Staff roles and permissions

A role decides what a member of staff can see and do. Everyone in the same role has the same permissions; you change what a person can do by changing their role, or the role's permissions.

Who can manage roles

The School Owner and School Admins manage roles from Employees → Staff Permissions. A school admin cannot change their own role or the School Owner's role.

The built-in roles

You can create your own roles, such as Bursar, Head of Year or Librarian, and rename them.

Setting permissions

Choose a role to see its permissions, grouped into cards by module. For each permission there are four separate rights:

• View: see the records
• Add: create new records
• Edit: change existing records
• Delete: remove records

So a role can be allowed to see a record without being allowed to change it.

Use search to find a permission, expand / collapse to open the cards, and the "all" toggle at the top of a column to tick every box in it.

Built-in limits

Some built-in roles can never be given certain areas, whatever is ticked, so that a mistake cannot hand them out:

• Teachers and Receptionists can never access money and accounting.
• Accountants can never access teaching and assessment.

On the permissions screen, areas a role is barred from are hidden, with a count of how many are hidden. These limits do not apply to roles your school creates.

Some things are only for the owner or admins

A few pages are tied to the role itself rather than to permissions. For example, Devices & Access, School Branches and Subscription are for the School Owner, and Session Settings and Staff Permissions are for the School Owner and School Admins.

Common issues

A member of staff cannot see a menu item. Check their role's View permission for that module. Also check the module is turned on for your school and included in your plan.

I ticked a box but it did not stick. The role may be barred from that area by a built-in limit (see above). Create a new role for that person instead.