User Roles & Permissions

User Roles & Permissions

Understand the different user roles in OpenEduCat and their access levels for effective system administration.

Time Required: 10 minutes Module: Core (openeducat_core) User Role: System Administrator

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Table of Contents

1. Role Overview
2. Administrator Roles
3. Faculty Roles
4. Student Roles
5. Parent Roles
6. Customizing Permissions

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Role Overview

OpenEduCat uses a hierarchical permission system with these main role categories:

Category	Description	Typical Users
Administrators	Full system access	IT staff, Registrar
Back Office	Student records management	Office staff
Faculty	Teaching-related functions	Teachers, Professors
Students	Self-service access	Enrolled students
Parents	Child monitoring	Parents/Guardians

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Administrator Roles

System Administrator

Access Level: Full system access

Permission	Level
User management	Full
Module configuration	Full
System settings	Full
Database backup	Full
All modules	Full

Responsibilities:

• Install and configure modules
• Manage user accounts
• Configure system settings
• Perform backups and maintenance
• Troubleshoot technical issues

OpenEduCat Administrator

Access Level: Full educational system access

Permission	Level
Student records	Full
Faculty records	Full
Course management	Full
Admission management	Full
Fee management	Full
Reports	Full

Responsibilities:

• Configure academic structure
• Manage admission processes
• Oversee fee collection
• Generate institutional reports
• Supervise all academic operations

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Back Office Roles

Back Office User

Access Level: Limited operational access

Permission	Level
View students	Read
View faculty	Read
View courses	Read
Attendance entry	Create/Edit
Basic reports	Read

Responsibilities:

• Enter daily attendance
• Look up student information
• Assist with basic queries
• Print routine reports

Back Office Admin

Access Level: Full operational access

Permission	Level
Student records	Full
Faculty records	Full
Attendance	Full
Assignments	Full
Exam management	Full
Reports	Full

Responsibilities:

• Manage student enrollments
• Process student requests
• Coordinate exam schedules
• Handle administrative tasks

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Faculty Roles

Faculty User

Access Level: Teaching-focused access

Module	Permissions
Students (own classes)	Read
Attendance	Create/Edit
Assignments	Create/Edit/Delete
Grades	Create/Edit
Timetable (own)	Read
Subject Materials	Create/Edit

Responsibilities:

• Mark attendance for assigned classes
• Create and grade assignments
• Enter exam marks
• Upload course materials
• View class schedules

Faculty Admin

Access Level: Department-level access

Module	Permissions
All faculty features	Full
Faculty records	Read
Department courses	Read
Subject allocation	Create/Edit

Responsibilities:

• Supervise department faculty
• Coordinate subject allocations
• Review department performance
• Approve leave requests

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Student Roles

Student Portal User

Access Level: Self-service only

Module	Permissions
Own profile	Read
Own attendance	Read
Own assignments	Read/Submit
Own grades	Read
Own fees	Read/Pay
Timetable	Read
Library (if enabled)	Request/View

Responsibilities:

• View personal academic records
• Submit assignments online
• Check examination results
• Pay fees through portal
• Access course materials

Student Features by Module

Module	Student Can Do
Attendance	View attendance percentage
Assignment	Download, submit, view grades
Exam	View schedule, download hall ticket
Fees	View dues, make payments
Library	Request books, view history
LMS	Access courses, complete lessons

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Parent Roles

Parent Portal User

Access Level: Child monitoring only

Module	Permissions
Child’s profile	Read
Child’s attendance	Read
Child’s grades	Read
Child’s fees	Read/Pay
Teacher contact	Message

Responsibilities:

• Monitor child’s academic progress
• Track attendance
• Pay fees on behalf of student
• Communicate with teachers

Parent Portal Features

Feature	Description
Dashboard	Overview of child’s status
Attendance	Daily/monthly attendance view
Assignments	View assignments and grades
Exam Results	Access to report cards
Fee Status	Outstanding dues and history
Notifications	Alerts and announcements

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Customizing Permissions

Creating Custom Roles

1. Navigate to Settings > Users & Companies > Groups
2. Click Create
3. Enter group name (e.g., “Exam Coordinator”)
4. Add inherited groups (base permissions)
5. Configure access rights per model
6. Save the group

Access Rights Configuration

Field	Description
Model	Database model (e.g., op.student)
Read	Can view records
Write	Can modify records
Create	Can create new records
Delete	Can remove records

Record Rules

For fine-grained access control:

1. Go to Settings > Technical > Security > Record Rules
2. Create rule with domain filter
3. Apply to specific groups
4. Example: Faculty see only their assigned students

Best Practices

• Least privilege: Grant minimum necessary permissions
• Role-based: Use groups, not individual permissions
• Regular audits: Review access periodically
• Document changes: Keep records of permission modifications

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Permission Matrix

Module Access by Role

Module	Admin	Back Office	Faculty	Student	Parent
Students	Full	Full	Limited	Own	Child
Faculty	Full	Read	Own	-	-
Courses	Full	Read	Read	Read	Read
Admission	Full	Full	-	Apply	-
Attendance	Full	Full	Create	Read	Read
Assignment	Full	Full	Full	Submit	Read
Exam	Full	Full	Limited	Read	Read
Fees	Full	Full	-	Pay	Pay
Reports	Full	Full	Limited	Own	Child

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Troubleshooting

User cannot access a module

1. Verify user has correct groups assigned
2. Check if module is installed
3. Confirm no conflicting record rules
4. Clear browser cache and re-login

Permission denied error

1. Check specific model access rights
2. Verify record rule conditions
3. Review group inheritance
4. Test with administrator account

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Related Topics

• First-Time Setup
• Understanding the Interface
• Module Configuration

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Last updated: January 2026