User permissions define the records and reports each user has access to. By default, each user that is not linked to a staff member (and isn’t in the Admin user group) will not be able to view records or reports created on themselves.
Users who are manually created/imported and linked to a staff member will have access to view records and reports for that staff member only. For example, each user should be linked to their own name listed within the staff list, ensuring they can see their own records. If a user should be able to view additional records/reports for other members of staff or whole departments or teams, you would need to set this up on an individual user basis.
For example, a Head of Department may want to view all records within their department, so they would need to be manually linked to the appropriate department and the teams or staff within.
We've included a handy permissions flow chart at the end of this article, to provide an overview of the different permission scenarios.
A video tutorial is also available to download at the bottom of this article. Please note however that the referenced guide at the end of the video has been replaced with this article.
To change users' permission levels, click Admin > Users > User > User List tab > then click on the name of the user you want to edit permissions for.
Users that are not linked to a staff member will have no permissions by default. To link a user to a staff member, click Edit next to 'User Details' and select the staff from the ‘Linked Staff Member’ dropdown. This will update their user permissions to view the linked staff’s records.
The Historic tab includes permissions for inactive departments, teams or staff! This is useful if staff should have access to any historical records for subjects no longer being taught.
To view or edit a user’s bespoke user permissions tree, click Edit in the User Permissions section. This will display a tick box next to each department, team and staff within the company, which can be ticked to allow access to records linked to these. Once you make your changes, click Save at the bottom of the page.
For example, SISRA Cole is the line manager for the Geography team, so we have expanded the ‘Humanities’ department and selected the ‘Geography’ team, and selected all of the staff within that team. This will mean that Joseph has access to all records for this team, and the staff members within it.
Within a permissions tree, you can use the ‘Select All’ checkbox to quickly select either all departments or everything within a department. For example, if the blue checkbox was ticked for ‘English’, then all subjects and all staff within English would be selected for this user. The ‘Select None’ checkbox removes all selections made within a department.
The ‘All Departments’, ‘All Teams’ and ‘All Staff’ selections will ensure that the user has access to all current departments/teams/staff, and also to any future ones created. For example, if a user had ‘All Staff’ ticked for the English Team, this would ensure that they would be able to view all records for both current and future English members of staff.
|A department or team can be ticked without individual teams or members of staff
ticked within this. You must ensure to click the + icon to expand all relevant
departments and teams to ensure all appropriate selections are made within these.
Note – The above information refers only to records creating using the 'Standard' Category type. Any records created using a ‘Restricted’ category type will disregard these permission tree settings. These records will only be accessible by Sisra Admins, the creator of the record, and anyone who is named on the record (i.e. the Observer/Owner and all staff members listed on the record).
You can check whether a Category is set to either Standard or Restricted by going to Admin > Templates > Category. See our Categories article for more information.