Roles & Permissions

The admissions system uses a role-based access control (RBAC) model. Roles are collections of permissions that determine what actions a user can perform. You can create custom roles tailored to your school's organizational structure.

Configuring Roles & Permissions

Coming soon — an interactive walkthrough will be added here.

Accessing Role Management

1. Navigate to Configuration > Users & Roles.
2. Select the Roles tab.

Understanding Roles

A role is a named set of permissions. For example:

• Admissions Manager -- Full access to all features.
• Admissions Officer -- Can manage leads, forms, and activities but cannot configure settings.
• Viewer -- Read-only access to lead data and reports.

System Roles

The system comes with predefined access levels:

• Manager (ROLE_MANAGER) -- Full platform management access.
• Full Access (ROLE_ACL_ADMISSIONSCRM_FULL) -- Complete admissions module access.
• Basic Access (ROLE_ACL_ADMISSIONSCRM_BASIC_ACCESS) -- Read and basic operations.
• Config Access (ROLE_ACL_ADMISSIONSCRM_CONFIG_ACCESS) -- Configuration and settings write access.

Custom Roles

You can create custom roles that combine specific permissions:

1. Click New Role on the Roles tab.
2. Enter a Role Name (e.g., "Admissions Coordinator").
3. Configure permissions using the permission groups (see below).
4. Click Save.

Permission Groups

Permissions are organized into logical groups:

Leads

Permission	Description
leads.view	View lead list and detail pages
leads.create	Create new leads manually
leads.edit	Edit lead details and CRM fields
leads.delete	Delete leads
leads.assign	Assign leads to staff members
leads.transfer	Transfer leads between pipelines
leads.export	Export lead data

Forms

Permission	Description
forms.view	View form list and submissions
forms.create	Create new forms
forms.edit	Edit form design and settings
forms.delete	Delete forms
forms.publish	Publish/unpublish forms

Contracts

Permission	Description
contracts.view	View contract list and details
contracts.create	Create new contracts
contracts.send	Send contracts for signing
contracts.complete	Mark contracts as complete
contracts.void	Void active contracts

Configuration

Permission	Description
settings.view	View configuration pages
settings.edit	Modify settings and configurations
settings.unlock_sections	Lock/unlock protected configuration sections

Users & Roles

Permission	Description
users_roles.view	View user list and role assignments
users_roles.manage	Create/edit roles and assign to users

Permission Matrix

The Permissions tab provides a visual matrix showing all roles and their permissions:

1. Navigate to Users & Roles > Permissions tab.
2. The matrix displays:
   • Rows: Permission groups and individual permissions.
   • Columns: Each configured role.
   • Checkboxes: Whether a role has each permission.
3. Check or uncheck permissions to modify roles.
4. Click Save to apply changes.

Using the Permission Matrix

1. Scan across a row to see which roles have a specific permission.
2. Scan down a column to see all permissions a specific role has.
3. Make changes by toggling checkboxes.
4. Click Reset to discard unsaved changes.
5. Click Save to apply all changes at once.

TIP

The permission matrix is the most efficient way to compare permissions across roles and make bulk changes. Use it for auditing access levels.

Editing a Role

1. Find the role in the Roles tab.
2. Click Edit.
3. Modify the role name or permissions.
4. Click Save.

Deleting a Role

1. Find the role in the Roles tab.
2. Click Delete.
3. Confirm the deletion.

WARNING

Deleting a role removes it from all users who had it assigned. Those users will lose the permissions that role provided. Ensure no users depend solely on the role being deleted before removing it.

Best Practices

1. Start with few roles -- Begin with 2-3 roles (Admin, Officer, Viewer) and add more only when needed.
2. Name roles descriptively -- Use names that clearly indicate the role's purpose (e.g., "Campus Tour Coordinator" not "Role 3").
3. Audit regularly -- Review the permission matrix quarterly to ensure roles align with current responsibilities.
4. Document your roles -- Keep a record of what each role is for and who should have it.

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