Roles and permissions

SmartSchool OS uses a hierarchical role system that controls every module and data point a user can access. Assign the minimum privilege each person needs.

Built-in roles

Five predefined roles cover all school operations:

Role	Scope	Key permissions
School Admin	Workspace	Full access, billing, multi-campus oversight, manage staff, students, exams, reports, settings
Admin	Workspace	Same as School Admin without billing access
Teacher	Assigned classes	Attendance, scores, AI reports for own classes
Parent	Own children	View reports, attendance, announcements

Roles and permissions table showing four built-in roles with scope and key permissions — View all built-in roles, their permission scope, and assign roles to users.

Permission model

Permissions flow top-down. A higher role inherits all permissions of lower roles, plus additional capabilities:

School Admins can manage all tenant settings and view cross-campus data.
School Admin manages everything within a single workspace.
Teachers see only classes they are assigned to.
Parents see only their linked children’s data — nothing else.

Role assignment

Roles are assigned during staff invitation or changed later from the Staff panel:

1Go to Settings → Staff management.
2Click the staff member’s name to open their profile.
3Select a new role from the Role dropdown.
4Click Save — changes take effect immediately.

⚠️ Important

A user can only hold one role at a time. Changing a role immediately revokes the previous permissions.

Audit trail

Every role change is logged with the admin who made the change, the timestamp, and the previous and new role. Access the audit log from Settings → Audit trail.

💡 Tip

Review the audit trail monthly to ensure no unnecessary privilege escalations have occurred.

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Documentation/Administration