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Roles are groups of people defined by your school. Roles are used throughout Schoolbox to define access and visibility to content such as:
On this page, you will find the following information:
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A role can be created manually, however a good way to create a new role is by cloning a current role which is similar to the new role you want to create. The new role will clone the following:
1. Go to Administration > User Management > Lists - Roles.
2. Select 'Add New Row'.
3. Add a name for the new role.
4. Use the drop-down menu to select a role type.
5. Use the drop-down menu to select if users in the role can change their password.
1. Go to Administration > User Management > Home.
2. Navigate to the 'Clone Role' area of the User page.
5. Select the 'Source Role' that you intend to copy.
5. Select the new role you created as the 'Destination Role'.
6. Select 'Clone'.
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First and foremost we recommend that you keep your roles simple and avoid setting up too many roles. As a starting point, you will probably need a student, staff and parent role.
Depending on your school, you may want to split up these further. For example, if you have primary/ junior students, you may want to add a specific role for this group so that you can have a different dashboard for these students.
It's important to note that roles are not the only way to target news, calendar or define access and permissions to pages. Please read the information below for more detail on how roles impact these different areas.
When writing news, one option for setting visibility is based on the user's role. For example, if you selected the 'Middle Student' role, all students in this role would see the news item appear on their dashboard in the news component and be able to access the news item through the news tab in the top menu. In this way, roles can be used to target news to specific groups of users.
Roles can also be used to target events on the whole-school calendar. When creating a calendar events, users who have permissions to edit the whole-school calendar are able to select which roles can view the event.
There is also the option of using the 'campus' filter to target events to a more specific group of users.
It is important to note that the whole-school calendar is different from homepage calendars.
The whole-school calendar is generally used for events that affect large groups of users. For example, all students. This calendar is moderated by users with special permissions. So, only users with calendar permissions can add events and select what roles and campuses the events are relevant to.
Homepage calendars are calendars that are added to a homepage (e.g: class or group page) using the calendar component. Users with write or administrator access to a page can add events to homepage calendars. So, this could be a class teacher or a group administrator. Homepage calendar events will only appear on the calendars of users associated with that page (e.g: students in a class or group members). Homepage calendars are generally used to target events to a specific audience, in particular the members of a class or group page.
Each role has its own dashboard. The dashboard is the first page users see when they log in. You can customise each dashboard to suit the specific role. There are some components on the dashboard that are only relevant to specific role-types. For example, the 'upcoming due work' component will only populate with content for users in student role types, or the 'recent submissions' component will only populate with content for users in staff role types.
When considering roles, you may wish to consider what information you want different users to have access to from their dashboard.
When setting up top or side menu links you are able to select who that link is relevant to. The users are defined by their role and their campus.
When considering roles, you may wish to consider what information you want to different users to have access to from their top or side menu.
Roles are the basis of the first layer of permissions to access folders in your system. This allow you to create a folder structure with certain areas that are audienced to members of different roles.
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When setting up a page or a folder you can select the types of access each role has to a specific page:
Read - Allows users in the specified role to be able to view the page and contribute to any collaborative components (e.g: blogs, social streams).
Write - Allows user in the specified role to be able to modify and delete content on the page.
None - Users in the specified role will not be able to view the page.
In addition to role permissions, access to pages and folders can also be given using group or SIS permissions.
Class pages set up using your SIS automatically give all teachers associated with the class 'write' access and all students associated with the class 'read' access. This means that even if you set page permissions to 'none' for the teacher and student roles, the teachers and students associated with that class, through your SIS data, will still have write and read access respectively.
Groups permissions can be used to grant more targeted access and permissions to specific pages. When you create a group you can add users individually and give them read, write or administrator access. Read and write group permissions allow the same access as described above. Administrator permissions not only have write access, but also have full access to add and remove users through the manage group interface.
So, if you only want some teachers to have write access to a specific page, you would set the page permissions to allow the teacher role 'read' or 'none' access and then add the specific teachers using the group manage interface and give the specified teachers 'write' access in the group permissions.
You can learn more about setting up and managing groups in Level 6 of the Schoolbox Teacher Course.
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A Superuser can view the current roles in the system by navigating to Administration > User Management > Lists - Roles.
From this screen you can:
NOTE: Do not delete a role without contacting the Schoolbox Support team. Deleting a role can prevent users from accessing Schoolbox.