Understand user types and permissions
Understand school roles, learner records and the separate allocations needed for teaching.
Checked on 29 October 2026
Overview
A person can hold several roles in one school and different roles in another. Start with the responsibility they need, then verify the role and the class or learning-area allocation that supports it.
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
Teachers work within their school roles and allocations. A class teacher may have responsibility for particular classes; that does not automatically provide school-wide administration.
Before you start
Open the intended school and check its current academic year. Use the school’s checked staff, class and learner lists; resolve duplicate records before adding more.
Ask the school lead to agree each person’s responsibilities. Keep staff accounts, guardian connections and learner records distinct.
Required and optional fields
| Field | Requirement | Format or example | Prerequisite |
|---|---|---|---|
| Role | Check before continuing | Choose only the responsibility approved for this person; check the actual assigned role after joining. | School-approved responsibilities and available role options. |
| Teacher | Check before continuing | Select an existing school teacher with the intended responsibility; avoid a similarly named person. | Teachers connected to this school; invitation acceptance may be needed first. |
| User type | Usual work | What to verify | Setup needed |
|---|---|---|---|
| Teacher | Prepare lessons and record learning within allocated classes and learning areas. | Confirm the person can reach the class and learning area they teach. | Teacher membership plus teaching allocations. |
| Class teacher | Coordinate the assigned class, including the enabled learner and register workflows. | Confirm the actual class-teacher assignment; the role label alone is not a class allocation. | School role plus a saved class-teacher assignment. |
| School leadership and administration | Review school work and manage the functions allowed by the assigned role. | Check the actual role: Head Teacher, Admin, Director, Owner and Co-Owner are distinct labels. | School-owner approval and the appropriate role. |
| Specialist roles | Use the enabled finance, analysis or section responsibilities assigned by the school. | Do not assume a specialist role grants school-wide administration. | The required role and enabled feature. |
| Parent or guardian | Use the family workflows for the learners connected to that account. | Confirm the correct guardian-to-learner connection; do not add a parent as staff for convenience. | A verified family connection and the applicable access route. |
| Learner record | Hold the school’s learner details and class placement. | Adding a learner record does not invite a staff user. Learner sign-in uses its own supported route. | A checked learner record in the correct school and class. |
Picklist prerequisites
| Choice | Options come from | Earlier selection | If missing |
|---|---|---|---|
| Role choices | Roles offered by the school’s invitation or access screen. | Agree the intended responsibility before choosing a role. | Ask the owner or administrator; do not substitute a broader role to continue. |
| Teacher choices | People connected to the school as teachers, filtered by the allocation screen. | Confirm membership and the teacher role first. | Check pending invitations, existing assignments and the person’s role. |
Desktop walkthrough
In Users, open Roles on the correct person’s row. Read the scope beside each checkbox, keep only approved responsibilities and choose Save roles. Reopen the panel to verify the saved selections. An email contact is needed to save role changes.
Check the school, person or class before starting.
Screen walkthrough · 0:45Download GIF ↓- Open Staff and users in the intended school and search for the person by their checked contact.
- Open the person’s details and read Assigned Roles. Compare the labels with the work the school has approved.
- For a teacher, check the learning areas allocated to them. For a class teacher, also open the class and check its named class teacher.
- Ask the person to sign in with their own account and confirm the expected menus and classes. A visible role label does not prove every feature is available.
- Ask the school owner or administrator to correct missing or excessive access. Review a role-removal confirmation carefully; removing a person from the school can also remove roles and allocations.
Mobile walkthrough
Use the same checks on a phone: open the school menu, confirm the school and year, then review the relevant people, classes and records. Open one record at a time so its context stays clear.
Check the school, person or class before starting.
Screen walkthrough · 0:45Download GIF ↓Tap a field to enter or choose a value. Close the keyboard if it covers the lower fields or final button. Review the form from top to bottom before submitting; leaving a drawer is not proof that a change was saved.
Return to the relevant list after the action and reopen the item to check it. On a shared phone, sign out when you finish. Keep the written steps available while you follow the highlighted screen areas.
Save and verify
Keep a short access checklist: person, approved responsibility, actual role and allocated classes. Resolve differences before inviting the person to change school records.
Troubleshooting
I cannot find a way to add the exact role
Use only the roles offered by the authorised invitation or access workflow. Ask the owner or Kurasa support if the exact role is unavailable; do not choose a broader role just to unblock the form.
An option or person is missing
Check the school, your role, the academic year and the upstream setup first. Clear search filters and wait for lists to load. If the option is still missing, ask the administrator to check membership, class setup or allocation.
The action is blocked or the response is unclear
Read the message beside the field and correct the specific entry. If a request may already have completed, refresh and inspect the saved list before trying again. Avoid repeated submissions that could add duplicates or send messages twice.
