Learner profiles contain a lot of information on each learner in your school. Different roles within the school may only need access to certain information while other roles might need everything. For example, Learning Support may need access to accommodations but teachers might not. Guidance might need the ability to view and edit learner attributes but tutors only need the ability to view these.

Learner profiles are broken into sections. Each section has its own permission. The permissions are View and Edit. You can set the view or edit permission for each role in the platform. Let's take a look at how you can set the permission.

Where to access the learner profile permission screen

Note: you must have permission to access the permission screen. The Management role by default is the only role with access to this screen.

Click on the Manage menu in Learner Support and then under Settings click the Manage button.

Now click on the Permissions button to access the permission screen.

Scroll down the screen until you come to the Learner Profile Section Permission.

How learner profile permissions work

You will see a list of profile sections on the left column of the screen with a corresponding list of roles in each column after. The list of roles will include;

  1. Built-in system roles

  2. Dynamic security roles (these are custom roles you created)

  3. Teachers (this includes every staff member synced from your school MIS/SIS)

Note: you can view the list of learner support roles in this article or if you need to create custom roles then take a look at dynamic security roles in this article.

The teachers' role relates to a user that is only a member of the teachers' role and not a member of either a built-in system role or a custom dynamic security role that you created. Once a user becomes a member of a built-in system or dynamic security role then the permissions set on the teachers' role are no longer applicable. Traditionally, these are teachers that use the Gradebook to access the learner profile.

If a user is a member of only one built-in system or only one dynamic security role then their effective level of access is determined by the permission set exclusively on that role. For example, a year head is a member of the built-in system role Year Heads and also a member of the Teachers role. In this instance, the permissions for the teachers role are no longer applicable and the permission set on the year heads role determines their effective permission.

If a user is a member of more than one role (built-in system and/or dynamic role), then their effective permission is determined by the combined permission on all roles of which they are a member. For example, let's say the Learning Support built-in system role has both view and edit permission set on the Notes for Teachers section but, a dynamic security role called Senior Leadership Team only has view permission set. If the user is a member of both roles, their effective access is combined so they will have both view and edit permission.

How to assign permission for roles to the learner profile

To set the permission for a role simply set the toggle to enabled (green) or disabled (red).

View Permission

You can set the view permission by setting the toggle under the column for each role.

Edit Permission

Some sections have an additional edit permission. Edit permission cannot be set unless the role has the view permission already enabled.

Related Articles

Learner Support Roles

Dynamic Security Roles

Adding permission to a role

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