Permissions can be configured for PICS Users in their User Summary. This page lists the permissions available with explanations. Any New User will have the default permissions PICS User and Officer User set. For each record type, the Edit, Create, and Delete permissions will have no effect unless the View permission has been set for that record type.

Bear in mind that the Main Adviser, Site and File Type restrictions set for the user in their User Summary will also affect what they can access in PICS.

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The following permissions are available:

Learner Permissions

• View Learner Summary – If this is set, the user will be able to access the Learner List and Learner Payment List, as well as view Learner Summaries.

• Edit Learner Summary – If this is set, the user will be able to Edit the Learner and edit tabs in the Learner Summary.

• Create New Learners – If this is set, the user will be able to Create New Learners.

• Delete/Archive Learners – If this is set, the user will be able to Delete Learners. We generally do not recommend deleting learner records unless they have been created by mistake.

• Send Learners to Form Capture – If this is set, the user will be able to send learner data to a Learner File WebForm.

• View Learner Programme (ILR/PRaP) – If this is set, the user will be able to access the Learner ILR Summary or PRaP Summary.

• Edit Learner Programme (ILR/PRaP) – If this is set, the user will be able to edit tabs in the Learner ILR Summary or PRaP Summary.

• View Learner Delivery – If this is set, the user will be able to access the Learner Delivery Plan.

• Edit Learner Delivery – If this is set, the user will be able to edit tabs in the Learner Delivery Plan.

• View Learner Portfolio – This permission is only available if you have the eAssessor licence for PICSWeb Portfolio. If this is set, the user will be able to access the Learner Portfolio.

• Edit Learner Portfolio – This permission is only available if you have the eAssessor licence for PICSWeb Portfolio. If this is set, the user will be able to edit tabs in the Learner Portfolio.

• Audit Reviews – If this is set, the user will be able to Audit Learner Reviews.

• Use Target Scans – If this is set, the user will have access to Target Scans.

• View Change Requests – If this is set, the user will be able to access the Learner Change Request List.

• Edit Change Requests – If this is set, the user will be able to Edit Change Requests. Additional permissions to Action or Authorise will need to be set before the user can Process Change Requests.

• Create Change Requests – If this is set, the user will be able to Create Change Requests.

• Delete Change Requests – If this is set, the user will be able to Delete Change Requests.

• Authorise Change Requests – If this is set, the user will be able to Authorise Change Requests in the Request Summary.

• Action Change Requests – If this is set, the user will be able to Action Change Requests in the Request Summary.

• View Learner Payments – If this is set, the user will be able to access the Learner Payment List.

• Edit Learner Payments – If this is set, the user will be able to Edit and Process Learner Payments.

• Create Learner Payments – If this is set, the user will be able to Create Learner Payments.

• Delete Learner Payments – If this is set, the user will be able to Delete Learner Payments.

• View Learner Funding – If this is set, the user will be able to view the Actual Funding and Projected Funding details for learners.

• View IQA Interactions – If this is set, the user will be able to access IQA Functions. This is only available if you are licensed for PICSWeb Portfolio.

• Edit IQA Interactions – If this is set, the user will be able to use IQA Functions. This is only available if you are licensed for PICSWeb Portfolio.

• Use OneFile Integration – If this is set, the user will be able to upload and download learner data to and from OneFile. This is only available if you are licensed for OneFile Integration.

• Use Smart Assessor Integration – If this is set, the user will be able to upload and download learner data to and from Smart Assessor. This is only available if you are licensed for Smart Assessor Integration.

• Use ACE360 Integration – If this is set, the user will be able to upload and download learner data to and from ACE360. This is only available if you are licensed for ACE360 Integration.

Applicant Permissions

• View Applicants – If this is set, the user will be able to access the Applicant List and view Applicant Summaries.

• Edit Applicants – If this is set, the user will be able to Edit Applicants and edit tabs in the Applicant Summary.

• Create New Applicants – If this is set, the user will be able to Create New Applicants.

• Delete Applicants – If this is set, the user will be able to Delete Applicants.

• Send Applicants to Form Capture – If this is set, the user will be able to Export Applicant Data to FCA to update applicant details or sign them up as a new learner.

Course Permissions

• View All Courses – If this is set along with the View My Courses permission, the user will be able to access all Courses, Sessions, Resources and Rooms, but not the Course Configuration section.

• Edit Courses – If this is set, the user will be able to edit Courses, Sessions, Resources and Rooms, as well as add, edit, and delete Sessions and Files in the Course Summary. They will also be able to view, edit and delete Course Types, Resource Types, Custom Attendance Values and Session Flags in the Course Configuration section.

• Create New Courses – If this is set, the user will be able to add new Courses, Resources, and Rooms, but not individual Sessions.

• Delete Courses – If this is set, the user will be able to delete Courses, Resources, and Rooms, but not individual Sessions.

• View My Courses – If this is set, the user will be able to access their own Courses, Sessions, Resources and Rooms, but not the Course Configuration section.

• Edit Course Attendance – If this is set, the user will be able to record and edit Course Attendance for sessions.

• Create/Edit Course Enrolments – If this is set the user will be able to Create Enrolments, and edit them, for learners and applicants on courses.

Officer Permissions

• View Officers – If this is set, the user will be able to access the Officer List and view Officer Summaries.

• Edit Officers – If this is set, the user will be able to Edit Officers and edit tabs in the Officer Summary.

• Create New Officers – If this is set, the user will be able to Create New Officers.

• Delete Officers – If this is set, the user will be able to Delete Officers.

Organisation Permissions

• View Organisations – If this is set, the user will be able to access the Organisation List and view Organisation Summaries.

• Edit Organisations – If this is set, the user will be able to Edit Organisations and edit tabs in the Organisation Summary.

• Create New Organisations – If this is set, the user will be able to Create New Organisations.

• Delete Organisations – If this is set, the user will be able to Delete Organisations.

Opportunity Permissions

• View Opportunities – If this is set, the user will be able to access the Opportunity List and view Opportunity Summaries.

• Edit Opportunities – If this is set, the user will be able to Edit Opportunities and edit tabs in the Opportunity Summary.

• Create New Opportunities – If this is set, the user will be able to Create New Opportunities.

• Delete Opportunities – If this is set, the user will be able to Delete Opportunities.

Vacancy Permissions

• View Vacancies – If this is set, the user will be able to access the Vacancy List and view Vacancy Summaries.

• Edit Vacancies – If this is set, the user will be able to access the Vacancy List and view Vacancy Summaries.

• Create New Vacancies – If this is set, the user will be able to Create New Vacancies.

• Delete Vacancies – If this is set, the user will be able to Delete Vacancies.

Calendar and Communication Permissions

• View Calendar Entries and Communications – If this is set, the user will be able to access the Calendar, Task List and Communications List from the side menu.

• Edit Calendar Entries and Communications – If this is set, the user will be able to edit activities in the Calendar, Task List and Communications List.

• Create New Calendar Entries and Communications – If this is set, the user will be able to create new activities in the Calendar, Task List and Communications List.

• Delete Calendar Entries and Communications – If this is set, the user will be able to delete activities in the Calendar, Task List and Communications List.

Month End Permissions

• ILR Exports – If this is set, the user will be able to access and use the ILR Exporter in the Month End section.

• Funding Calculator – If this is set, the user will be able to access and use the Funding Calculator in the Month End section.

• QAR Reconciler – If this is set, the user will be able to access and use the QAR Reconciler in the Month End section.

Form Capture Permissions

• Form Capture Client User – If this is set, the user will be able to access limited PICSWeb features to view and process their own WebForms. The amount of FCA Users allowed will depend on your licence. This is explained further in Setting Up PICSWeb Users for WebForms.

Form Management Permissions

• View Forms – If this is set, the user will be able to access the WebForm List.

• Create New Forms – If this is set, the user will be able to Create New WebForm Instances.

• Edit Forms – If this is set, the user will be able to edit WebForm Instances.

• Approve Forms – If this is set, the user will be able to Approve Submitted WebForm Instances.

• Check/Reject Forms – If this is set, the user will be able to check and reject WebForm Instances.

• Reassign Forms – If this is set, the user will be able to Reassign WebForm Instances.

• Delete Forms – If this is set, the user will be able to delete WebForm Instances.

Import Permissions

• View Imports – If this is set, the user will be able to access and view Import Files.

• Upload Files to Import – If this is set, the user will be able to Upload Import Files into PICSWeb.

• Delete Imports – If this is set, the user will be able to Delete Import Files.

Configuration Permissions

• Forms Configuration – If this is set, the user will be able to access the Forms section of PICSWeb Configuration. To access any other sections, they will need the Database Administrator permission set.

• Database Administrator – If this is set, the user can access all areas of the Configuration section. In here, they can manage other PICSWeb Users and various configuration and integration options.