Roles and permissions

A role is a named set of permissions, such as Accountant or Secretary. Every login has one role, and the role decides which menu items the person sees and what they can do on each screen. Many people can share a role, so you change what a group of people can do in one place.

The Roles list

Account → Roles.

Each row shows the role's Name and description, a summary of what it Can do, how many Users have it, and a Built in badge for the one role that cannot be changed.

ShuleOS starts a school with these roles, which you can use as they are, change, or copy:

Your school may have other roles that were set up for it, such as Bursar, Records Clerk or Stores Keeper.

Make a role

1. Click New role, or click Copy on a role that is close to what you need (you see "Created …", then edit the copy).

   

2. Type the Name (it must be different from your other roles) and a short Description.

3. Tick what the role may do. The permissions are grouped by area of the school: Fees and money, HR, Students and parents, Academic setup, Teachers, Student attendance, Exams and report cards, Lessons and homework, Messaging, School calendar, Inventory and stores, Assets and facilities, and Settings and users.

4. Click Create.

Reading the permission grid

Each area is a table with one row per screen and one column per thing a person can do:

A dash means that action does not exist on that screen. Click all beside a column heading to tick or untick a whole column, or all beside a screen to tick its whole row. Below the grid are a few extra permissions for special jobs, for example approving payroll or expenses, or releasing report cards. These are separate from the tables so that you can, for example, let someone prepare payroll but not approve it.

Give people only what they need. A person who can only View a screen sees it but cannot change anything. The Auditor role is made that way.

See what a role or a person can do

You do not have to read the whole grid to know what someone can do.

• On Account → Roles, click a role (or its eye icon, What it can do). Its own page shows, area by area, every screen and which of View, Add, Change, Delete and Import the role allows (the ones it does not allow are crossed out), the one-off permissions it has, the areas it cannot open, and which logins have it. Change permissions and Copy this role are at the top.
• On Account → Users, click What they can do on a person to see the same list for their role. A person with no role can do everything.
• On Account → Users, use the Role filter to list everyone who has a particular role.

Change or delete a role

Edit changes a role. The change applies to everyone who has it, the next time the page loads. The built-in Administrator role cannot be edited. A role can only be deleted while no login has it: move those people to another role first. You see the count of people under Users.

Every change to a role's permissions is recorded in the Audit Log in plain words, for example added: Void payments and invoices; removed: Record payments and expenses, with who made it and when.

If something goes wrong