Roles: make and change custom roles

A role is a set of permissions given to a person at an institution (or across the organisation). SunRuby comes with ready roles such as principal, accountant, teacher and warden. You can copy one and change it, or start from nothing. Open Organisation > Roles. Only the organisation owner can change roles. Others can look.

Make a new role

1. Press New role.
2. Under Start from choose a ready role to copy, or Nothing, I choose every permission.
3. Type the Name (at least 2 letters) and a Description.
4. Under Who it is for choose Only for one institution or Any institution of the organisation, or the people who look after classes or hostels. You cannot change this after someone has the role.
5. Tick Can only look, never change if the role must never edit anything. It leaves out every permission that changes data.
6. Press Create role.

Choose the permissions

1. Open the role. On the Permissions tab tick what the role may do. Filter by Sensitive to see the permissions that need extra care.
2. Some permissions bring others they need. The page says "Also given, because it is needed".
3. Open What this role can do to see the menus and pages the role would open, in plain words, grouped by module.
4. Press Review changes. You see what is added or removed, the reach, and how many people hold the role today ("N people hold this role today").
5. Write a reason (needed when you add a sensitive permission). Press Save. The change applies at once.

You cannot give a permission you do not hold yourself ("You do not hold this, so you cannot give it").

Ready roles

A ready role you copied follows its template until you change a permission, then it becomes your own. Back to template returns it. Locked roles (owner, Student, Parent) change only their name and description.

Retire, restore, delete

• Retire stops the role's access for everyone who holds it. Their assignment is kept.
• Restore brings it back.
• Delete is possible only for a custom role nobody has ever held.

Give the role to a person

Open Organisation > Users (or Institute > Staff logins), choose the person and press the button to add a role, then pick the role and the institution. See Give a staff member a sign-in.

Common questions

Two people edited the same role.

The second to save gets a message with the current role. Reload and redo your change.

I removed a permission and a menu is still there.

Menus follow the person's other roles too. Check Organisation > Users.