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The roles page

The roles page will show a list of the roles that have been created. Each role is a set of permissions that decides what users are able to see and do in Insight. Users will be assigned to a role when a sync (the process for creating users) is performed. The roles page is used to create and manage the roles, rather than assign them to users.


Each role will be displayed with its name, description and a tick box showing whether users assigned to that role need a PIN number when logging in.

Types of Roles

There are five types of Roles within Insight:

  • Administrator
  • Student
  • Staff
  • Dynamic parental
  • Parental

There could be multiple roles of each type i.e. a full access role for priority 1 parents and a limited access role for lower priority parents. Both of these roles would be Parental.

Parental accounts will always be assigned to the Dynamic Parental role. Parent users will then have a second role that applies to them in conjunction with each pupil they are linked to, based on their relationship with that pupil. A parent who is the priority 1 contact for one pupil and a priority 2 contact for another pupil may be on two separate roles; one role to give full access to the pupil for whom they are the priority 1 contact and another role to give limited access for the other pupil.

The rules that decide which role a parent is given for each pupil are set on the synchronisation rules page.

For administrators, staff and students, each user is assigned to one single role at any time. These users can be moved from one role to another via the users page however users can never be placed on a different type of role e.g. a staff account can never be assigned to an administrator role, but can be moved to a different staff role.

Creating and editing roles

The buttons on the top toolbar are used to create, edit, delete and clone roles. When creating or editing a role, a list of the menu items available in Insight will be displayed.

There are five miscellaneous settings at the top of the page:

Setting Effect
PIN This enables two-factor authentication. When the user attempts to log in, a PIN will be emailed or sent via SMS to the user. They must then enter the PIN into Insight in order to log in
Allow contacting of staff This allows users to send emails to staff via the snapshot, timetable and linked adults and agencies pages. Specific staff can be excluded from this via the do not contact page
Allow password change This allows the user to change their password. This will not apply to SIMS passwords or Active Directory passwords
Do not prompt for generated password change By default Insight will prompt users to change their password, if they still have a system-generated random password
Allow merging of accounts This allows users to join their accounts together. This can be useful for households with more than one Insight account

These options do not appear for Parental type roles. They can be found via the Dynamic Parental role type.

Beneath the miscellaneous options at the top of the page is a list of the menu items available to users of this role. Each menu item has an On Off button, which is used to show or hide the menu item to users. Some menu items have additional settings, accessed by clicking the Options button to their right. The list of role options page goes into detail about each individual option.

The menu items are divided into categories. The name of each category appears in bold and can be renamed by typing into the textbox next to it.

Roles categories1.jpg

Menu items can be reordered or moved into different categories by hovering the mouse over their icon, then dragging and dropping the menu items into the desired location. New categories can be created at the bottom of the page, where there will be an item for UDMenu1. This category will be empty (empty categories are not displayed to users), but the category can be renamed and have menu items moved into it. Multiple new categories can be created this way.