Note: All pages below are subject to having relevant Roles and Permissions.
IMPORTANT: Please be advised that assigning the Administrator role provides the designated staff member with unrestricted access to all areas of the MIS, including confidential and sensitive data, with the exception of Safeguarding data. This role is intended for personnel whose responsibilities require full system access. It is not necessarily appropriate for general administrative staff. We therefore recommend that, firstly, careful consideration is taken when assigning this role to staff within your school and, secondly, please make use of the option to create custom roles that grant staff the appropriate level of permissions required for their duties.
System Administrators can use this function to:
- Edit Permissions within Role
- Delete a Role
- Add/Remove Users to and from a Role
- Edit User Access to a Role
- History and Audit Report
- Switch Role
See also How to Export & Import Roles, How to Assign Roles and Permissions, How to get Started with Roles and Permissions
Edit Permissions Within a Role
From the left Menu, go to Config > Setup > Roles & Permissions.
To Edit, select the Role from the dropdown menu and then click on the Edit button.
Select the Module you wish to Edit the Permissions for from the Module dropdown.
For Permissions relating to Staff, Students, Groups and Others choose Framework from the Module dropdown.
For Permissions relating to Overview, Insight, Widgets and the Dashboards choose Profile from the Module dropdown.
Edit the Role details and its Permissions using the tick boxes Access, New, Edit, Delete and Save when completed click on the Save button.
Note: Ticking the boxes in the Header Row will assign Permissions to the whole module. Removing this tick removes all Permissions for that module.
Delete a Role
To Delete, select the Role from the dropdown menu and then click on the Delete button.
Note: A Role can only be Deleted if there are no Users associated with it. If this is the case, remove all associated Users first. A Confirmation message will be given select Cancel or Proceed.
Add/Remove Users to and from a Role
Select the Role from the dropdown menu and then click on the Edit button.
Scroll down to the Allocated Users section.
To Add a New User select Add New User button.
This will open the Select User pop-up, click to select the User name or type the Name in the User field, add the Start Date and End Date. These are the Dates the User will have access to that Role. Click Ok to Save.
To Remove an User click on the Dustbin icon to the left of the Name, a Confirmation message will be given, select Cancel or Proceed.
Note: Leaving the End Date blank will mean the User will have access to the Role indefinitely (until an End Date is defined).
Edit User Access to a Role
The Start and End Dates for when the User can access the Role, can be Edited by clicking on the Pencil icon to the right of the Name, which will open the Select User pop-up.
Click Ok to Save.
History and Audit Report
To see a History of changes made for a Role with the ability to Export click on the History button top right.
To Export to Excel click on the Export button bottom right.
The file will download as an excel worksheet to your local computer.
Alternatively, click on the Audit Report button from the Roles and Permissions page to see changes made to all User Accounts and Roles.
The Audit Report defaults to list changes over the last 7 days. In here, a user can Filter/Reset by Column header, Sort by Column, Search by keyword, Clear Column Filters, and Export as Excel.
Click on Filter in the top left hand corner to see the Audit Report Filters popup where you can: View By [By User Accounts to filter on User Accounts, and By Roles to filter on Roles and Modules], and amend Date Range. Click Save after any changes.
Applied Filters will appear in green in the top left hand corner next to the Date Range.
Switch Role
The Switch Role function can be used in the example a User has more than one Role attached to their account. For example an Administrator may have the Teacher Role so they can see how the MIS looks for those members of staff with the Teacher Role assigned when making amendments.
To add a role to a user account navigate to Modules>Setup>System Users
This pathway will open the Others List page with the Type set to User Account
In the example below we have typed ‘cra’ into the top-right search field to look for a specific user.
Select the User Account and click View
This will open a panel to show Personal Details, User Login Details and User Access Control for the selected User Account
The User Login Details panel shows all the available Roles in the MIS.
In the example below the User Account has Administrator and Teacher ticked.
Click the top-left Save if making any changes
Next return to the Home screen and click on the profile picture in the top-right and then click Switch Role to see Administrator or Teacher
They would click Teacher to see how the MIS looks for someone with a Teacher Role.
In the example a member of Staff has the Teacher Role and a Head of Year Role best practice would be click Clear view filter to see a view with the permissions combined i.e. permissions for Teacher AND Head of Year