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Required role: permission to manage members, usually Owner or Admin. Creating or editing your own roles is included in Pro.
Everyone in your school has one role. A role decides what a person can do and which apps they see. To change one person’s access, give them a different role.

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Open roles

In the Admin console, go to Team Members and click the Roles tab. A bar at the top shows how many people hold each role. The list below shows each role with: Every school has these built-in roles: Support coordinator and HR admin also appear while someone holds them. Parents aren’t a role: they get access through the children linked to them.

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Set a role’s apps and permissions

Click a role to open it. The Access tab lists every app with what the role can do there, such as Can do 8 of 24 followed by the areas it covers. Across apps covers permissions that aren’t tied to one app.
  1. Use the switch next to each app to turn it on or off for this role.
  2. Click an app’s row to open its permissions in a panel. Each permission reads as a sentence. Use All, Allowed, and Not allowed to filter the list.
  3. On a role you made, use the switch next to each permission, or click View only, Allow all, or Clear to set them all at once. Click Done to close the panel.
  4. Click Save in the bar at the bottom. Apps and permissions save together. When you turn an app off for people who hold the role, a dialog asks you to confirm.
People with the role stop seeing an app you turn off. People in other roles are not affected, and records they already created stay as they are. The role keeps its permissions for that app, so turning it back on restores the same access. Owners and admins always have every app your school has turned on. An app turned off for the whole school shows Off for the whole school in Apps settings. See Apps & features. In Education, what people can do comes from each person’s own Education role. Built-in roles can’t be edited. Their permissions panel shows a tick or a cross next to each permission and is marked Read only. Click Duplicate to make your own copy. Only owners can duplicate Owner.

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Create a role

1

Click New role

On the Roles tab, click New role. You can also click Duplicate in a role’s actions menu.
2

Name it

Enter a Name. Use letters, numbers, dashes and underscores. People see this name.
3

Pick a starting point

Under Start from, pick a role to copy its apps and permissions, or Nothing: start empty.
4

Set its apps and permissions

Under Apps and permissions, switch on the apps this role sees. Click an app to choose what the role can do there.
5

Save

Click Create role. You can change its apps and permissions later on the Access tab.
To rename or delete a role you made, use its actions menu. Renaming keeps everyone on it. Deleting it moves its people to Staff.

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Give people a role

Open a role and click the People tab.
  • Click Add people and pick someone. They move to this role from their current role.
  • Click Change role next to someone to give them a different role.
You can also change a person’s role on their page or pick it when you invite them. See Manage roles and permissions.
Education keeps its own role for each person. See Education roles and permissions.

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Next steps

Manage roles and permissions

Change one person’s role.

Invite a member

Invite people with a role.