Institution settings overview
Catalog of the main Settings areas institution administrators manage — roles, OrgHub toggles, exams, documents, time tracking, health insurance — and how they combine with permissions and feature packages.
Institution settings are where administrators decide how Fuxam behaves for everyone at your university — which product areas are live, what each job role may do, and which institution-wide options apply to courses, exams, documents, and integrations. Settings are separate from day-to-day work in OrgHub: OrgHub is where staff operate; Settings is where policy and capability are configured.
This page catalogs the main settings areas documented across the handbook. It does not invent toggles — every row below is grounded in existing handbook topics. Use it as a map, then follow the linked chapters for step-by-step guidance.
Why it matters
Staff often ask “Where do I turn this on?” when a colleague’s sidebar looks different from theirs. The answer is rarely a single checkbox. Universities separate contractual capability (what Fuxam made available for your institution), administrative readiness (whether your team has switched the area on and configured it), and job-based access (whether this person’s role may use it).
Understanding the Settings map prevents false bug reports, speeds onboarding of new administrators, and keeps Exam Center, Statistics, Apply, and optional CMS add-ons from surfacing before processes are ready.
How it fits
| Layer | Who configures it | What it controls |
|---|---|---|
| Feature packages | Institution and Fuxam (contract level) | Whether entire product areas exist for anyone |
| Institution settings | Institution administrators in Settings | Whether a packaged area is live, and how it behaves |
| Roles and permissions | Administrators in Settings → Roles & Permissions | What each person can see and do |
| Course Settings | Course administrators inside each course | Capacity, tabs, grading, and connected modules for that offering |
Related reading: Permissions, features and visibility, Roles and permissions, Course settings.
How to open Settings
From your dashboard, open Settings (gear icon or Settings link in the navigation).
Use the Settings sidebar to open the area you need — for example Roles & Permissions, Documents, Time Tracking, or OrgHub subsections.
How the three layers combine
Think of visibility as a chain. A missing link at any stage hides the page for that person — usually without an error message.
| Question | Layer that answers it |
|---|---|
| Does our institution have Planning / Exam Management / Statistics / Apply? | Feature packages |
| Have we turned Exam Center, Statistics reporting, or Application Management on? | Institution settings |
| May this registrar create courses, view exams, or export statistics? | Role permissions |
| Should this teacher see the Documents or Time Tracking profile tab? | User Information settings on the role |
| Is this seminar capped at 30 seats with Chat off? | Course Settings for that course |
Worked example
- Your institution licenses the Exam Management feature package.
- An administrator enables Exam Center in institution settings so the Exam Center sidebar group can appear.
- The Exam Officer role receives permission to view and manage exams.
- Staff with that role see My Exams and Exam Types; staff without those permissions do not — even though Exam Center is live for the institution.
The same pattern applies to Statistics Center (Report setting plus Statistics Engine configuration), Application Management, Smart Documents, Time Tracking, and Health Insurance.
Catalog of main settings areas
The tables below group documented settings by purpose. Exact sidebar labels can vary slightly by locale; follow the bold UI names and handbook links.
Organization and access
| Settings area | What an administrator configures | Handbook |
|---|---|---|
| Roles & Permissions (under Organization & Access Rights) | Institution roles, which capabilities each role unlocks, superadmins, access packages, and User Information (which profile tabs and home sections a role sees) | Roles and permissions |
| Invite email settings | Default invitation language, subject, body, and intro video (roles can override) | Invite email settings |
Roles unlock OrgHub pages, User Management actions, and profile tabs. They do not replace feature packages — granting exam permissions will not show Exam Center until the package and institution setting allow it.
OrgHub product switches and academic policy
| Settings area | What an administrator configures | Handbook |
|---|---|---|
| Application Management (Settings → OrgHub → Application Management) | Turns on Fuxam Apply / Applications workflows for the institution | Apply portal settings |
| Exam Center settings (rating schemas, custom exam forms) | Grade value sets and reusable custom forms used across exams | Configure grading scale, Custom exam forms |
| Academic Rulesets (Settings → OrgHub → Academic Rulesets) | Attempt limits, grade weighting, deadlines, credit rules, and connections to programs or cohorts | Academic rulesets |
| Report (Settings → Report) | Institution toggle that must be on for Statistics Center to appear | Statistics |
| Statistics Engine (Settings → OrgHub → Statistics Engine) | Enables and configures University Statistics exports | Statistics Center |
Course booking and enrollment policy
Self-service course booking rules — who may book, the default booking role, and whether waitlists are used — are configured at the institution level in organization settings, not inside each course. Per-course capacity still lives in Course settings.
| Decision | Where it lives |
|---|---|
| Who can book courses / default booking role / waitlists | Institution organization settings |
| Maximum seats for one offering | Capacity on that course’s Course Settings |
| Who is actually enrolled | Manage enrollments / Bulk-enroll |
Student-facing booking is documented under Book courses.
Communication, documents, and optional CMS add-ons
| Settings area | What an administrator configures | Handbook |
|---|---|---|
| Documents (Settings → Communication & Documents → Documents) | PDF templates, defaults, study-contract and certificate sections when those features are enabled | Smart documents |
| Time Tracking (Settings → Time Tracking) | Enable time tracking, work-time models, absence types, timestamp templates, auto-stop and absence thresholds | Time tracking |
| Krankenkassen Integration / Health Insurance | Complete the GKV integration checklist so insurance reporting becomes active | Configure GKV integration |
These areas often appear as profile tabs or specialized flows rather than permanent OrgHub sidebar peers. Role User Information settings can hide a tab even when a permission exists — see Roles and permissions.
Course-level settings vs institution settings
Do not confuse the two surfaces:
| Surface | Scope | Typical controls |
|---|---|---|
| Institution Settings | Whole university | Roles, Exam Center on/off, booking/waitlist policy, document templates, time-tracking models |
| Course Settings (inside a course) | One offering | Banner, capacity, Learning Journey / Chat / Drive / Calendar tabs, journey source, rating schema, connected modules |
Course Settings are covered in depth under Course settings. Institution settings decide whether booking and waitlists exist at all; course capacity decides how full one seminar may become.
Roles and what they unlock
When you edit a role under Settings → Roles & Permissions, you typically configure:
- Permissions — what the person can do (view users, manage courses, grade exams, and so on).
- User Information — which profile tabs and dashboard home sections appear for people with that role.
- Invite overrides (optional) — language, subject, message, or intro video for invitations sent with that role.
Effective access for one person = their assigned role’s permissions + any scoped assignments on specific courses or cohorts + institution feature packages and settings. Details: Roles and permissions and Permissions, features and visibility.
Best practices
- Document a settings checklist for go-live. For each new area (exams, statistics, Apply, documents), list package → institution setting → roles → first operational page.
- Separate “staff trained” from “area live”. Grant permissions during training; flip Exam Center or Report when the process is ready.
- Keep course booking policy institution-wide. Set waitlists and booking eligibility once; use per-course capacity for section size.
- Review User Information when tabs are “missing”. A permission alone does not guarantee a profile tab appears.
- Point course coordinators to Course Settings, not institution Settings, for capacity and LMS tabs.
Common pitfalls
| Pitfall | What happens | Avoid by |
|---|---|---|
| Enabling a package but not the setting | Entire Exam Center / Statistics / Applications stay hidden for everyone | Complete the institution settings row in the catalog above |
| Granting permissions before the setting is on | Staff still see nothing and assume a bug | Explain the three-layer model during onboarding |
| Looking for waitlists in Course Settings | Waitlist behavior is institution-level; only capacity is per course | Check organization settings for booking/waitlists |
| Confusing Course Settings with institution Settings | Wrong surface for roles or Exam Center | Use this catalog to pick the right place |
| Hiding a tab via User Information then blaming permissions | Tab stays gone even though the right exists | Review role User Information settings |
FAQ
Who can change institution settings?
Typically institution administrators and superadmins. Exact rights follow your roles configuration. If you cannot open Settings, ask an administrator — end users do not self-serve feature packages or OrgHub product switches.
Where do I turn on Exam Center or Statistics?
After the related feature package is available, enable Exam Center (and for Statistics, turn on Report under Settings → Report, plus configure the Statistics Engine when you need University Statistics). Then grant the matching permissions on staff roles. See Permissions, features and visibility.
Are course booking rules the same as course capacity?
No. Booking eligibility, default booking role, and waitlists are institution-wide. Capacity is set per course in Course Settings and limits how many participants that offering accepts.
Do Settings replace OrgHub?
No. Configure policy in Settings; run daily campus operations in OrgHub. Course-level behavior for one offering is configured inside that course’s Course Settings.
Related pages
Permissions, features and visibility
How packages, settings, and roles decide what appears in OrgHub.
Roles and permissions
Create roles, assign permissions, and manage profile tab visibility.
Course settings
Per-course capacity, features, grading, and connected modules.
OrgHub basics
Sidebar sections and how to open OrgHub.