Roles & Permissions

EMS uses role-based access control (RBAC). Each user is assigned a role that determines which modules they can see and what actions they can perform.

Role Overview

School Admin

School Admin

The School Admin has full access to all school-level modules. This role is typically assigned to:

• Head teachers / Principals
• Deputy head teachers
• School managers / Directors

Full access to: Admissions, Students, Classes, Attendance, Exit Passes, Assessments, Timetables, Electives, Progression, Finance (all), Communication, Reports, Staff, Parents, Inventory, Calendar, Settings.

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Bursar

Bursar

The Bursar has focused access to financial modules. This role is typically assigned to:

• Accounts officers
• Finance managers
• Bursars and cashiers

Full access to: Invoices, Payments, Fee Structures, Expenses, Cashbook, Payment Plans, Scholarships, Budgets, Requisitions, Financial Reports.

Read-only access to: Student list, Class list.

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Teacher

Teacher

Teachers see only the modules relevant to their classroom duties. This role is assigned to:

• Class teachers
• Subject teachers

Full access to: Attendance (own classes), Assessments (own classes), Exit Passes, Timetable (own view), Dashboard.

Read-only access to: Student profiles (own classes), Class list.

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Guardian

Guardian

Guardians access the system through the Guardian App (PWA or mobile). They cannot log into the admin web interface.

Access to: Child's profile, fee statements, payment history, attendance summary, report cards, notifications.

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Super Admin (Platform)

Super Admin

Super Admins manage the EMS platform itself. They can access all schools in read/admin mode.

Access to: All schools (tenant management), subscriptions, billing, usage metrics, system health, audit logs, support tools.

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Permissions Matrix

Action	School Admin	Bursar	Teacher	Guardian
View student list	✅	✅	✅ (own class)	✅ (own child)
Edit student profile	✅	❌	❌	❌
Mark attendance	✅	❌	✅ (own class)	❌
Create invoice	✅	✅	❌	❌
Record payment	✅	✅	❌	❌
Enter assessment marks	✅	❌	✅ (own class)	❌
Build timetable	✅	❌	❌	❌
Manage staff	✅	❌	❌	❌
View reports	✅	✅ (finance)	✅ (own class)	✅ (own child)
Change system settings	✅	❌	❌	❌

Managing Users

School Admins can create, edit, and deactivate user accounts from the Staff module.

1. Go to Administration → Staff.
2. Click Add Staff Member.
3. Fill in the user's details and select their Role.
4. Click Save — the user receives a welcome email with their temporary password.

To change a user's role, find the staff member and click Edit, then change the role dropdown.

Role changes take effect immediately

Changing a user's role updates their access the next time they load the page or log in.