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What are class owners and profile owners?
The concepts of "class owner" and "profile owner" are closely intertwined, but hold different meanings and should not be used interchangeably. To provide clarity, let's begin by defining each term individually:
Class owner ➝ The individual designated as the primary owner of a specific class, serving as the default owner of the profiles associated with that class. To avoid any ambiguity, the term "default class owner" can also be used instead.
Profile owner ➝ An individual assigned as the owner of a specific profile or a group of profiles associated with a class.
By default, every time a profile is added to a class with a designated default class owner, the default class owner is automatically assigned as the owner of that profile (although it may take a few minutes for the assignment to take effect). However, there are two important points to consider:
If the profile owner is subsequently changed and no longer matches the default class owner, only the new profile owner will be notified when the candidate submits an application.
If the profile owner is subsequently removed, nobody will be notified when the candidate submits an application.*
* Please note that this information does not apply to notifications configured through automated workflows; rather, it refers to the notifications sent automatically by the system when applications are submitted (which we call "default system application submission notifications"). Class and profile ownership have no bearing on automated workflows, meaning that if an automated workflow is configured to send you an email whenever someone submits an application for a specific class, you will always receive said email, regardless of your ownership status.
In conclusion, only profile owners receive the default system application submission notification. This is because, as the above definitions highlight, the term "profile owner" is actually a bit of a misnomer—profiles are not restricted to having a single owner; in reality, they have an owner for each class that they are associated with, which can either be the default class owner or a custom owner individually assigned. Essentially, a profile owner is a custom class owner for just one or more specific profiles, for which it takes over the role of the default class owner.
Why should I assign a class owner or a profile owner?
Profile owners, regardless of whether they're also the default class owner or not, can view the profiles assigned to them in the tab My profiles of a class overview page to easily stay in touch with them.
This for example could allow marketing staff to work with a profile and qualify which class they are a good candidate for. Once they know the class or once the profile starts an application for a specific class, the ownership is then moved to the class owner so that they can manage the candidates for the specific classes that they are managing.
How do I set a class owner?
The class owner is the guardian of a given class. Typically, it should be the person responsible for overseeing a specific class and shaping its path. This person typically has administrative or managerial responsibilities for the class and holds certain permissions and privileges related to managing profiles and applications associated with that class.
Manually in the Details tab of the respective class
By doing an import (if you're importing new classes), and ensuring the column 'Owner email' is populated in the .CSV file (Example here: programmes_and_classes_import_template.csv)
How do I set a profile owner?
Profiles may have their own custodians known as profile owners. These individuals are assigned the privilege of being the exclusive owners of specific profiles or a group of profiles linked to a class. With a sense of personal care and attention, they curate the details and nurture the profiles under their watchful eye. The Personal Curator of Individual Profiles. The profile owner is responsible for managing and overseeing the profile's applications for a given class.
By adding a profile to a class, whereby, by default, the respective class owner will become the profile's owner
By adding or updating the owner, directly in the class journey widget of a profile— either when no owner has been assigned yet or if you wish to change the current one.
By doing an import. Depending on where the import is being done from, you can either define the same owner for the whole group or a different owner per profile:
Import from a Class Overview area: in the stage 4 of the import, you may select the Owner to be attributed to the whole group:
Import from the All Profiles area:
Add a column called 'Owner email' to the .CSV file, and include the necessary owner's emails per row.
Add an additional column named ‘Class ID’ to the .CSV file and include the appropriate class ID for each row. Please note that an owner can only be assigned if a class ID is also provided, since the owner is linked to a class.
In Stage 5 (Mapping) of the import process, map the ‘Owner email’ column to Full Fabric’s 'Owner email' field, and the ‘Class ID’ column to Full Fabric’s 'Class/Course ID' field, as follows:
Once the import is complete, each profile will be created/updated (depending if they are new profiles or existing ones) with its corresponding class journey and assigned class owner, as specified per row in the .CSV file. Even if multiple profiles share the same class, they can still have different owners if that's indicated in the respective rows of the .CSV file.
IMPORTANT NOTE: To obtain the Class ID's of your institution, you must download them from this link: https://yourinstitutionurl/classes/exports.csv (in case that wasn't clear, replace the 'yourinstitutionurl' by your real institution's url 😆)
ANOTHER IMPORTANT NOTE: There's no merge code for profile owner information, so it can't be pulled to letters.