Go to Settings → Roles & access to create staff logins and control what each person can do.
The page has two tabs: Team and Roles.
Team tab
The Team tab lists everyone with school-wide access, in three sections.
Administrators always have full access to everything. Their row shows "Full access" and has no editable capabilities.
Staff are people with a login and a specific set of capabilities — a bursar, exams officer, or deputy head, for example.
Teachers with extra duties are teachers who also hold capabilities beyond their own classes.
Add a staff member
- Click Add staff member.
- Fill in the staff member's name, email, and phone — then tick the capabilities they need.
- Click Create. A password is generated and shown once — share it with the staff member.
Edit access
Click Edit access on any staff row to change their capabilities. Click Edit duties on a teacher row to grant or remove extra capabilities. Changes take effect immediately.
Capabilities
Capabilities control access to specific parts of the platform. Teachers access their own classes by role — capabilities are for cross-school or elevated access.
| Capability | What it unlocks |
|---|---|
| Fees | Bills, payments, debtors, fee reports |
| Payroll | Staff pay, runs, payslips — exposes salaries |
| Expenses | Spending, categories, expense reports |
| Results | View and manage results for any class |
| CBT | Set and manage CBT tests for any class |
| Attendance | Mark and manage attendance for any class |
| People | Teachers, students, parents, classes, subjects |
| Content | Events and posts |
| Manage access | Create roles and grant capabilities — owner-level |
Roles tab
Roles are named bundles of capabilities — for example, an Exams officer bundle might hold Results + CBT + People. They are templates: applying a role copies the capabilities to a staff member. Changing the role later does not automatically update anyone who already received it.
Create a role
- Go to the Roles tab and click New role.
- Give it a name and tick the capabilities it should include.
- Click Save.
Apply a role
Go back to the Team tab, open a staff member with Edit access, and pick the role from the presets dropdown. The capabilities are copied across.
Edit a role
Click a role to edit its capabilities. You can optionally push the updated set to every staff member whose capabilities still exactly match the old set.
Schola ships a set of system presets (e.g. Sub-admin, Bursar). You can rename and edit these, but not archive them.