User roles define what each account can see and do in Grado.
By configuring roles, administrators can group permissions according to job functions—ensuring the right access for each user type.
All roles are managed in Setup > Permissions, where admins can create new roles, edit existing ones, or duplicate role templates.
💡 Note: Roles determine access scope and visibility for all Grado modules. Assign them carefully to maintain data security.
Go to Setup > Roles.
The Roles List displays all existing roles.
Clicking the three vertical dots display other actions:
View Role Details – Open a role to review its assigned permissions and the list of assigned users.
Edit Role – Update name, description, or permissions.
Delete Role – Remove a role.
📸 Screenshot cue: Setup > Permissions → + Role
Click + Role.
Enter a Role Name.
Check the permissions to include under each module. Bulk select or deselect is also available.
Click Update Role to save.
The new role becomes available immediately for assignment to users.
💡 Tip: Use clear, descriptive role names such as Registrar Encoder, Enrollment Approver, or Accounting Assistant for easier management.
Editing allows administrators to modify a role’s name, description, or permissions.
Go to Setup > Role.
Click the three vertical dots and select Edit Role.
Update fields as needed.
Adjust permission checkboxes to enable or disable actions.
Click Update Role.
💡 Best Practice: When changing permissions for an active role, inform assigned users about new access levels to avoid confusion.
System Roles such as Superadmin, Student, Faculty are hidden from view.
Only custom roles can be removed.
Deleting a role automatically unassigns it from all linked users, revoking related permissions.
| Module | Example Permissions |
|---|---|
| Students | View, Edit, Enroll, Promote |
| Classes | Create, Edit, Assign Faculty |
| Finance | Manage Payments, Add Discounts |
| Reports | Generate, Export, Share |
Each module in Grado has a defined list of possible permissions.
Permissions grant the corresponding actions to all users assigned to that role.
💡 Note: Updating a role’s permissions instantly updates access for all assigned users.
Review existing roles before creating new ones to avoid duplication.
Use task-based roles (e.g., Encoder, Reviewer, Approver) to maintain clear boundaries.
Keep permission sets minimal—grant only what is necessary.
Document every permission change for audit and traceability.
Review roles each academic year, especially after Grado updates.
💡 Security Tip: Periodically verify which users have elevated permissions (e.g., System Admin, Registrar) to ensure access is still appropriate.
Roles control what users can access and do in Grado.
Administrators can create, edit, or duplicate roles under Setup > Permissions, assigning specific permissions per module.
Well-structured roles keep user access organized, secure, and aligned with each staff member’s responsibilities.
