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Creating users and assigning Permissions in School Manager

This article is for IT Administrators with the Owner/Global Administrator role.

Controlling Your User's Access to School Manager

The Permissions page allows you to set up new School Manager users and control which functions they can access according to their Roles. Permission management is only available to users with the Owner/Global Administrator role.

Assigning Roles to Users

Permissions are created and managed on the Permissions page in the Debugging menu.

The Permissions page provides information about:

AccountThe user's email address
PermissionsThe role(s) assigned to the user.
UsersIf the user has only the Reporting/Pastoral Care Administrator Role, they can only see information from students and teachers in this list.
GroupsIf the user has only the Reporting/Pastoral Care Administrator Role, they can only see information from students and teachers in these groups.
OperationsEdit the user’s details or delete their account.


Important: Privacy and Security

School Manager contains sensitive information about students, teachers, staff, and your network systems. It’s important that you

  • don’t use generic or shared accounts and email addresses.
  • educate your School Manager users on password hygiene and best practices.
  • maintain the principles of least privilege (PoLP). Only give access to users who need access, and only give them the roles and visibility over the users/groups they need to do their work and no more.
  • keep your users up to date with your school’s privacy, cyber safety, and acceptable use policies.

Creating a New User

  1. Go to Debugging > Permissions.
  2. Click Add Permissions.
  3. Enter the user's email address you want to add as a user.

Important: The user’s email address can’t be changed after their account is created. If you entered an incorrect email address for the user, delete the user, and create a new one with the correct address

  1. Click Add Permission.
    The new user is now displayed on the Permissions page.

Assigning the User Roles

You need to select a role or roles which give the minimum access this user needs to perform their work. See Role Details to identify the best role(s) for your new user. 

  1. Find the user in the Account list.
  2. Select Edit
  3. Select the appropriate roles for this user using the dropdown list in Editing Permission.

Note: Combining Roles - Users can be assigned up to three roles if a single role does not allow the minimum access to the School Manager functions they need.

  1. Select Save.

Limiting Reporting/Pastoral Care Administrator Access

You can configure users with the Reporting/Pastoral Care Administrator role to only access information from specific users or groups. 

Tip: It's best to keep it simple. If you are limiting access to more than one user, group, or a combination of both, consider making a group and selecting that instead. 

To limit their access:
  1. Find the user in the Permissions Account list.
  2. Select Edit.
  3. Select Reporting/Pastoral Care Administrator from the Roles dropdown list on the Editing Permission dialogue.
    1. To limit their access to specific users, select the user(s) from the Users dropdown list.
    2. To limit their access to specific groups, select the relevant groups from the Group drop-down list.  Groups are created and managed on the Configuration > Users and Groups page.

  1. Click Save.

Editing and Removing Permissions

User permissions can be changed or removed at any time:

  • To change a user’s role(s), select Edit, and then make the required changes on the Edit Permissions dialog box.
  • To delete the user, select Delete, then select Delete again on the confirmation.

School Manager has a number of different roles you can assign to users that grant access to a different set of features, functions, and data in School Manager. Several roles also allow access to Classwize if your teachers are using it to manage online content and devices in their classrooms.  You can also add multiple roles to a single user to give them access to a combination of functions.

Important

We strongly recommend you give your users the most limited role(s) that will meet their needs for access. Only grant Owner / Global Administrator and other high-access roles to the people who need it.

Role and Responsibilities

Statistics

Cyber Safety

Filtering

Reports

Edge Networking

Configuration

Debugging

Owner/Global Administrator

Important: Restrict the number of users you give this role to.

Administrator access to almost all features in School Manager. The only role allowed to access the Debugging menu and grant access to other users.

All

All

All

All

None

All

All

Filtering/Reporting Administrator

Manages all aspects of content filtering and reporting.

All

All

All

All

None

None

None

Filtering Administrator

Manages filtering rules. Adds, edits or removes content filtering rules, generates Classwize bypass codes, creates email reports, and safe search settings.

None

None

All except

  • Reports and Alerts


None

None

None

None

Reporting/Pastoral Care Administrator

Monitors and reports on students’ school network activities.

Important: By default, this role can access all features in Statistics and Cyber Safety. The Owner/Global Administrator can limit this role to reporting on specific users or groups.

All

All

None

None

None

None

None

Configuration Administrator

Manages the daily configuration of School Manager. Can maintain configuration of network devices, authentication services, users, groups, and objects.

None

None

None

None

None

All except 

  • Classwize
  • Cyber Safety
  • Walled Garden
  • Mobile Agent
  • Block Page

None

Guest Configuration

Manages guest account access only. Recommended for physical networks using Captive Portal.

None

None

None

None

None

Only

  • Users > Guests

None

WAN and Firewall Administrator

Manages core networking configuration (Firewall, WAN, VPNs, and rate limiting).

Warning: Do not assign this role to a School Manager user unless instructed to do so by Linewize Support.

None

None

None

None

All

None

None

Classroom Administrator

Manages access to student data and reports, all content filtering functions, and all daily configuration items.

All

All

None

None

None

All

None

Classroom Ed-Tech Manager

Manages access to see and run Classwize reports on student activities, and to create and manage Classwize classrooms.

All

All

None

None

None

Only

  • Dashboard
  • Classwize
  • Classrooms

None

Cloud Only Filter Administrator

Manages content filtering, connections to a SIS, and directory services. Can access most student data and reporting features.

All except

  • Realtime Monitoring

All

All

None

None

All except

  • Networking
  • Captive Portal
  • WMI
  • Radius
  • Syslog
  • Timeouts
  • Associations
  • Association Exceptions
  • Walled Garden 

Only

  • Diagnostics > Alarms

Cloud DNS Filter Administrator

Manages the configuration and use of a FamilyZone DNS resolver for the filtering of school-managed devices. 

This role is only for schools with a Cloud DNS subscription and is combined with the Owner/Global Administrator role.

None

None

Only

  • Cloud DNS Filtering

None

None

None

None

 

Special Scenarios

Pastoral Care and Counseling Role

You can limit pastoral care and counselors to specific groups or users they are responsible for. The Users and Groups fields will be displayed if you select the Reporting/Pastoral Care Administrator.

Common Role Combinations

Most users only need to be given a  single role to access the features and information they need to do their jobs . However, some users may need to be assigned to multiple roles to meet your specific needs.


Role and Duties

Role Combination

School Administrator

A faculty member who needs to be able to see student data, manage classes and substitute teachers, and support visitors to the school grounds.

  • Classroom Ed-Tech Manager
  • Guest Configuration

Global IT Administrator with a Cloud DNS Filtering subscription

An IT Administrator setting up school-managed devices to use the FamilyZone DNS resolver provided by Linewize Support.

  • Owner/Global Administrator
  • Cloud DNS Filter Administrator

FAQ

Will Reporting/Pastoral Care Administrators still be restricted to seeing specific users or groups if I give them another role?

No, if you give a Reporting/Pastoral Care Administrator another role that applies the Statistics or Cyber Security items, the Reporting/Pastoral Care Administrator will be able to see information from all users. We don’t recommend giving Reporting/Pastoral Care Administrator users any additional roles in School Manager for this reason. 

How do I reset a user’s School Manager password?

You can’t reset users’ School Manager passwords. They can attempt password recovery through the school manager login screen. If they are unable to reset their password in this way, contact Linewize Support.