Roles & permissions
Create a role, choose what it can do, and assign it to staff.
A role is a named bundle of permissions — like Class Teacher or Front Desk — that decides what a staff member can see and do. You build a role once, switch on the actions it should allow, then assign it to the right people. This guide walks you through creating a role, setting its permissions, and assigning it.
Before you start
You need permission to manage roles. If you don't see the Access section in the sidebar, ask another school admin to grant it. Some roles are built in and can't be edited — more on those below.
Step 1: Open Roles
In the left sidebar, open the Access section and click Roles. You'll land on the Roles page, where every role appears as a card showing its name, description, and how many permissions it holds.
System roles
Tick the System roles checkbox (top right) to reveal the built-in roles. These carry a lock icon and a System role badge — you can look at them, but you can't edit or delete them. The roles you create yourself are the ones you can change.
Step 2: Create a role
Click New Role (top right). In the Create Role window, fill in:
- Name — what the role is called, e.g. Class Teacher (required).
- Description — a short line explaining what it's for (optional).
Click Create Role. The new role appears as a card on the Roles page — with no permissions yet.
Step 3: Open the role to manage it
Click the role's card (or open its menu and choose manage). A panel slides in with two tabs:
- Overview — the role's name, description, and a summary of its assigned permissions.
- Permissions — where you switch individual actions on and off.
You can rename the role or rewrite its description right here on the Overview tab.
Step 4: Turn on permissions
Open the Permissions tab. Permissions are grouped by area — Staff, Students, Roles, Departments, Audit Logs, and more. Each area lists the actions you can allow, such as View, Create, Update, Delete, or Manage.
Click an action to switch it on (it highlights); click again to switch it off. The count beside each area — for example 2 of 4 — shows how many actions you've turned on.
Find an area fast
Use the Search resources... box to jump straight to an area, e.g. type staff to filter the list down.
Step 5: Save your changes
Click Save Changes at the bottom of the panel. Your edits to the name, description, and permissions are saved together, and the Overview tab updates to show the new list of assigned permissions.
Step 6: Assign the role to a staff member
Roles do nothing until someone holds them. Open the staff member's profile (from your staff list) to reach the Staff Profile panel. Scroll to the Roles section and click Assign role, then set:
- Role — pick the role from the list.
- Scope — choose School to apply it across the whole school, or Campus to limit it to one place.
- Campus — if you chose Campus, pick which one.
Click Assign. The role now shows in that person's Roles list, labelled School-wide or with the campus name.
Removing a role
To take a role away from someone, find it in their Roles list and click the small remove (X) button beside it, then confirm.
Step 7: Delete a role you no longer need
On the Roles page, open a custom role's menu and choose Delete Role, then confirm in the dialog. You can only delete roles you created — built-in system roles have no delete option.
Deleting is permanent
Deleting a role can't be undone, and anyone who held it loses the access it gave. Reassign people to another role first if they still need it.
What happens next
- Your new role appears on the Roles page with a count of the permissions you switched on.
- Every staff member you assigned it to gains exactly those actions — at the scope you chose (school-wide or one campus).
- Change a role's permissions any time and click Save Changes; everyone who holds it picks up the update.