User Roles and Access in VidyalayaERP

Overview

VidyalayaERP supports multiple types of users. Each user has access to specific features based on their responsibilities.

For example, an accountant may manage fee collection and financial reports, while a teacher may access attendance, timetable, assignments, and examination-related features.

The purpose of role-based access is to ensure that users can perform their assigned responsibilities without having unrestricted access to all school records.

Types of Users

1. Central Administrator

The central administrator manages platform-level operations, including:

School registration and activation.
School groups.
Subscription packages.
Feature access.
Notification credits.
Platform-level roles and mobile configurations.
System alerts.

2. School Administrator

The school administrator manages the school’s day-to-day operations.

Depending on the assigned permissions, the administrator can access:

Student and staff records.
Academic configuration.
Attendance.
Fee management.
Examinations.
Payroll.
Transport, hostel, library, and inventory.
Communication.
Reports and settings.

3. Accountant

An accountant generally handles financial operations, such as:

Student fee collection.
Fee assignments and outstanding dues.
Payment history and receipts.
Income and expenses.
Payment accounts.
Financial reports.

The actual permissions depend on the role configuration provided by the school administrator.

4. Teacher

Teachers can access teaching-related features according to their assigned responsibilities.

These may include:

Assigned class and subject information.
Timetable.
Student attendance.
Assignments.
Study materials.
Examination marks.

A teacher’s access to student records may be limited to assigned classes, subjects, or class-teacher responsibilities.

5. Guardian

Guardians can access information related to students linked to their accounts.

Available information includes:

Student profile.
Timetable.
Assignments.
Study materials.
Attendance.
Fees and payments.
Examination information.
Notices and messages.
Transport details.

6. Student

Students can access their own academic and school-related information, including:

Timetable.
Attendance.
Assignments and submissions.
Study materials.
Examination information.
Fees and payment information.
Messages.
Transport details.

7. Driver

Drivers are staff accounts assigned the Driver role.

Their supported operations include:

Accessing assigned transport information.
Recording transport attendance.
Starting and finishing trips.
Recording arrival and departure at stops.
Viewing current and historical trip information.

Understanding Permissions

VidyalayaERP uses operation-specific permissions.

A permission may control whether a user can:

View a record.
Create a record.
Update a record.
Delete a record.
Export information.
Perform other authorized operations.

Having permission to view a record does not automatically grant permission to edit, delete, or export it.

Understanding Record Access Scope

In addition to operation permissions, access may be restricted to specific records.

Depending on the permission configuration, a user may have access to:

Own Records: Records associated with the logged-in user.
Assigned Classes or Subjects: Records related to classes or subjects assigned to the user.
Class Teacher Records: Records associated with the class or section for which the user is the class teacher.
All Records: All records within the permitted school scope.

Not every permission necessarily supports every scope.

Why Can’t I Access a Particular Feature?

If a menu or feature is not visible, possible reasons include:

The user’s role does not have the required permission.
The school administrator has not granted access to the feature.
The feature is not included in the school’s active subscription.
The feature is not available for the currently selected academic session.
The feature is not enabled for the user’s mobile role.

Important Notes

A user may have access to one module but not another.
Permissions can differ between web and mobile applications.
Guardian and student accounts can only access their authorized student information.
Changing the selected student in the application does not bypass the account’s linked-student access restrictions.