Essential
10 minutes

User Roles and Permissions

Understand the different roles in Skoolia and what each user can access.

In this guide

  1. 1Owner
  2. 2Admin
  3. 3Operations Manager
  4. 4Registrar
  5. 5Accountant
  6. 6Teacher
  7. 7Student
  8. 8Parent / Guardian
1

Owner

Full control over the organization. Manages billing, subscription, all settings, and user accounts. Only one owner per organization. The owner can assign admin rights to other staff members.

2

Admin

Comprehensive organization management across all modules. Can manage students, classes, staff, finance, and settings. Cannot change billing or subscription plans.

3

Operations Manager

Runs day-to-day school operations: students, classes, attendance, scheduling, communication, and staff coordination. Does not have access to billing or financial settings.

4

Registrar

Focused on student enrollment and academic records. Can add, edit, and manage student profiles, handle class assignments, and process enrollment paperwork. Attendance and scheduling are view-only.

5

Accountant

Handles all financial operations including fee management, invoice creation, expense tracking, and payroll processing. Cannot access academic records or grading.

6

Teacher

Access to assigned classes only. Can mark attendance, create and grade assignments, manage the gradebook, and communicate with parents of their students.

7

Student

Access through the Student Portal. Can view their dashboard, grades, attendance history, assignments, and class timetable. Students are enrolled by the registrar.

8

Parent / Guardian

Access through the Parent Portal. Can view their child's grades, attendance, and assignments. Can communicate with teachers and receive school announcements.

Tips & Best Practices

  • Assign the minimum role needed for each person's responsibilities.
  • Use the Admin role sparingly — most staff only need Registrar, Accountant, or Teacher access.
  • Parents are automatically linked to their children during the enrollment process.

Frequently Asked Questions

Each user account has one primary role. If someone needs broader access, consider assigning them the Admin role which covers most administrative functions.

Parents receive an invitation when their child is enrolled. They create their own account and are automatically linked to their child's profile.

Yes. Owners and Admins can change any user's role from Settings → User Management at any time.

Related Guides

Quick Setup Guide

Get your school up and running on Skoolia in under 30 minutes.

Account Security & MFA

Protect your school account with multi-factor authentication and security best practices.

Need More Help?

Contact our support team or explore more guides to get the most out of Skoolia.

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