Roles & permissions

What each kind of staff member can see and do. 20 minutes to review once, and then rarely touched.

Every login has exactly one role. The role carries a list of permissions, and the permissions decide two things: which menu items appear in the sidebar, and which pages open rather than refusing.

Sidebar → Settings & Billing → Roles & Permissions

The roles you start with

Six roles ship with the system. They cannot be renamed or deleted, because the rest of the software refers to them by name.

Role	Built for	Roughly what they get
School admin	You	Everything — all but two of the 168 permissions
Teacher	Classroom staff	Attendance, marks, exams, homework, lesson plans, live classes, notices, and their own classes' fee dues
Accountant	The fees desk	Fee collection and setup, income and expenses, accounting, finance reports, and read-only student lists
Receptionist	The front desk	Enquiries, visitors, complaints, postal records, QR attendance
Librarian	The library	The library module, and nothing else
Accademic Master	Academic coordination	Classes, sections, subjects, timetable, promotions, exam setup, marksheets, certificates

Yes, that spelling is real

The role is stored as Accademic Master, with the double "c". It is spelled that way in the dropdown because renaming it would break the code that refers to it. Nothing is wrong with your install.

Read the teacher role before you hand out logins

The default teacher role is generous — 70 permissions. Among them, a teacher can by default:

• set up exams, publish results and generate mark sheets
• manage the class timetable
• post notices and events to the whole school
• manage the library
• generate certificates
• change live class settings

For a small school where teachers do everything, that is exactly right. For a large one, it means any teacher can publish results for any class.

Decide this before, not after

Nothing warns you the first time a teacher publishes a result they should not have. Spend ten minutes on the teacher role now — open it, read the ticked boxes, and untick what your school does not want teachers doing.

One thing the teacher role does not get, deliberately: the school-wide fee dues list. Teachers see dues only for their own classes, for follow-up calls.

Editing what a role can do

Edit on the role → tick and untick permissions → Save.

Permissions are grouped by module — student, fees, exam, hr, library, transport and so on — so you can take a whole area away in one pass.

A role must keep at least one permission; the form will not save an empty one.

Protected roles keep their name but their permissions are fully editable. So "teacher" will always be called teacher, and can be made as narrow as you like.

Roles are shared across the whole platform

Roles are not stored per school. If your provider runs several schools on this installation, the role list — and every permission you tick or untick — is the same for all of them.

Untick "publish results" on the teacher role and teachers at every school on the platform lose it. Create a custom role and every other school sees it in their dropdown.

If you are the only school on your installation, none of this affects you. If you are not, agree changes with your provider before you make them.

Creating a custom role

Add Role

Field	What to enter
Name	A clear job-shaped name — Exam Controller, Transport Manager
Permissions	Tick what the role needs. At least one is required

Custom roles can be renamed and deleted later; the six built-in ones cannot.

Start from a copy, not from nothing

The fastest way to build a narrow role is to look at an existing one that is close, note what it has, and tick the same boxes minus the parts you are removing. Building from an empty list, people forget the small permissions — leave applications, dashboard access — and the new role lands on a wall of blank screens.

Every role should keep Apply Leave. Without it, that staff member cannot request leave, which is not usually what anyone intended.

Giving someone a role

The role is chosen when you add the staff member. To change it later, open their profile and use Promote / Change Role.

Changing a role takes effect the next time they load a page. Their sidebar changes to match.

One role per person

Somebody who is both the librarian and a teacher gets one role, not two. Either give them the broader of the two, or create a custom role that covers both jobs.

What parents and students get

Nothing on this page. Parent and student accounts are created with the student, use a different area of the system entirely, and are not affected by anything you do to staff roles.

Common problems

What you see	Cause
A menu item is missing for a staff member	Their role lacks that permission. Edit the role and tick it
They click a link and get a permission error	Same cause — the menu was reachable but the page checks separately
The role list shows roles you did not create	Roles are shared platform-wide. Another school on your installation created them
A permission change did nothing	They need to reload the page. If it persists, confirm you edited the role they actually have
The role cannot be renamed	It is one of the six protected roles. Its permissions are still editable
"The permissions field is required"	A role must keep at least one permission
A teacher cannot apply for leave	Their role is missing Apply Leave