The System and Security Settings section provides institutions the ability to set up automated emails, create custom fields and lists, managing system IDs, and configuring import settings.
System and Security
1. Login to your Calculus account.
2. Navigate to the Settings Tab on the left hand side.
3. Click on System & Security.
Automatic Emails
Institutions can set up automated activation or login emails to be sent to users upon registering them manually, in bulk, or both. You can select a template to be sent automatically, ensuring consistent and timely communication.
Info: During the onboarding phase, leave these options blank until your emails are ready to go. Don't forget to return to the settings and update your preferences once your emails are prepared.
Success: You can create and customize email templates to fit your institution's needs. Please see, Email Templates
External Systems Numbers Settings
Institutions can customize, lock or hide System ID fields.
Warning: If you lock fields for editing, foreign nationals will not be able to add or edit the field value. Institutions will need to import the data on behalf of the individuals
- Student Number - This field can be locked for editing. If your institution refers to Student Number with a different name, please use the internal label field to customize the field
- SEVIS ID- This ID is a unique identifier assigned to foreign nationals by the US government. If your institution does want to collect this information, you may hide this field.
Important: If your Institution has enabled the option to automatically generate Form W-7, and you have a designated person eligible to certify the needed documents for the purposes of the ITIN application, don't hide this field, as it's needed for the Certification letter that is also going to be automatically generated in this instance
- Payroll- You can hide and or lock the payroll ID field. If your institution refers to Payroll Number with a different name, please use the internal label field to customize the field
Custom Fields and Lists
Institutions can add up to 10 custom fields or custom list (dropdown menu) to track other information on user's profile. The fields or lists can be locked for user editing or hidden on the user's profile.
These fields can be tracked on the User List Reporting, please see Custom Field Reporting
FNR ID
FNR ID is another foreign national identifier that can be used in the system. Institutions can customize, lock or hide the FNR ID field.
Campus
If your institution has multiple campuses, you can upload this data for users and lock it for editing. If you do not have multiple campuses, you can hide the field.
For more information, please see Account Data
Program Type
Institutions can define specific program types (e.g., Student Athletes, Teachers) for organizational categorization and reporting purposes.
You can add these program to user profiles and lock for editing. If you do not have program types you can hide the field.
For more information, please see Account Data
Imported Finance Properties
When your institution bulk uploads payments, please specify how Sprintax Calculus should match the imported financial data to user records.
You have the option to match by:
1. First Name, Last Name, Email
2. First Name, Last Name, Student Number
Important: The email option should be used if you have individual records without a student number (eg. individual contractors)
Lock Fields
Institutions importing data on behalf of the foreign nationals, can select to lock the below fields for editing.
Sensitive Info
Institutions can select to truncate the US TIN in this format XXX-XX-1234 on form 1042-S, copies B, C, D,
and E, or in Calculus user lists, exports, and the generated Sprintax Tax Summary PDF create for each record.
Once you set the System and Security Settings, click Save on the top right corner.