How to Set Up Roles & Permissions for Your Team

TL;DR: EduSuite OS uses role-based access control (RBAC) to ensure each team member only sees and does what they need. You can use built-in roles or create custom ones with granular permissions.

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Prerequisites

• Admin access to EduSuite OS
• Staff members already imported or invited

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Built-In Roles

EduSuite OS comes with these pre-configured roles:

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Creating a Custom Role

1. Navigate to Settings → Users & Roles → Roles.
2. Click + Create Role.
3. Enter a Role Name (e.g., "Department Head", "HR Manager").
4. Set permissions for each module:

Permission Levels

Each module supports four permission levels:

• No Access — Module is completely hidden
• View Only — Can see data but cannot edit
• Edit — Can create, update, and view data
• Full Control — Can edit, delete, and manage settings

Example: Creating a "Department Head" Role

5. Click Save Role.

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Assigning Roles to Staff

Individual Assignment

1. Go to Settings → Users & Roles → Users.
2. Find the staff member and click Edit.
3. Select the appropriate role from the dropdown.
4. Click Save.

Bulk Role Assignment

1. Go to Staff → All Staff.
2. Select multiple staff members using checkboxes.
3. Click Bulk Actions → Assign Role.
4. Choose the role and confirm.

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Scope-Based Permissions

Beyond module-level access, you can scope permissions by:

Class Scope

Teachers can be restricted to only see their assigned classes:

1. Edit the teacher's profile.
2. Under Class Assignment, select specific classes.
3. The teacher will only see students and data for those classes.

Department Scope

Department heads can be scoped to their department:

1. Assign the "Department Head" role.
2. Under Department, select the relevant department.
3. They'll see departmental data only.

Campus Scope (Multi-Campus)

For multi-campus schools:

1. Assign the staff member to a specific campus.
2. They'll only access data from their assigned campus.
3. Super Admins can toggle between campuses.

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Managing Permissions

Viewing Current Permissions

1. Go to Settings → Users & Roles → Roles.
2. Click any role to see its full permission matrix.
3. Use the Permission Map view for a visual overview.

Audit Trail

Every permission change is logged:

1. Go to Settings → Audit Log.
2. Filter by "Role & Permission Changes".
3. See who changed what, and when.

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Best Practices

1. Start with built-in roles — Customize only when needed.
2. Principle of least privilege — Give the minimum access required.
3. Review quarterly — Audit roles and remove unnecessary access.
4. Use class/department scoping — Don't give teachers access to all classes.
5. Separate admin and super admin — Keep billing access restricted.

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Troubleshooting

Q: A teacher can't see their class. A: Check that the teacher is assigned to the correct class under their profile. Go to Staff → [Teacher Name] → Class Assignment.

Q: Someone has too much access. A: Review their role in Settings → Users & Roles. Switch to a more restricted role or create a custom one.

Q: I accidentally removed my own admin access. A: Contact EduSuite OS support. The platform owner (Super Admin) can always restore access.

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Need a security review of your school's access setup? Book a consultation with our team.