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Roles and permissions
School AdminThis page explains who can do what in SolAssists, how to read and change a role, and the traps that make a new account see nothing.
Three things decide what a person sees
- Modules — what your institution has. SOL staff choose these. A module you don't have never appears, whatever a role says.
- The role's permissions — what that kind of person may do inside those modules (for example Attendance — MARK).
- Where their access applies — every access is given over part of the institution: Institution-wide, or a unit such as one campus "and everything under it". A role cannot reach outside that part, even an administrator role.
On top of that, each permission has a reach (called data scope) that narrows which records it covers:
| Reach | In plain words | Used by |
|---|---|---|
| Whole organization | Everything inside the part of the institution they were given | School Admin |
| Branch / assigned unit | Records in their unit and below | Campus-level staff roles |
| Assigned classes | Only divisions they have a teaching assignment for in the current academic session | Teacher |
| Linked children | Only students linked to them as guardian | Parent / Guardian |
| Self | Only their own record | Student |
Reach cannot be changed in the app
There is no control on the role screen to choose a permission's reach. Roles created during onboarding already have the right reach. See Custom roles for what this means when you create a new role.
The roles you start with
Onboarding creates four roles for your institution. Their permissions only cover modules your institution has.
| Role | Reach | What it's for |
|---|---|---|
| School Admin | Whole organization | Runs the institution: every action in every module you have, plus users and roles. |
| Teacher | Assigned classes | Teaches assigned divisions: marks attendance, enters marks, sets study material. |
| Student | Self | Sees their own timetable, attendance, marks, study material and fees. |
| Parent / Guardian | Linked children | Follows their children's attendance, results and fees. |
Don't use roles marked "built-in"
The Roles screen also lists Student, Parent / Guardian, Teacher and Management with a Built-in badge, and the Give access dialog shows them as "STUDENT · built-in" and so on. These have no permissions at all. Someone given one signs in to "Nothing available yet". Always choose your institution's own role.
Role × feature matrix
Legend: Yes — can do it. Own classes — only divisions they're assigned to teach this session. Own — their own record. Children — their linked children. — — cannot. Everything applies only if your institution has the module.
Structure, academics and timetable
| Feature | School Admin | Teacher | Student | Parent |
|---|---|---|---|---|
| View / change institution structure | Yes | — | — | — |
| View academic sessions and subjects | Yes | Yes | Yes | Yes |
| Create or edit sessions and subjects | Yes | — | — | — |
| Bell schedule, rooms, student groups | Yes | — | — | — |
| Manage teaching assignments | Yes | — | — | — |
| Schedule lectures for anyone | Yes | — | — | — |
| Schedule own one-off lectures | Yes | Own classes, if the institution allows it | — | — |
| See own timetable | Yes | Yes | Yes | Children |
Students, parents and admissions
| Feature | School Admin | Teacher | Student | Parent |
|---|---|---|---|---|
| View students | Yes | Own classes | — | — |
| Add, import, edit, enrol students | Yes | — | — | — |
| Transfer / promote students | Yes | — | — | — |
| Reveal full Aadhaar number | Yes | — | — | — |
| Admissions (view, decide, allocate) | Yes | — | — | — |
| View guardians | Yes | Guardians of own classes | — | — |
| Add, edit, link guardians | Yes | — | — | — |
| Create a parent sign-in | Yes, with People Directory module | — | — | — |
| Progress page | — | — | — | Children |
Daily operations
| Feature | School Admin | Teacher | Student | Parent |
|---|---|---|---|---|
| Mark attendance | Yes | Own classes | — | — |
| View attendance | Yes | Own classes | Own | Children |
| Devices and attendance policy | Yes | Menu items visible ¹ | — | — |
| Create exams, enter marks | Yes | Own classes | — | — |
| Publish exam results | Yes | — | — | — |
| View exams and results | Yes | Own classes | Own ¹ | Children ¹ |
| Create, edit, publish study material | Yes | Own classes | — | — |
| Read study material | Yes | Own classes | ¹ | ¹ |
| Draft announcements | Yes | Own classes | — | ¹ |
| Send or schedule announcements | Yes | — | — | — |
| Read announcements | Yes | Yes | Yes | Yes |
| View fees and invoices | Yes | — | Own | Children |
| Fee setup, collect payments | Yes | — | — | — |
| Approve concessions | Yes | — | — | — |
| Apply for leave | Yes | Yes | — | — |
| Approve leave, manage leave types | Yes | — | — | — |
| Staff records | Yes | — | — | — |
| View reports | Yes | Yes ¹ | — | Yes ¹ |
| Export attendance report | Yes | Yes | — | — |
Access and administration
| Feature | School Admin | Teacher | Student | Parent |
|---|---|---|---|---|
| Give, change, suspend or revoke access | Yes, within their own part of the institution | — | — | — |
| Create roles, change permissions | Yes | — | — | — |
| People Directory | Yes, with People Directory module | — | — | — |
| Branding | Yes | — | — | — |
| Audit Trail | Yes | — | — | — |
| My Profile, change password | Yes | Yes | Yes | Yes |
¹ The role holds this permission. Check what the screen shows with a test account for that role before relying on it.
Things teachers can't do by default
- Send announcements. Teachers can write a draft; an administrator must send it.
- Publish exam results. An administrator publishes.
- Approve leave.
Permissions reference
On a role's page each module shows chips for its actions. READ, CREATE, UPDATE, DELETE mean view, add, change, remove. The extra actions are:
| Module | Action | Allows |
|---|---|---|
| Students | PROMOTE | Place a student in a later session's division, including bulk promotion |
| Students | TRANSFER | Move a student to another division, including bulk transfer |
| Students | EXPORT | Reveal a student's full Aadhaar number |
| Parents & Guardians | LINK_STUDENT | Link or unlink a guardian and a student |
| Staff | EXIT | Record a staff member leaving |
| Staff | EXPORT | Reveal a staff member's full Aadhaar number |
| Admissions | APPROVE | Decide an application and enrol the applicant |
| Admissions | ALLOCATE_DIVISION | Allocate an applicant to a division |
| Timetable | PUBLISH | Bell schedule, rooms, groups, teaching assignments, sessions and subjects, and scheduling other people's lectures |
| Staff Leave | APPROVE | See and decide colleagues' leave requests |
| Attendance | MARK | Mark a register |
| Study Material | PUBLISH | Publish a draft post |
| Examinations | ENTER_MARKS | Enter marks on a paper |
| Examinations | PUBLISH_RESULT | Move an exam through its stages and publish results |
| Fees | COLLECT | Record and reverse payments |
| Fees | WAIVE | Approve or reject a concession |
| Communication | BROADCAST | Send and schedule announcements |
| Reports | EXPORT | Download the attendance report |
| Access Management → Roles | ASSIGN_PERMISSION | Change what a role can do |
Chips that currently do nothing
Teachers — ASSIGN_DIVISION, Academics — PUBLISH, Attendance — REGULARIZE, Roles — CLONE and Users — DELETE appear on the grid but are not used anywhere in the product. Ticking them has no effect.
A few modules need another to be useful: Parents & Guardians, Admissions, Attendance and Fees need Students; Timetable and Study Material need Academics; Examinations needs Students and Academics; Staff Leave needs Staff.
View a role
- Access & Security → Roles & Permissions. The table lists Role, What it's for, Permissions (count) and Status.
- Click a row. The page shows Permissions granted, Modules available, and the card What this role can do — "Only modules your institution is subscribed to appear here."
Built-in roles open read-only ("Built-in — read only").
Change what a role can do
- Open the role.
- Tick or untick action chips. Use a module's checkbox to select all its actions, or All / None at the top.
- Click Save permissions. Reset discards unsaved changes.
Changes apply to everyone holding that role the next time their app loads its permissions.
Don't remove your own way back in
Nothing stops you removing Access Management permissions from the role you hold yourself. If every administrator loses them, only SOL staff can restore access.
Adding a module later doesn't update roles
If SOL adds a module to your institution after onboarding (for example Fees), the Teacher, Student and Parent / Guardian roles are not given its permissions automatically — tick them on each role yourself. For School Admin too, check that the new module's actions are ticked.
Custom roles
- Access & Security → Roles & Permissions → New role.
- Enter Name (e.g. "Head of Department"), Code (capital letters, digits and underscores, starting with a letter — permanent) and optionally What it's for.
- Click Create role. You are taken to the new role to tick permissions.
A brand-new role sees only "self"
Because the app cannot set a permission's reach, permissions ticked on a brand-new role get the narrowest reach (self). A new "Office Clerk" role with Students — READ will see an empty student list. Until reach can be set in the app, give staff one of the onboarding roles, or ask SOL to set the reach for a custom role.
A role's name, description and status cannot be edited, and roles cannot be deleted or copied from the app.