The Roles Screen
A Role is a set of permissions for Insight. Each user is assigned to at least one role. For students and parents the role assigned to them is determined by synchronisation rules. For admin and staff accounts the role is decided when performing a sync (see user management).
Only Admin users are able to access the Roles page. The Roles page is accessed via:
Accounts > Roles
Types of Roles
There are five types of Roles within Insight:
- Dynamic parental
Dynamic Parental is different to the other types. It is applied to all parental users but does not determine the Insight features that the user is able to access. Parental accounts are linked to the Dynamic Parental role, and also to a Parental role for each student they are linked to. It is the Parental role(s) that determines which Insight features the parent can access.
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.
To edit a role, select the Role you want to edit then click the Edit button. You will see a Role Details section at the top of the page, followed by a list of Menu Items available to this Role.
The following settings appear in the Role Details section:
|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. See PINS for more information.|
|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.|
Here you will see a list of the Insight menu items that are available to this role. Each menu item can be enabled or disabled using the On/Off buttons on the right side of the page. Many menu items will also have an Options button which will display additional settings that can be used to fine tune the way that a menu item works.
Menu Items are organised into Categories. These Categories will appear as sections on the Menu Bar in Insight, for users who are assigned to this Role.
Menu Items can be reordered within a Category or moved to a new category. To do this, hover your mouse over the icon for the menu item, then click and drag to move the menu item to a new position.
Categories can be renamed. There is a textbox next to each Category. Type the new name into this textbox.
New Categories can be created. At the bottom of the screen you will see an empty category called UDMenu1. You can move menu items into this category and rename it, as described above. If you would like to create another custom Category, click Update at the top right to save the role, which will also take you back to the Roles page. Select the same role again then click Edit. You will now see a blank UDMenu2 at the bottom of the list of menu items.
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:
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.
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.