Assigning Roles to Users

Overview

Roles in Grado determine what each user can see and do within the system.

Assigning roles ensures users have the correct access privileges for their function — for example, a Registrar, Cashier, or IT Support.

This article explains how to assign, change, and manage roles for existing users.

1. Assigning a Role to a User

1. Navigate to Setup > Permissions.

2. Find the user and click Assign Role Template. 

3. Select a Role and the page displays permissions assigned to the role.
4. Click +Assign to apply the role.
5. If assigning another role, simply repeat steps 3 and 4.

💡 Users can have multiple roles (e.g., a Grades Auditor and an IT Staff). Their combined permissions will apply across modules.

💡 The user immediately gains access to all modules and actions defined in that role.

💡 Tip: Assign roles based on the user’s job function — avoid giving system-wide access unless absolutely necessary.

2. Removing Roles

To remove a role

1. Go to Setup > Permissions.

2. Locate the user.
3. Click Assign Role Template beside the user's name.

4. Click-select the role and click Unassign.

Role unassignment immediately revokes associated module access. Access may persist if the user retains another role with the same permissions.

💡 Tip: Communicate role changes with the affected user to avoid confusion when their dashboard updates.

3. Viewing Assigned Roles

To check which roles a user currently has:

1. Go to Setup > Permissions.

2. Locate the user and click Assign Role Template beside the name.

3. The list shows all active roles.

4. Click a role to display permissions linked to that role.

4. Best Practices

• Assign roles based on actual responsibilities, not titles.

• Avoid combining unrelated roles that grant broad or conflicting access.

• Review assigned roles at the start of every academic term.

• Maintain a record of all role changes for audit purposes.

• Remove unused or temporary roles promptly to reduce access risks.

💡 Security Tip: Periodically export the role assignment list and review which users hold elevated permissions (System Admin, Registrar, Finance).

Summary

Assigning roles ensures users have access only to the modules and actions relevant to their responsibilities.

Admins can manage role assignments in Setup > Permissions.

Well-maintained role assignments help keep Grado secure, organized, and compliant with school access policies.