Users, roles & permissions
EduPrime is role-based: what a person can see and do is decided by the roles on their user account. This page covers creating staff users, the standard roles, combining them, giving parents and students portal access, and locking down confidential records.
Creating a staff user
Open Settings → Users & Companies → Users.
- Click New.
- Enter the staff member's name and email (this becomes their login).
- Assign roles (access rights) — see the table below.
- For multi-campus, set the companies the user may access and their default company.
- Save, then click Send Password Reset Instructions so the user sets their own password.
Standard roles
| Role | Can do |
|---|---|
| Administrator | Full system configuration, users, security, all apps |
| Principal / Head | Read across all academics, fees and reports; approvals |
| Registrar / Academic admin | Manage students, enrolment, classes, grades, transcripts |
| Teacher | Attendance, grades and materials for assigned classes/subjects only |
| Bursar / Finance | Fee structures, invoicing, payments, statements |
| Admissions officer | Enquiries, applications, offers |
| HR officer | Staff records, contracts, leave, payroll |
| Librarian / Transport / Hostel / Meals staff | Their department app only |
| Counselor / Welfare | Confidential welfare records (restricted visibility) |
| Parent / Student (portal) | Their own/their child's records only, via the portal |
Combining roles
Roles are additive — a user gets the sum of every role assigned. A deputy head who also teaches can hold both the Principal and Teacher roles. Keep combinations minimal: grant only what the job needs.
Parent & student portal access
Parents and students use the portal — a restricted view of only their own records. Portal access is created from the student/guardian record rather than the staff users list.
- Open the student or guardian record.
- Use Grant Portal Access and confirm the email address.
- The person receives an invitation to set a password and sign in at
/web/login.
Confidential record rules
Some data — counseling notes, welfare flags, medical details — must be visible only to specific roles. EduPrime enforces this with record rules.
- Counseling and welfare records are restricted to the Counselor/Welfare role and the Principal; even Registrars and Teachers cannot open them.
- Medical flags can be surfaced to relevant staff (for example a class teacher on a trip) without exposing the full medical history.
Review these rules under Settings → Users after assigning roles, and confirm a test Teacher account cannot reach confidential welfare records.