User groups will be created to define the access levels of staff to the staff portal. This allows controlled use of the staff portal, serving to protect data and prevent unnecessary actions or mistakes. By assigning specific access rights to different user groups, the management team can ensure that staff members only have access to the information and functions necessary for their roles.
Naming User Groups:
The management team can decide how to name the user groups.
These two approaches are suggested.
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By Levels:
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Level 1: Group with the highest permissions. Members can access all information and perform all available actions.
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Level 2, 3, 4, and 5: Gradually decreasing levels of access.
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Level 5: Group with the least access, typically assigned to roles like Receptionist. Staff can access only the information related to their duties and perform specific actions within that scope.
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By Roles:
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Groups are named according to different roles within the Swim School, such as General Managers, Managers, Supervisors, Receptionists, etc.
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Assigning User Groups:
User groups will be allocated to each staff member upon the creation of their staff profile. The user group can be updated at any time to reflect changes in roles or responsibilities.
1. Click on DASHBOARD…
2. Click on MANAGEMENT
3. Click on ROLES & PERMISSIONS
4. User Group Landing page
In this example, the user groups have been named by levels.
Group LEVEL 5:
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24 staff members have been assigned to LEVEL 5 (Column USER, Result 24).
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"DEFINED": The permissions for this group have been defined (if permissions for a user group have not been selected, it will display "NOT DEFINED").
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Users can access the group details by clicking on the icon in the Action column.
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If the user group is currently assigned to a staff member, it cannot be deleted.
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Group LEVELS 2, 3, 4 and 1 :
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No Staff members have been assigned to these levels (Column USER, result 0.
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As user group is not assigned to a staff member, they can be deleted
5. To Create an USER GROUP
Click on + USER GROUP
6. Set the Name for the User group
7. Select the Staff Type ( only "Staff" is an option in the drop down menu)
8. Assign Permissions to the Created USER GROUP
You will see an extensive list with all the available permissions across the Staff Portal. Here are your options for assigning permissions to a user group:
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All Permissions: Click on "All Permissions" to assign all available permissions to the user group being created.
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Individual Selection: Read through the list of permissions and select the ones you want to assign individually.
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Permission Types Dropdown: Use the "Permission Types" dropdown to filter and access different types of permissions, allowing for a more controlled and specific selection.
9. Assign Permissions using the "Permission type" Drop down
In this case, the permission type "INSTRUCTOR" was selected from the dropdown, displaying a list of all available actions related to instructors.
Staff members assigned to the user group named "RECEPTION" will have the following permissions:
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List Instructor: They can access the list of instructors
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View Instructor Details: They can view detailed information about each instructor.
They will not have the following permissions:
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Delete Instructors: They cannot delete instructor profiles.
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Create Instructors: They cannot create new instructor profiles.
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Update Instructor Details: They cannot update existing instructor details.
10. Click on Permission Types…
In this case, the permission type "STUDENT" was selected from the dropdown, displaying a list of all available actions related to students.
Staff members assigned to the user group named "RECEPTION" will have access to mostly all the actions related to Students, with exception of the following ( as thery :
Delete Student: They cannot delete student profiles.
Request Special Enrolment: They cannot request Special enrolments
11. Click on SAVE
