With permissions you decide, per administrator, what they can see and do in the admin portal. An account first gets a role; only for the role Admin do you then tick which areas that person manages. This way a treasurer gets only finance and a communications officer only announcements.
Where to find it
Sidebar → Organization Management → Users. Create a new account with the Add user button at the top right. To change an existing admin’s permissions, open the user and click the pencil (edit); the Permissions block is at the bottom.
Who can do this
- Opening the Users page: Manage users (
manage_users). - Creating an account with the role Admin and changing admins’ permissions: Manage admins (
manage_admins). Without it the role Admin is missing from the list and you do not see the Permissions block. - Granting the roles Super Administrator and Umbrella admin, and changing the role or organization of an existing account: only the Aqlemy platform administrator.
- The role Teacher is only in the list when the Teachers module is in your plan.
Roles and permissions — how they work together
- The role sets the type of account: Member, Teacher or Admin (and, only by Aqlemy, Umbrella admin and Super Administrator).
- Permissions exist only for admins. A teacher has no permissions: their menu is fixed: Dashboard, Notifications, Student dossier, Attendance, Homework, Progress, Exams and Educational Materials, plus Announcements, Newsletters, Communication, Tasks, Events and Holidays when those modules are on. For student data they only see their own classes. A member has no access to the admin portal.
- A menu item appears only when two things are true: the admin has the permission, and the module is in your organization’s plan. A permission does not reveal a module your organization does not have.
- You can only grant permissions you have yourself; other boxes are greyed out. On your own account you can only reduce permissions, never extend them.
Step by step: create an admin
- Go to Sidebar → Organization Management → Users. Click Add user.
- Choose Admin under Role and enter a username. Admins sign in with this username, not with their email address.
- Enter name, email address and phone number.
- In the Permissions block, tick per category what this admin may do. Everything is off by default.
- Leave Generate password automatically on, or turn it off and choose a password of at least 8 characters.
- Click Create user. A generated password is shown once in a message. Write it down and share it securely: the portal sends no invitation email.
Step by step: change an existing admin’s permissions
- Open the user on the Users page and click the pencil.
- Scroll to Permissions. Optionally use Select all / Deselect all.
- Click Save permissions. This button is separate from Save Changes for the profile details.
For a teacher you see the Module access block instead of Permissions (the box for managing educational materials). Changing it requires Manage groups (manage_groups).
All permissions: users, education and communication
| Permission (on screen) | What it opens |
|---|---|
Manage admins (manage_admins) | Create admins and change their permissions. |
Manage users (manage_users) | Organization Management → Users; Member management → Member hub and Member list (module Member Registration). |
Manage deletions (manage_deletions) | Organization Management → Account deletions: deletion requests and the recycle bin. |
Manage students (manage_students) | Education → Student dossier, Attendance, Homework, Progress, Exams (module Student dossier) and Lesson Observations (module Lesson Observations). |
Manage teachers (manage_teachers) | Education → Teacher and Class Management and Teacher Absence Management (module Teachers). |
Manage groups (manage_groups) | Education → Educational Materials, and teachers’ Module access. |
Manage announcements (manage_announcements) | Communication → Announcements. Does not give access to Newsletters or Communication. |
Manage newsletters (manage_newsletters) | Communication → Newsletters and Newsletter Templates. |
Manage communication (manage_complaints) | Communication → Communication: complaints and conversations (module Communication). |
Manage planning (manage_planning) | Planning → Tasks, Events, Holidays and Events → Events & Registrations. Does not give access to Meeting Minutes. |
Manage meeting minutes (manage_minutes) | Organization Management → Meeting Minutes (module Tasks). |
All permissions: finance, organization, reporting and other
| Permission (on screen) | What it opens |
|---|---|
Manage billing (manage_billing) | Finance → Finance, Payment Requests and Teacher Finance; also Change plan and Cancel on the subscription card. |
Manage advertising (manage_advertising) | Finance → Advertising (module Advertising). |
Manage Live Fundraising (manage_live_fundraising) | Finance → Live Fundraising: set up evenings, pair screens, insights. |
Operate Live Fundraising (control desk) (operate_live_fundraising) | Finance → Control desk: enter gifts and switch scenes on the evening itself. |
Manage inventory (manage_inventory) | Finance → Inventory (module Inventory). |
Manage organization (manage_organization) | Organization Management → Organization Parts. |
Manage settings (manage_settings) | Settings → Settings; Organization Management → Laposta email marketing; Support → Platform Messages. Also needed to accept new legal terms on behalf of the organization. |
Manage public website (manage_public_site) | Organization Management → Public website, including the custom domain. |
Manage widget screens (narrowcasting) (manage_widget_screens) | Data & Content → Widget Screens (module Widget Screens). |
Set up the dashboard (manage_dashboard) | Decide the default dashboard layout for the whole organization, and whether admins may make their own layout. Grants no access to data: each block needs its own permission. |
Member check-in (QR scanner + member discount) (manage_check_in) | Member management → Check-In. |
View reports (view_reports) | Data & Content → Reports, Data Management and Registrations. |
Create and schedule reports (manage_reports) | Build, share and schedule your own reports by email in Reports (on top of View reports). |
View logs (view_logs) | Organization Management → Activity log. |
Use the help assistant (use_help_assistant) | Ask the AI help assistant in the ? panel. It does not read your organization’s data. |
An umbrella admin has separate umbrella permissions (for example View federated dashboard and Manage member organizations). Only Aqlemy sets those.
I can’t see it / it doesn’t work
- A colleague cannot see a page. First check the permission in the tables above. If it is on and the menu item is still missing, the module is not in your organization’s plan (see the article ‘What is Aqlemy and how is it structured?’).
- A box is greyed out. You do not have that permission yourself. Ask an admin who does.
- I don’t see the role Admin or the Permissions block. You are missing Manage admins.
- The change was not saved. Click Save permissions, not only Save Changes.
- I cannot change the role. Only the Aqlemy platform administrator can change a role. Create a new account if needed.
Frequently asked questions
Does a new admin get an invitation email? No. You create the account directly and share the username and password yourself, securely.
Can I extend my own permissions? No, on your own account you can only reduce permissions.
Does Manage settings also give access to widget screens? No. Widget Screens has its own permission: Manage widget screens (narrowcasting).
Can an admin with Manage planning see the meeting minutes? No. That needs Manage meeting minutes.
Does a teacher need permissions? No. Teachers have a fixed menu and only see their own classes.