Choosing what each role can see

Access in the admin panel is set per person. The administrator sees everything in your plan. Every other team user sees only the modules and screens you grant them, at the level you choose. Set this up for each new team member, and review it when someone changes job.

Before you start

• You must be signed in as the administrator. Only the administrator can open Team Management.
• The person must already have a team account under Team Management > Team.
• Decide what the job needs. Start with the least access that lets the person do their work, and add more when asked.

Access levels

Some permissions offer fewer levels, or use their own wording, when the extra levels would not make sense.

Steps

1. Go to Team Management > Team.
2. Find the person and click Permissions on their row. The Update Account Permissions window opens.
3. Choose a Module, for example the fees or students module. Every permission in that module is listed with a description.
4. To give the same level across the whole module, pick it in Set All.
5. Or set the Access Level for each permission one by one. Rows you have changed are highlighted until you save.
6. Click save. Repeat for each module the person needs.
7. Check the Assigned Permissions list at the bottom. It shows every module, feature and access level the person now has.

Change or remove access

• To change one permission, use the edit option on its row in Assigned Permissions and pick a new Access Level.
• To remove several at once, tick them and click Revoke Selected.
• Setting a permission to No Access removes it from the list.
• To block someone completely, set their status to Disable in the Team list instead of removing every permission.

Good to know

• Permissions belong to the person, not to their job title. Two accountants need their permissions set separately.
• Modules not included in your plan are not offered in the module list, and screens outside the plan stay locked even if a permission exists.
• Settings, Team Management and Configurations are for the administrator only. They cannot be granted to a team user.
• The staff, student and family portals are separate. Staff see their own classes and records in the staff portal; you turn a staff member's portal login on or off from HR / Staff > Active Staff with Enable App Login or Disable App Login.
• Changes are recorded, and you can review what team users do under Team Management > Activity Log.
• If you do not see this option, it may not be included in your plan or your role may not have permission; ask your administrator.

Common questions

A user says a menu is missing. What should I check?

Open their Permissions and look in Assigned Permissions for that module. If it is there, check whether the feature shows a lock badge, which means it is outside your plan.

For more on how access is protected, see Security.