| Role Name |
Primary Use Case/Function |
Permissions/Capabilities |
Prerequisites/Restraints (if any) |
| Observer/Read Only |
For stakeholders who need to view data and metrics but not make changes |
• View mobility/exchange records, partner agreements, student nominations
• Access dashboards and reports
• Search institution / partner directory
• Export or download (read-only) allowed data views |
No edit, no submissions Suitable for deans, senior leadership, quality offices |
| Data Entry/User |
For staff handling application, nomination, basic record input
|
• All Observer rights
• Create, edit, and submit nomination forms, student mobility requests
• Enter or modify contact / partner metadata
• Upload documents (e.g. agreements, transcripts)
• Receive system notifications or task assignments |
Cannot change system or role settings May require training on MoveOn workflows |
| Coordinator/Workflow Manager |
For operational leads managing workflows, approvals, or unit coordination |
• All Data Entry rights
• Approve or reject nominations or mobility requests for their unit
• Assign tasks to users within their unit
• Monitor status, intervene in exceptions or escalations
• Run standard reports for their unit
|
May require endorsement by department head May require periodic review or audit |
| Partnership/Agreements Manager |
Focused on managing institutional partnerships, contracts, and renewals |
• All Coordinator rights (for partnership modules)
• Create, negotiate, edit, and terminate agreements
• Track renewal dates, expiry, version history
• Propose and manage partner profiles and contacts
• Trigger notifications for upcoming renewals or missing documentation |
Limited to agreement/partnership modules; not necessarily mobility workflows May require signature authority or legal oversight |
| Reporting & Analytics Lead |
For institutional analysts who need deeper data access
|
• All Observer rights
• Access to cross-unit dashboards and aggregated data
• Create custom reports, filters, and visualizations
• Export full datasets (subject to data privacy rules)
• Ability to schedule report runs or data extracts |
Does not grant editing, approval, or configuration access unless combined with other roles |
| System Administrator / Global Admin |
For technical or oversight staff managing the MoveOn system itself |
• Full read/write access to all modules
• User / role management (create, grant, revoke roles)
• Configure module settings, permissions templates
• Manage global settings (e.g. system-wide defaults, system integrations, data backups)
• Audit logs, access logs, and security oversight
• Possibly, the ability to create new custom roles or permission sets |
Strictly controlled & limited in number May require formal approval, training, or IT security review |