Roles and permissions

Why this exists

Giving someone too little access stops them doing their job, and giving too much puts families' records and money at risk. Roles and permissions spell out in plain words what each role can do, and flag anything that needs care. Owners and admins can then give each person what they need with confidence.

Every person at your centre has a role, and each role comes with a set of permissions. Every permission is written in plain words: what it lets someone do, and, where it reaches private details, money, pay or other people's access, a Needs care note saying why.

Who can change what

• The owner can change any role, the owner role included, and any person.
• Admins who manage staff can change any role except the owner role, and any person at the campuses they manage.
• An admin limited to some campuses can change people at those campuses, but not a role, because a role covers the whole centre.
• Nobody can give a role or a person anything they do not hold themselves.
• Nobody can change their own permissions, and the owner always keeps the permissions to manage the centre's people, so your centre can never be locked out.
• Every change asks you to confirm with two-step sign-in and is recorded in the audit log.

See what each role can do

Go to Settings > Roles and permissions (you need permission to manage staff to open it). Each role is a card that says, group by group, what it can do, how many people have it, and how many of its permissions need care. A card marked Changed for your centre differs from the standard role.

Change what a role can do

1. Go to Settings > Roles and permissions and press Change this role on the role.
2. Tick or untick permissions. Each line says what it unlocks. A line you changed from the standard role is marked Added for your centre or Removed for your centre.
3. Press Save changes.

A change applies to everyone at your centre with that role, and to nobody at any other centre. Extras or removals set on someone's own page stay as they are. Reset to the standard role puts every tick back as it was.

The roles

• Owner: runs the centre and holds every permission as standard.
• Admin: manages the centre day to day.
• Receptionist: the front desk, such as families, bookings, calls and messages.
• Finance: invoices, payments and pay runs.
• Marketing: promotions and the enrolment reports.
• Compliance: working with children checks and the audit log.
• Staff: a general account that holds only what is ticked.
• Tutor: teaches, and always sees their own lessons and the students they teach whatever is ticked.

A new account from the sign-up page is Waiting for a role and can do nothing until an admin gives it one.

Change someone's role

1. Go to People > Logins and roles and open the person.
2. Under Change role to, pick the role and press Save role.

If the person shows Confirm role, their role was never fully recorded. Press it to fix that.

Give one person something extra, or take something away

1. Go to People > Logins and roles and open the person. A section named after them, such as What can Sam do?, lists everything they can do, group by group, with anything given to them marked Extra for Sam and anything taken away marked Taken away.
2. Press Change what Sam can do (with their own first name). The ticks start from their role.
3. Tick or untick, then press Save changes once.

Use this sparingly: it is easy to forget that one person differs from their role. Back to what the role gives clears every extra and removal. To change everyone with the role, change the role instead.

Limit someone to some campuses

On the person's page, tick the campuses they work at and press Save campuses. Leave every box empty for every campus. A campus-restricted admin can only give the campuses they manage themselves.

Needs review

Press Needs review on the users page to see sign-ups waiting for a role and tutors missing a role, pay rate or Teachworks link. A sign-up nobody recognises can be removed with Remove this sign-up.

Good to know

• A page someone cannot open tells them which permission it needs.
• If the role page says Changing a role for your centre is not switched on yet, it is not switched on for your centre yet. You can still see what each role does, and changes for one person still work on their own page.
• You cannot change a role, or anyone's permissions, while viewing the portal as another role.

Related

• Switching a staff sign-in off
• Two-step sign-in
• View as another role