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Portals, roles & permissions

Everyone signs in. Each sees only their part.

Principals, staff, students and parents each get their own login and their own dashboard. For staff, you decide what every role can see and change, module by module, from a custom Assistant Accountant to a class teacher who sees results only for their own section.

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From Silver₹79 per student a year + 18% GSTThe office, Principals, Teachers, Students and Parents

In short

How do portals and permissions work in ProEMS?

Everyone signs in to their own portal: principals, staff, students and parents each land on a dashboard and menu made for them, and what staff can open is set by roles that you define, module by module.

Start from the seeded Admin, Coordinator and Staff roles and add your own, such as an Assistant Accountant. For each module, a role can be given Read, and Add, Update and Delete. A staff member can hold several roles and gets everything those roles allow between them.

Teacher roles sit on top: Class Teacher and Subject Teacher, assigned per class section and subject. Portals, roles and permissions come with every plan, starting with Silver, as pricing shows.

  • Five dashboards: admin, principal, teacher, student and parent
  • Custom roles with Read, and Add, Update and Delete, for each module
  • Teacher roles tied to the sections and subjects each teacher takes
  • Web and app sign-in, with an organisation code in the app

Which plan includes it?

  • Staff, student and parent portalsSilver

    A separate login and dashboard for each

  • Roles and permissionsSilver

    Read-only or full edit rights per module, per role

Silver is ₹79 per student a year, plus 18% GST. Each plan includes the one before it.

Compare the plans

Who uses it?

  • The office

    Switches modules on, creates roles, ticks what each can read or change, and assigns roles to staff.

  • Principals

    Land on a dashboard with the school's totals, admissions figures and school and class news.

  • Teachers

    See their timetable, assignments and class news, and results for the sections they class-teach.

  • Students

    Sign in on the web or the app for news and results, and on the web for homework and paying fees online.

  • Parents

    Follow attendance, results and news in the parent login on the web, and photos, messages and fees in the app.

What it does

What can you control with roles and portals in ProEMS?

You control who signs in, what they land on, and what every member of staff can read or change. These are the settings that do it.

  • Seeded and custom roles

    Admin, Coordinator and Staff are there from the start. Add roles of your own, each starting with no access until you grant it, and send staff news to a role.

  • Rights per module

    For each role, the modules you've switched on are listed with a Read box and an Add, Update and Delete box. Tick a whole column at once for broad access.

  • Several roles per person

    Give one staff member more than one role and they get everything any of those roles allows. Admin accounts always have full access.

  • Class and subject teachers

    Assign Class Teacher or Subject Teacher per class section and subject. Class teachers see results for their own sections, and families see who teaches what.

  • A dashboard per role

    Admins see school totals and today's attendance, principals the totals and news. Teachers see their timetable, students their homework and results, parents their child's attendance.

  • Modules on or off

    Switch modules on or off for the whole school. Menus, dashboards, app tiles and the permission screen follow, and each change is logged.

  • Web and app sign-in

    Everyone signs in on the web at your school's own address. Staff, students and parents can also use the ProEMS app with your organisation code.

  • Logs of who did what

    User Logs show each sign-in with its time, IP address and whether it came from the app. Permission changes keep the old and new values.

  • Parents on your timing

    While the parent portal is switched off, parent logins are refused, so parents come on board when you're ready for them.

How it works

How do you set up roles and logins in ProEMS?

Five steps, all under Settings and Security. Roles apply to staff only; students and parents get menus set by their account type and your modules.

  1. 1

    Choose your modules

    Switch on the modules your school uses. Only these show in menus, dashboards, the apps and the permission screen.
  2. 2

    Create the roles you need

    Keep Admin, Coordinator and Staff, and add your own, such as Assistant Accountant or Exam Coordinator. A new role starts with nothing ticked.
  3. 3

    Tick rights module by module

    Pick a role in Module Role Permissions and tick Read, or Add, Update and Delete, for each module. Some modules show one box only: reports, for example, can only be read.
  4. 4

    Assign roles and teacher roles

    In User Roles, give each staff member one or more roles. Then set Class Teacher and Subject Teacher against their class sections and subjects.
  5. 5

    Hand out logins

    People sign in with email and password on the web, or in the app with the organisation code, their email and password. New rights apply the next time they sign in or open their dashboard.

Can you set create, read, update and delete rights separately?

Partly: for each module and role you set two rights, Read on its own, and Add, Update and Delete together. So a role can look without changing, or look and change, module by module.

That covers the usual split, such as an assistant who can see student records but not edit them, while the office can. Some modules show only one box because the other doesn't apply: advance reports and results can only be read, and certificates are only generated.

How would you set up an Assistant Accountant role?

Create a role called Assistant Accountant, tick Read and Add, Update and Delete for Fee Order, tick Read only for Student and Parent, then assign the role to the right person in User Roles.

They can then collect fees and look up students and parents, but can't edit profiles or open exams, payroll or settings. If they teach as well, give them the Staff role too and they get both. The fee module shows what the role works with.

How do students and parents sign in to the app?

They open the ProEMS app, enter the organisation code your school gives them, and sign in with their email and password. The code points the app at your school's own address, so one app serves every ProEMS school.

Staff use the same app for attendance, class news and study material. The office and admin work on the web, at your school's address such as yourschool.proems.in. Students pay fees online on the web, not in the app, and parents see fees and receipts without paying online.

What's the difference between a class teacher and a subject teacher?

Both are teacher roles you assign per class section and subject: a class teacher looks after a section, and a subject teacher takes a subject in it. ProEMS uses the class teacher link to decide which sections' results a teacher can see.

Students see a Class Subject Teacher list and parents see Class Teacher Subject, so families know who teaches what. For how this fits with talking to families, see our guide to school and parent communication.

Good to know

What should you know before you set up roles and portals?

Five honest limits, so nobody plans around a setting that isn't there.

Two rights per module
Read is one right, and add, update and delete are granted together. You can't allow editing in a module while blocking deleting in it.
Changes apply at the next sign-in
Permissions load when someone signs in or opens their dashboard, so a change reaches them the next time they do either.
Email and password only
Sign-in is by email and password, on the web and in the app. There's no two-factor authentication or Google sign-in, and a web session ends after 120 minutes without activity.
Admin work is on the web
The apps are for staff, students and parents. Roles, settings and the rest of the office work happen in the browser.
Students and parents don't use roles
Their menus are fixed by account type and the modules you've switched on, not by the permission screen.

FAQ

Questions about roles and permissions.

Short answers to what schools and colleges ask us most. Anything else, bring it to the demo.

Book a free demo
Which plan includes portals, roles and permissions?
Staff, student and parent portals, roles and permissions come with every plan, starting with Silver.
Can we create our own roles?
Yes. Add roles with your own names, such as Assistant Accountant, and set Read, and Add, Update and Delete, for each module.
Can one staff member have more than one role?
Yes. A staff member can hold several roles at once and gets every right that any of them grants.
Do parents and students need a different app from staff?
No. Staff, students and parents all use the same ProEMS app on Android and iOS, and the organisation code connects it to your school.
Can parents pay fees from their login?
No. Parents see the fee structure, receipts and bank details in the app, and online payment is made from the student login on the web.
Can we see who signed in and when?
Yes. User Logs list each sign-in with the user, their account type, IP address, time and whether it came from the app.

Build a role in front of you.

Book a free demo and we'll create a custom role, tick its rights and sign in as that user, so you see what they can and can't open.

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