Roles

Roles allow your school to implement site-wide access controls.

Roles allow you to create different levels of access and functionality for your user groups depending on their needs. Rather than giving every member of staff full access, you can ensure they have the access they need to perform their day-to-day functions while reserving some actions for more senior staff or those with specialist roles.

If you’re unsure of whether or not a user has the right permissions, go to Tools > System > Roles and click on the role(s) you believe they should belong to. Use the ‘Search staff’ bar to check if the user is in here; if not, add them in!

To view your school's existing roles, click Tools > System > Roles.

There are two default roles:

1) Early Access - The Early Access role includes a basic set of permissions which are typically appropriate for a classroom teacher. All staff were added to the Early Access role as part of the migration from the legacy version of Satchel One to the new version, to help make the transition as seamless as possible.

2) Super Admin - Users in the Super Admin role have full access levels for every single permission - meaning they can View, Create, Edit or Delete anything across the whole site. We recommend only having a select few staff in this role.

Any other roles visible on this page have been created manually by someone in your school.

Use the toggle to adjust whether a role is ‘Active’ or not. Active roles are shown around the system whilst assigning roles; deactivating a role will remove access for its members.

Use the toggle to adjust whether a role is 'Restricted' or not. Restricted roles can only have their permissions and membership changed by those with the necessary elevated permissions.

In the ‘Actions’ column, there are three buttons:

You can view, duplicate or delete any role with the exception of Early Access and Super Admin, which can't be deleted since they are default roles.

To create a new role, click the green ‘Create’ button at the top right, then click the ✏️ or the ➕ icon to adjust each section on this page.

Give your role a name i.e. ‘Classroom Teacher’.

Write a brief description of who might use this role and any special permissions given so it’s easy for people to recognise i.e. "Allows Behaviour Managers oversight and edit / deletion rights for all Behavioural events". Then save your changes.

Here you’ll see a breakdown of every feature available to your school. You can choose which users in this role are able to ‘View’, ‘Create', ‘Edit’ or ‘Delete’.

Open each tray by clicking the heading to reveal more specific options below; if you’re unsure of what each section is controlling, click on the blue text for a description which will help you make your choices.

Tick the relevant boxes to grant users in this group the permissions you desire and, should you wish to flood fill your options, you can tick the top box in each column to select all in that section.

📝 If a permission is missing a checkbox in any of the four access level columns it means that there isn’t currently any function controlled by this within Satchel One.

Use the search bar at the top of the ‘Permissions’ area to look for keywords i.e. Behaviour and find any permissions associated with it - this can be a real time saver!

When you’re happy with your selections, save your changes.

In the Staff section, click the ➕ to open a menu which allows you to search for and multi-select staff who should be added to this role.

The start date controls when they’ll get access to these permissions and the optional end date dictates when they’ll lose access. If you don’t require an end date, please leave this blank and their involvement in the role will be considered ongoing.

Use the filters at the top to refine the list and add multiple staff to the role simultaneously. For example, you could use the 'Select type' filter and click 'Teaching' to see all teaching staff. Then, you could select them all by clicking the tickbox on the top left-hand side.

Once you’ve added some staff, save your changes and you’ll see the staff now populated. Should have a large number of staff in this role, you can use the search bar to look for an individual and quickly see if they’re in there.

💡 Top tip: You may wish to use the Early Access role as a base level role which is applied to all of your staff and provides some of the day-to-day functions they’ll need. Then you can create other roles e.g. ‘Classroom Teacher’, ‘Senior Leader’, ‘Behaviour Manager’ etc. where users are given additional permissions that others do not require e.g. the ability to edit or delete certain data.