modal, your Program Director will need to:

1. Review their email (their email will be pre-populated) and phone number. 

2. Enable their desired notifications in the section entitled "Notification Preferences"

• Web Interface Access + Admin Access to the AlertTraveler® App: 

If you choose to grant your Program Director admin access to the AlertTraver app their view of the AlertTraveler® modal within their Administrative Home will appear as follows: 

From this modal, your Program Director will need to:

1. Review their email (their email will be pre-populated) and phone number. 

2. Enable their desired notifications in the section entitled "Notification Preferences"

3. Indicate if they would like to be notified by SMS if affected by alerts as a traveler. 

4. Select Generate/Save, which will populate their unique AlertTraveler® app password in the section entitled Password: 

5. Your Program Director can now install the AlertTraveler® app on their device and log in with the password they generated via the prementioned steps.  To learn more about installing the AlertTraveler® app, read here: Installing and Registering the AlertTraveler® Mobile App

Additional Resources

Here are other resources that may interest you: