This page describes how role managers assign and extend roles.

Role managers hold the role Verwaltung Rollen, i.e. the person who assign roles to other users.

 

Information for Role manager of the central university administration Department

Purchaser roles cannot be attributed. For the demand of the ZHV the chancellor has shifted the purchasing responsibility to departments 7.3, 8.4, 5.0, 5.3 and 10.1.

• Assign role
• Extend role coupon
• Extend role

Assign role

Step 1
Open the role management.

Step 2
If you are the role manager for multiple organizations, select the corresponding organizational unit, institution, or group.

Step 3
Click Assign Role.

Step 4
Select the role you would like to assign (here "Bestellung IT").

Please note:
The column "Number" lists the following information:

• the minimum number of people who must have the role at the organization (here 1),
• the number of people who hold the role currently (here 90),
• the maximum number of people how can have the role (here unlimited).  If you need to assign the role to more people, please contact the role owner by clicking on the blue "i" ("Role details"). 

Step 5
Click Next.

Step 6
Enter the following information:

• Given name and Surname
• Role Expiry Date
• Email address

Step 7
If desired, check the box next to "Send E-Mail immediately".

Step 8
Click Create Coupon.

Note:
If you would like to assign a role to multiple people at the same time, you can upload a CSV-file, encoded in UTF-8, under "Coupon upload". The required format is::

givenname;surname;email[;optional comment (max. 200 characters)]

If you checked the box in Step 7, the coupon will be sent automatically to the person via email. To use the role, they need to redeem the role coupon.

Step 9
If you did not check the box, you will be redirected to the "Coupon" tab in the role management.

There are two ways to create the role coupon:

1. Click on the PDF symbol ("Create a PDF") to download the coupon.
2. Click the enveloppe ("Send email") to send the coupon per email.

To use the role, they need to redeem the role coupon.

Extend role coupon

The coupon is valid for 14 days. After that, the coupon expires and cannot be redeemed.

For 14 days, the coupon can still be found in the "Coupons" tab.

To extend the coupon, click on the battery icon ("Extend coupon"). The coupon can now be redeemed for another 14 days.

If the coupon no longer appears in the coupon overview, assign the role again.

Extend role

You will receive an email notification 14 days before a role expires. Follow the steps below to extend the role.

This will also allow you to extend your role as a role administrator.

Step 1
Open Role management.

Step 2
Click Roles under "Overview" in the menu on the left.

Step 3
Search for the correct person and role in the overview table.

Step 4
Click the battery icon ("Extend role association").

Step 5
Enter a new expiry date.

Step 6
Click Create coupon.

The coupon will be sent to the relevant person by email. To extend the role, they need to redeem the role coupon.