You must be an IPT administrator to access the Admin Tools page. The Admin Tools page is where you can add new IPT users or modify users’ permissions. You can also customize your department’s instance of IPT, such as by creating course tags or subgroups, adding or removing room locations, and enabling the use of Course Planning and Course Release forms. 

You can access the Admin Tools page from the IPT navigation menu on the left. 

In this guide

• Manage Users
  • Add new user
    • Description of permissions
  • Should instructors be added as users?
• Manage Group
  • Add new subject code
  • More help with Manage Group customizations
• Need more help?

Manage Users

Add new user

1. On the Admin Tools page, select “Manage Users.” The Manage Users page is where you can add new IPT users or modify users’ permissions. Typically, these users will be other department administrators, program coordinators, or curricular representatives. 
   
2. To add a new user, enter their UW-Madison NetID in the field at the top of the page. Select “Add.”
   
3. On the Add User page, enter the user’s First Name, Last Name, and Email. The Email field will auto-populate with the user’s original @wisc.edu email address based on their NetID, but if they have an alias email address, you may enter that instead.
   
4. You must select user-level permissions before completing the process of adding the user. By default, all permissions will be set to “No,” which means the user will not be able to access any pages in IPT even when logged in.
   
   For more information on setting permissions, refer to the Description of permissions below.
   
   
5. Once you’ve set the user’s permissions, select “Update” at the bottom of the page to save your changes. 

You can also update a user’s permissions later by returning to the Manage Users page and selecting “Update” on the right to reopen the User page.

Description of permissions

• Administrator permissions refer to whether a user is allowed to access the Admin Tools page in IPT. 

• Edit Session Code Payroll Dates permissions refer to whether a user is allowed to access the Set Payroll Dates page in IPT. 

• Instructor Manager permissions refer to whether a user is allowed to access the Instructor Management page in IPT.

  • There are two permission levels for Instructor Manager — Edit or View. Edit permissions enable a user to make changes to instructor information in IPT, including adding new instructors. View permissions enable a user to see all instructor information on the Instructor Management page, but not make any changes.

• Curriculum Management permissions refer to whether a user is allowed to access any Course pages in IPT.

  • There are two permission levels for Curriculum Management — Edit or View. Edit permissions enable a user to make changes to planning information on any Course page. View permissions enable a user to see planning information for any Course page in IPT, but not make any changes.

• Academic Year Planning and Summer Planning permissions refer to whether a user is allowed to access the Academic Year Planning and Summer Planning pages, respectively.

  • There are two permission levels for both Academic Year and Summer Planning — View or Edit. View permissions enable a user to see all courses listed for a given term, but not access any Course pages. Edit permissions enable a user to open any Course page from Academic Year Planning or Summer Planning.

    • Note: Even if a user has Edit access in Academic Year and Summer Planning, the user must also have Edit permissions for Curriculum Management to be able to make any changes on a Course page.

• Timetable permissions refer to whether a user is allowed to access the Timetable Planning page.

  • There are two permission levels for Timetable Planning — View or Edit. View permissions enable a user to see all courses listed for a given term, but not access any Course pages. Edit permissions enable a user to open any Course page from Timetable Planning.

    • Note: Even if a user has Edit access in Timetable Planning, the user must also have Edit permissions for Curriculum Management to be able to make any changes on a Course page.

• Reports permissions refer to whether a user is allowed to access the Reports page in IPT.

  • Note: Even if a user has Yes access to the Reports page, you must also select the specific reports they can access, otherwise they will not be able to access any. Select the reports from the listbox by using Shift+click to select all reports or Ctrl+click to select multiple individual reports.

Should instructors be added as users?

No, instructors typically do not need to be added as users in Admin Tools. 

Generally, instructors should be added to IPT through the Instructor Management page. This will give instructors access to Planning Forms, where they can submit their teaching preferences. 

The only reason you might add an instructor as a user in Admin Tools is if you want them to be able to view other pages like Academic Year Planning, Timetable Planning, or Reports.

For help with adding and managing instructors, refer to Instructor Management - Overview and Instructor Management - Add an instructor or placeholder to system list.

Manage Group

Add new subject code

1. On the Admin Tools page, select “Manage Group.” 
   
2. The Academic Subject Code table is the first at the top of the Manage Group page. Your department’s primary subject code will be listed in the table. 
   
3. To add a new subject code, enter the three-digit number in the blank field and select “Add” on the right.

Most departments will not need to have more than one subject code in the IPT system — however, if you as an administrator need to do instructional planning for multiple subject areas, this is where you can add the other subject code(s) so that you can plan all courses in the same instance of IPT.

If you need to do instructional planning for multiple subject areas and would like them to be separate instances of IPT, that can be set up for you. Contact Russ Portier at portier@wisc.edu for more information.

More help with Manage Group customizations

Refer to the following guides for more information on how to customize your department’s instance of IPT:

• Admin Tools - Create and manage program subgroups
• Admin Tools - Create and manage course tags
• Admin Tools - Set color coding for Timetable and Academic Year Planning
• Admin Tools - Add or edit rooms in system list
• Admin Tools - Enable Course Planning and Course Release forms

Need more help?

For help with other pages in the IPT application, refer to the following guides:

• Academic Year Planning - Overview
• Course page - Overview
• Timetable Planning - Overview
• Instructor Management - Overview
• Edit Funding - Overview