How many roles can I create in ERP SchoolAura?

There is no hard limit on the number of roles you can create in ERP SchoolAura. For best practice, keep roles meaningful and consolidated.

Overview of Role Management

The Role Management module in ERP SchoolAura enables school administrators to create, configure, and assign custom access roles to staff members. By defining exactly which modules and permissions each role carries, organization can enforce a strict access control policy that protects sensitive data and streamlines daily operations.

Why Role Management Matters

In a school ERP system, different staff members need access to different data. A receptionist needs Admission Enquiry access; an accountant needs Expense Management. Role Management ensures every staff member sees only what they need — nothing more.

Protect sensitive student and financial data through controlled access

Save time by assigning a single role to multiple staff at once

Easily update permissions school-wide by editing one role

Reduce errors caused by staff accessing incorrect modules

Accessing the Role Management Module

Follow these steps to open the Role Management module from the ERP SchoolAura dashboard:

Locate the left-hand navigation panel.

Scroll down and click on "Role Management" (highlighted in the sidebar).

The Role List page will loads and shows all existing roles as cards.

Access Requirement — Only users with Super Admin or designated Admin privileges can access and modify the Role Management module. If you cannot see this option in the sidebar, contact your system administrator.

The Role List Page

When you open Role Management, you are taken to the Role List page — a complete overview of all defined roles in your school ERP.

Role Cards

Each role is displayed as a card containing:

Role Name

The title of the custom role (e.g., "Office Assistant").

Role Description

A short note about what this role does.

Staff Assigned

Number of staff currently holding this role.

Status Toggle

Active (orange) or Inactive (grey) switch.

Options Menu

Three-dot menu for Edit or Delete.

Filtering and Searching Roles

Use the tools at the top of the Role List to find roles quickly:

Status Filter

Use the "Select Status" dropdown to filter by Active or Inactive roles.

Search Bar

Type a role name to instantly search across all roles.

Search Button

Click the orange magnifying glass icon to run the search.

Refresh Button

Click the circular arrow to reload the role list.

Creating a New Role

Follow this step-by-step process to define a role and grant the appropriate module access.

Opening the Add New Role Dialog

From the Role List page, click the "+ New Role" button in the top-right corner of the page.

The Add New Role dialog box will open over the current page.

Filling in Role Details

Role Title (required)

Enter a clear, descriptive name such as "Accountant", "Library Staff", or "Transport Manager". This name appears throughout the system.

Description (optional)

Add a short note explaining this role's purpose — e.g., "Handles all admission-related enquiries." Useful for future reference.

Naming Best Practice — Use role names that reflect job function rather than person names. Avoid names like "Riya's Role". Prefer "Front Desk Coordinator" or "Exam Invigilator" — this makes the role reusable across multiple staff members.

Granting Module Access

The "Grant the Modules" section lists all available ERP modules. For each module you can:

Check the checkbox

Next to a module name to grant access to that module.

Expand sub-modules

Click the dropdown arrow on expandable modules to reveal sub-modules and grant granular access.

Set action permissions

Use the action icons on flat modules to set Create (), Edit (), or Delete () permissions individually.

Saving the Role

Once you have filled in the role details and selected all required modules, click the "Save Role" button at the bottom of the dialog. The role will be saved and will immediately appear on the Role List page.

Mandatory Field — The Role Title field is mandatory (marked with a red asterisk *). You cannot save a role without providing a title. The system will show an error if you try.

Managing Existing Roles

Editing a Role

Locate the role card on the Role List page.

Click the three-dot menu icon in the top-right of the card.

Select "Edit" from the dropdown.

The role dialog opens pre-filled with current settings.

Make your changes to the title, description, or module permissions.

Click "Save Role" to apply changes immediately.

Activating or Deactivating a Role

Each role card contains a status toggle switch:

Orange / ON — Active

Staff assigned this role have the defined permissions and can access their modules.

Grey / OFF — Inactive

Staff assigned this role temporarily lose module access without losing the assignment itself.

When to Deactivate (Not Delete) — If you need to temporarily suspend a role — for example, during a data audit — deactivate it instead of deleting it. Deactivation preserves all settings and staff assignments so you can re-enable it instantly.

Deleting a Role

Click the three-dot options menu on the role card.

Select "Delete".

Confirm the deletion in the confirmation prompt.

Warning: Deletion is Permanent — Deleting a role removes it from the system permanently. Before deleting, ensure no staff members are actively assigned to this role. Roles with staff assigned (count > 0) should be reviewed before deletion.

Understanding Module Permissions

When granting module access, the system offers three types of permissions for applicable modules:

Create / Add

Staff can add new records in this module.

Edit / Update

Staff can modify existing records.

Delete / Remove

Staff can permanently delete records.

Frequently Asked Questions (FAQ)

Q.Can one staff member have multiple roles?

Each staff member is typically assigned one role at a time. To give a staff member access to multiple module sets, create a combined role that includes all required modules.

Q.What happens when I deactivate a role?

Deactivating a role immediately restricts access for all staff assigned to it. The role and its settings are preserved; simply reactivate it to restore access.

Q.Can I duplicate an existing role?

Currently, the system does not have a one-click duplicate feature. To replicate a role, create a new role with the same name (e.g., "Accountant Copy"), then manually select the same modules.

Q.Will staff be notified when their role changes?

The system does not send automatic notifications for role changes. It is recommended to inform staff directly when their access permissions are updated.

Q.How many roles can I create?

There is no hard limit on the number of roles you can create in ERP SchoolAura. However, for best management practice, keep roles meaningful and consolidated.

Best Practices & Tips for School Admins

Effective role management is essential for maintaining clean data, strong security, and reliable reporting. Implement the following best practices to ensure consistency and control:

Best Practices

Review all roles at the start of each academic year and update module access to reflect current needs.

Deactivate roles for staff on extended leave rather than deleting them.

Use descriptive role names that can be understood at a glance — avoid abbreviations.

Limit Delete permissions to senior staff only; grant Create and Edit to operational staff.

Assign the minimum set of modules necessary for a role (principle of least privilege).

Document every role's purpose in the Description field for future administrators.

Conduct a quarterly audit of roles with 0 assigned staff — clean up unused roles.

Never share Admin login credentials; always create role-based accounts for each staff member.

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