Review roles and access
Review each person’s responsibilities and the exact access they need.
Checked on 29 October 2026
Overview
Use a regular access review to keep school membership, roles and teaching allocations aligned with current responsibilities.
Get to know the screen
Practice example: all names, records and amounts are fictional. Options vary with your school’s curriculum, currency and access.
Phone example
Interface labels are shown in English. Follow the translated steps below to find each control. Follow the sequence, review the recorded information and choose the next step.
Who can use this feature
Use your own authorised school account. Settings usually require owner, co-owner, administrator or school-leadership access; finance and staff-credit actions have their own permissions. Confirm the specific action with the school lead.
Before you start
Confirm the workspace, academic year, school curriculum and your responsibility for this change. Have the approved school records available and review existing settings before entering replacements.
The selected staff record needs an email address. Have the approved responsibilities and a second authorised administrator available for changes that could affect administrative access.
Required and optional fields
| Field | Requirement | Format or example | Prerequisite |
|---|---|---|---|
| Selected roles | Required when applicable | A recorded staff email is required for role changes. Review the complete final set before Save Roles. Checked roles remain active; unchecking removes a role. Teaching allocations and class-teacher assignments are managed separately. | Existing school users, supported roles and current allocations. |
| Class and class name | Check before continuing | Choose the correct year’s class. Its edit form requires Name. Creating a class requires a curriculum level; changing a name does not move learners to a new level. | Existing school users, supported roles and current allocations. |
Picklist prerequisites
| Choice | Options come from | Earlier selection | If missing |
|---|---|---|---|
| Users and roles | Current school membership and the supported role catalogue. | Complete joining first; check the intended staff member before selecting a role. | Check pending invitations, current school and role permissions. |
| Classes, levels and subjects | School curriculum, academic year, active classes and teacher allocations. | Create the class and allocate its subject before downstream planning. | Check archived classes, year and curriculum; restore or correct setup through the appropriate task. |
Desktop walkthrough
Check the school, person or class before starting.
Screen walkthrough · 0:45Download GIF ↓- Open Users or the staff list in the correct school. Find the person using a reliable identifier, not name alone.
- Open the role editor. Compare checked roles with the person’s current responsibilities and the available role descriptions.
- Select the intended final set. Review every removal as well as every addition before Save Roles.
- Save only the approved changes. Role additions and removals can be separate requests; inspect the final saved set if an error occurs.
- Reopen the person’s roles and check relevant menus with that user. Review class-teacher responsibility and subject allocations separately.
Mobile walkthrough
Check the school, person or class before starting.
Screen walkthrough · 0:45Download GIF ↓On a phone, open the school menu and the feature named in the steps. Open one record or panel at a time. Scroll inside drawers and close the keyboard to reach the lower fields and final action.
Choose prerequisite fields first and check any defaults after changing school, year, class or curriculum. For wide grids and large imports, use landscape or a larger screen; the written instructions remain available.
After an authorised save, wait for confirmation and reopen the record. If a request may have completed, inspect the saved state before trying again.
Save and verify
The saved roles match the approved scope and the user can reach the intended work. A visible menu does not authorise unrelated record changes.
Troubleshooting
An option or feature is missing
Check school, year, role, curriculum and enabled modules. Clear search filters and wait for loading. Resolve the preceding setup item first; ask the administrator to check access if the choice remains unavailable.
A teacher role is present but no learning area appears
Check current-year class and subject allocation. Adding the teacher role alone does not create those allocations.
A change did not save
Read the named validation error and correct that field. Check whether any part of the request succeeded before retrying. Keep the original source record available until the saved version has been checked.
