Named for the team it serves.
Roles & permissions for education teams
Put the Right Access in the Right Hands.
Create roles for real teams, open the areas their work requires, set view, add, edit and delete separately, and assign each staff member from one reviewable structure.
Access shaped by area and core action
Starts from access that already works.
Only the areas a team needs.
View, add, edit and delete, set per area.
Chosen when a staff member is added or edited.
Full access stays with administrators.
Why access becomes difficult
Access Gaps Grow Quietly. Make Them Visible.
The biggest access problems often begin with shortcuts: a broad role copied too quickly, a job change that leaves old access behind, or a sensitive action nobody reviewed.
Academyship makes access easier to explain, compare and review.
- Roles named for the teams they serve
- Areas opened only where a team needs them
- View, add, edit and delete decided separately
- A role chosen on each staff profile
- Permission checks refuse actions that are not granted
Full access is easier to give than to review
When deciding takes longer than sharing an administrator login, sensitive student, fee and pay detail reaches people who never needed it.
Broad roles
Nobody can say why two people see different things
Adjusting one person at a time leaves colleagues in the same job with different areas open, and nothing that explains the difference.
Unclear differences
New responsibilities pile on top of old ones
A move from the front desk into finance adds new areas, but the old ones are rarely reviewed at the same time.
Job moves
Reading and deleting get treated as one decision
Looking up a student does not require changing or removing that information, yet coarse settings often grant both.
Risky actions
Where access connects
One Clear Access Layer Across the Work Your Team Does.
Roles begin in settings, then define which Academyship areas each team can use and what its members can do there.
Comes in
- Staff added through HR
- Team responsibilities
- An existing role to copy
- Areas your institution uses
- A change of job
- A new team
Each role holds
- A clear name
- Areas it can reach
- View and add by area
- Edit and delete by area
- Staff assigned to it
- A starting point for others
Applies across
- Student Management
- Academic and exams
- Finance and fees
- Payroll
- HR
- Other enabled Academyship products
From a team to working access
Build. Review. Assign. Recheck.
Turn a team’s responsibilities into a named role, review its areas and actions, assign staff, then revisit it whenever the work changes.
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Create or copy
Name it after the team it serves. Start from nothing, or begin from an existing role and adjust only what the new team does differently.
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Choose areas
Choose the Academyship areas the team needs, such as student, academic, finance or pay work. Areas your institution has not switched on cannot be granted.
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Set actions clearly
For each area, decide separately whether the role can view, add, edit or delete.
Review the resulting access before relying on the role for a wider group.
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Assign and recheck
Choose the role when adding or editing a staff member, save the profile, and recheck the result whenever that person’s responsibilities change.
What you control
Move From Broad Roles to Clear Working Access.
Five connected layers show what a role means, where it applies and which staff members may be affected by a change.
Academyship
01
Roles
Create a role for the team it represents, begin from scratch or copy an existing setup, and rename it as responsibilities change. Retire roles that are no longer required.
- Named for the team it serves
- Created fresh or copied
- Renamed as teams change
- Removed when no longer used
Academyship
02
Areas
Choose which parts of Academyship a role can reach, from student and academic work to finance and payroll. Each institution exposes only the operational areas it actually uses.
- Student and admissions work
- Academic and exam work
- Finance, fees and pay
- Only areas your institution uses
Academyship
03
Core actions
Decide whether a role can view, add, edit or delete information inside each permitted area. Every action is granted separately, allowing access to match the person’s actual job.
- View without changing anything
- Add new entries
- Edit existing detail
- Delete, decided on its own
Academyship
04
People
Assign staff to the appropriate role when their profile is created or updated. Saved assignments apply the role’s permissions and keep staff counts visible for later review.
- Chosen on the staff profile
- Set when adding or editing staff
- Applied when the profile is saved
- Staff counted per role
Academyship
05
Safeguards
Keep administrator access distinct, refuse ungranted actions and review assigned people before a role changes. Clear boundaries make permission decisions easy to inspect.
- Administrator access kept distinct
- Ungranted actions refused
- Staff counts visible by role
- Assigned people reviewed before change
Scroll sideways, or use the arrow, Home, End and Page keys, to reach every card.
The access workspace
See the Role, Its Reach and Its People Together.
Choose a role, review the areas and actions behind it, then see how many staff members may be affected by a change.
1
Role list
Each role your institution has created, listed by name.
2
Staff count
How many staff currently hold each role.
3
Areas
The Academyship areas a role can reach.
4
Core actions
View, add, edit and delete settings for each area.
5
Role changes
Create, copy, rename or remove a role from the roles settings.
Every name and example on this page is fictional and used only to explain the Roles & Permissions workflow.
Faster setup
Start From Access That Already Works
Begin from a role you already have, then change only what the new team does differently.
A new department rarely needs a blank slate, because its work usually resembles a team you already have. Start from that team’s role, give the copy its own name and adjust the areas and actions that differ. The original stays as it was.
Copy the structure once, then decide the difference deliberately.
- Starts from settings you already trust
- The original stays unchanged
- Start fresh when nothing fits
Capability example
Staff changes
Change Responsibilities Without Guesswork
Choose the role that matches the new responsibility, save the staff profile, then verify the permissions that person receives.
When someone moves into a different team, start with the role built for that work. Update the role on the staff profile, save, and review the resulting access so inherited settings and any individual customisation remain clear.
The role provides a clear baseline; review individual customisation separately where it exists.
- Chosen when staff are added or edited
- Applied from the selected role
- Individual customisation reviewed separately
Capability example
What administrators can answer
Clear Answers to Who Can Reach What.
See the roles in use, the access behind them and the staff affected before an administrator makes a change.
Roles
- Role names — Settings
- Staff holding each role — Count
- Default staff roles — Settings
- Administrator role — Full access
Areas and actions
- Areas a role can reach — By role
- View access — By area
- Add access — By area
- Edit access — By area
- Delete access — By area
People
- Role on each staff profile — Profile
- Role for new staff — Add staff
- Role for existing staff — Edit staff
- Access from the role — On save
These are current views inside settings and staff profiles, not a downloadable access report. They show the configuration an administrator can review in the application.
Fit access to your structure
Set the Boundaries Around Real Responsibilities.
Start with the team’s responsibilities, then set the role foundation, working reach and action boundaries around that job.
What each area contains depends on the Academyship modules your institution uses.
Roles you can shape
Build Access Around How Each Team Works.
These examples show how an institution could shape a role. They are illustrations, not included templates.
Example role
Student services
Admissions and student detail, kept apart from pay.
- View and add in selected Student Management and Admissions areas
- Edit the student information the team maintains
- No Payroll access
Why delete is left off
Removing student information is a separate decision from maintaining it.
Example role
Finance
Fees, finance and pay work for the people who handle money.
- View and edit in selected Finance and Fees areas
- Payroll access where the team runs pay
- Delete reviewed as a separate decision
Why delete stands apart
Reading figures and removing them carry different risks.
Example role
Teaching
Classroom work without the office’s sensitive areas.
- Selected Academic and Examination areas
- Lesson Plan and Homework access where enabled
- No Finance or Payroll access
What stays closed
Areas a role has not been given are refused.
Ungranted access is refused
When a role has not been given an action, the access check refuses it, and a failed check refuses too rather than letting the request through.
Grant only what the team’s work needs.
Administrators keep full access
Administrators keep full access while other roles are narrowed, so reshaping a team’s role does not lock the institution out of its own settings.
Build the other roles around it.
Rename a role as teams change
When a department is renamed or restructured, rename its role instead of rebuilding it. The staff assigned to it keep the same role.
The role’s access settings stay with it.
1 of 3
Controls that reduce follow-up
Make Access Easier to Set and Review.
Six practical controls make access faster to configure and easier to review when responsibilities change.
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Copy a role
Start a new role from an existing one, then change only the areas and actions the new team does differently.
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Core actions, one by one
View, add, edit and delete are separate choices, so reading information does not have to mean changing it.
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Areas in use only
Areas your institution has not switched on cannot be granted, which keeps role settings focused on the work you do.
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Role on the profile
A staff member’s role is chosen when they are added or edited, so their access starts with their job.
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Staff counted by role
Each role shows how many staff hold it, which makes a broad role easy to spot before you change it.
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Review who holds the role
Staff counts sit beside roles, so administrators can see who may be affected before changing access or moving people to another role.
Questions, answered clearly
What Teams Ask Before Changing Access.
Seven direct answers for institutions creating roles, reviewing access and assigning staff.
Can we create roles that match our organisation?
Yes. Create a role for each team, name it after the work it covers, and give it only the areas and actions that work needs. Roles can be renamed as teams change and removed once they are no longer used.
How detailed can access become?
Access is set by area and by core action. For each area a role can reach, view, add, edit and delete are separate choices, so a team can read information without being able to change or remove it.
Can we build a new role from an existing one?
Yes. When you create a role, you can start from an existing role’s access instead of a blank one. The new role can then be adjusted on its own, and the role it was copied from is left unchanged.
What happens when we change a role’s access?
Area and action changes save as they are selected. Staff who continue to use the shared role configuration receive that baseline, while individual customisation must be reviewed separately so an exception is not silently overlooked.
How are staff given a role?
A staff member’s role is chosen when they are added or edited in HR. Saving applies that role’s access configuration to them, so what they can reach comes from a role you can review rather than from one-off changes.
What happens to administrator access?
Administrators retain the full-access boundary in the current model, so narrowing a team role does not remove the administrative path needed to manage settings. Keep administrator assignments limited to the people responsible for that work.
How does this connect with HR, Student Management and Payroll?
Roles & permissions for education teams
Make Access Clear Before Work Begins.
Create roles around real responsibilities, review the areas and actions involved, and assign staff through a structure administrators can return to and understand.
Access by area and core action
New roles can start from an existing role
Roles selected from staff profiles
Built around your institution
- Create
- Choose
- Review
- Assign
- Recheck