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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
  • Parental
  • Student
  • Administrator
  • Staff

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.

Managing Roles

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.

iParental roles work differently; The Role Details section will appear in the Dynamic Parental role and the list of Menu Items will appear in other Parental Roles

Role Details

The following settings appear in the Role Details section:

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. 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.

Menu Items

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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.


The menu bar (the black section at the top) for a parental account.

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.