Roles & Permissions

EduCore uses role-based access control to ensure every user sees only the data and features relevant to their responsibilities. This page describes each built-in role and explains how to create custom roles.

How Roles Work

• Every user account is assigned exactly one role.
• The role determines which modules, pages, and actions the user can access.
• Roles are configured at the school (tenant) level and apply across all branches the user has access to.
• Built-in roles cannot be deleted but can be used as templates for custom roles.

Role Hierarchy

graph TD
    SA[Super Admin] --> A[School Admin]
    A --> P[Principal]
    A --> AC[Accountant]
    P --> T[Teacher]
    P --> L[Librarian]
    T --> PA[Parent]
    PA --> S[Student]

Permission Summary

Built-In Roles

School Admin

The School Admin has full, unrestricted access to every module and setting in EduCore.

Tip: There should be at least one School Admin at all times. If the only admin account is deactivated, contact EduCore support to regain access.

Principal

The Principal has access to all academic and operational data but cannot modify system-level settings.

Teacher

Teachers have access limited to their assigned classes and subjects.

Accountant

The Accountant role is focused on financial operations.

Librarian

The Librarian manages the book catalog and circulation.

Parent

Parents can view information related to their own children only.

Student

Students can view their own information only.

Permission Details

Permissions in EduCore are organized by module and action type:

Creating a Custom Role

If the built-in roles do not match your school’s structure, you can create custom roles with specific permissions.

1. Navigate to Settings > User Management > Roles.
2. Click the Create New Role button.
3. Enter a Role Name (e.g., “Vice Principal”, “Section Head”, “Front Desk”).
4. Optionally enter a Description explaining the role’s purpose.
5. In the permissions grid, check or uncheck permissions for each module:
   • Each module lists available actions (View, Create, Edit, Delete, Export, Print).
   • Check the actions this role should have access to.
   • Use the Select All checkbox at the top of a module to grant full access to that module.
6. Click Save Role.

Tip: Start by cloning an existing role that is closest to what you need. Click the Clone button next to any role to create a copy, then modify the permissions.

Example Custom Roles

Assigning Roles to Users

1. Navigate to Settings > User Management.
2. Find the user you want to modify (or create a new user).
3. In the Role dropdown, select the appropriate role.
4. Click Save.
5. The user’s access will update immediately — they may need to refresh their browser.

Tip: When a teacher is promoted to Vice Principal, change their role instead of creating a new account. Their login credentials remain the same, but their access expands.

Role-Based Dashboard

Each role sees a tailored dashboard. The metric cards, recent activity, and attention items are filtered based on what is relevant to that role. See Navigating the Dashboard for details.

Best Practices

1. Use the principle of least privilege. Give each user only the access they need. A teacher should not have access to fee data unless they have a specific reason.
2. Review roles periodically. At the start of each academic year, review who has which role and adjust as needed.
3. Do not share accounts. Each person should have their own login. This ensures the activity log accurately shows who did what.
4. Deactivate, do not delete. When a staff member leaves, deactivate their account rather than deleting it. This preserves the audit trail.
5. Test custom roles. After creating a custom role, log in as a test user with that role to verify the permissions are correct.