Access levels control what each staff member can see and do in Classcard. Set or update a staff member's access level from Settings → Access Controls.
Navigate to the Access Controls section of the Settings main menu. You'll be navigated to the Roles and access controls page.
Then, you'll see that the entire section is divided into different categories with six columns for people who can have access: Teaching assistant, Teacher, Sales, Front Office, Admin, and Owner.
All the main categories have a drop-down option of every role in detail. To select who can have access controls, click on the square buttons under each column corresponding to each row.
💡 Tip: Faded boxes depend on another permission. Turn on the permission they depend on first, and they become available. Greyed boxes are never available for that role.
Categories
1. Calendar - This access pertains to everything related to personal and staff calendars.
Access calendar - If "Access calendar" is selected, you can then proceed to select additional options from the dropdown below.
Access own calendar - As a default, all staff roles can access their own calendar, if their calendar toggle is on.
Access other staff calendars - Allow staff to view the schedules of other staff members and access their calendars.
2. Events - This access relates to all matters regarding events on the calendar.
Access events - If "Access events" is selected, you can then proceed to select additional options from the dropdown below.
Can create events - Allow staff members to create and book events.
Can edit events - Allow staff members to make changes to events.
Can delete events - Allow staff members to delete events.
Can add/remove students - Allow staff members to add or remove students.Can access roster - Allow staff members to access roster of all events.
Can publish classes - Allow staff members to publish classes on the online bookings page.
3. Students - All matters pertaining to students and their details.
Access students - If "Access students" is selected, you can then proceed to select additional options from the dropdown below.
Can view students - Enable staff members to view the names of the students.
Can view student contact info - Enable staff members to view student profiles with access to their contact information.
Can download students - Enable staff members to download all student details.
Can delete students - Enable staff members to delete students (People > Student > Student Profile > Actions > Delete Student).
Can adjust invoice credit - Allow staff members to adjust invoice credit for students in their profile.
Can email students - Enable staff members to email students based on segments.
4. Resources - All matters regarding resources.
Access resources - If "Access resources" is selected, you can then proceed to select the additional option from the dropdown below.
Can view and download resources - Enable staff members to view, upload, download and share resources.
5. Attendance - Access for all matters related to class and student attendance.
Mark Attendance - If "mark attendance" is selected, you can then proceed to select additional options from the dropdown below.
Can mark attendance for own classes - Enable staff members to mark attendance for their classes.
Can mark attendance for other staff classes - Enable staff members to take attendance for other staff members.
6. Online Bookings - Access on online bookings from students and leads.
Access online bookings - If "Access online bookings" is selected, you can then proceed to select the additional option from the dropdown below.
Can access online bookings - Allow staff members to access all online bookings received from students and leads.
7. Gradebook - Access regarding student grades.
Access grades - If "Access grades" is selected, you can then proceed to select additional option from the dropdown below.
Can view, add and publish student grades - Allow staff members to view, add and publish student grades.
8. Invoicing - This relates to invoices, coupons, and taxes.
Access invoicing - If "Access invoicing" is selected, you can then proceed to select additional option from the dropdown below.
Access own invoices - Allow staff members to view their own invoices.
Access other staff invoices - Allow staff members to view other staff members invoices.
Access invoice summary - Allow staff members to see the invoice summary, detailing invoiced amounts, collected amounts, and due amounts.
Can add invoices - Allow staff members to generate invoices for students.
Can edit invoices - Allow staff members to edit invoices.
Can cancel invoices - Allow staff members to cancel students’ invoices.
Can download invoices - Allow staff members to download invoices.
Can download payment receipts - Allow staff members to download individual payment receipts.
Can delete payment receipts - Allow staff members to delete individual payment invoices.
9. Coupon - All matters regarding to coupons.
Access coupons - If "Access coupons" is selected, you can then proceed to select additional option from the dropdown below.
Can create & edit coupons - Access to view, edit and create coupons.
10. Taxes - All matters regarding to taxes.
Access taxes - If "Access taxes" is selected, you can then proceed to select additional option from the dropdown below.
Can create & edit applicable taxes - Access to view, edit and create taxes.
11. Leads - This access grant relates to managing leads.
Access leads - If "Access taxes" is selected, you can then proceed to select additional option from the dropdown below.
Access own leads - Enable staff members to view, edit and manage leads assigned to them.
Access other staff leads - Enable staff members to view, edit and manage leads assigned to all staff members.
Can download leads - Enable staff members to download all leads.
Can delete leads - Enable staff members to delete leads (People > Leads > click on the 3 vertical dots pertaining to the lead row > delete).
12. Staff - This access relates to all matters regarding staff members.
Access staff - If "Access staff" is selected, you can then proceed to select additional option from the dropdown below.
View staff members - Enable staff members to access all staff profiles (People > Staff).
Can delete staff - Enable staff members to delete other staff member profiles (People > Staff > Staff Profile > Actions > Delete Staff).
Can approve/reject staff leaves - Enable staff to manage staff leaves.
13. Payroll - This access relates to pay runs and staff pay rates. It has two groups, Access pay runs and Access pay rates.
Access pay runs - If "Access pay runs" is selected, you can then proceed to select the additional option from the dropdown below. It provides access to the Pay runs page under People > Team. It is available to Front Office and Admin only (the Owner always has access) and is off by default.
Can create, edit and unlock all pay runs - Allow staff members to use the whole Pay runs page, including creating pay runs, editing them, adding adjustments, locking, unlocking and deleting. Without it, Access pay runs turns off, because pay runs cannot be viewed on their own.
Access pay rates - If "Access pay rates" is selected, you can then proceed to select additional options from the dropdown below.
Can view own pay rates - Allow staff members to see their own pay rates and pay runs on the Payroll tab of their profile. This is on by default for every role.
Can view others pay rates - Allow staff members to see other staff members' pay rates, in read-only view. Available to Front Office and Admin only, and off by default.
Can edit pay rates - Allow staff members to set up and edit other staff members' pay rates. It can be turned on only after Can view others pay rates is on. Available to Front Office and Admin only, and off by default.
14. Reports - All matters regarding the access to reports on students, staff etc.
Access reports - If "Access reports" is selected, you can then proceed to select additional option from the dropdown below.
Can view & download reports -Enable staff members to access and download reports.
15. Communication - This access relates to the communications that happen in the chat main menu.
Access chats - If "Access chats" is selected, you can then proceed to select additional option from the dropdown below.
Access own chats - Allow staff members to access the chats initiated by them.
Access others chats - Allow staff members to access other chats initiated by staff members.
16. Setup - This involves access to settings.
Access settings - If "Access settings" is selected, you can then proceed to select additional option from the dropdown below.
Can view and edit settings - Enable staff members to view and edit Settings (General, Alerts, and Access Controls).
Can manage access controls - Enable staff members to view and edit access controls.
Can create new branches - Enable staff members to create a new branch (Chargeable).
📣 Note: Only admins with rights granted by the owner can see the access control option.