Understanding User Roles in 4SCH
Different people in your school need access to different features. 4SCH organizes this through user roles. Think of a role as a job title that determines what you can see and do in the system.
Quick Role Overview
School Administrator
Who they are: School principals, directors, or office managers
What they do: Set up and manage the entire school system via the web admin panel
Key responsibilities:
- Create academic sessions and terms
- Add and manage staff, teacher, and student accounts
- Configure fee structures and payment gateways
- Generate school-wide reports and analytics
- Control system settings and permissions
- Manage transportation, gallery, and announcements
- Approve leave requests and monitor attendance
Access: Web-based admin panel only
→ Read the full School Administrator GuideTeacher
Who they are: Subject teachers, class teachers, department heads
What they do: Manage daily classroom activities and student assessment
Key responsibilities:
- Mark attendance for their classes
- Create and grade assignments
- Enter exam marks and generate report cards
- Post announcements to classes
- Communicate with parents about student progress
- View class performance reports
- Manage lessons and study materials
Access: Web portal and mobile app (Android/iOS)
→ Read the full Teacher GuideParent/Guardian
Who they are: Parents, guardians, or sponsors of students
What they do: Monitor their children's progress and handle school fees
Key responsibilities:
- Check children's attendance and grades
- View and pay school fees online or via cash
- View timetables, assignments, and exam schedules
- Receive school announcements and notifications
- Message teachers with questions
- Download report cards, fee receipts, and transaction history
- Track transportation (if enrolled)
- Manage multiple children from one account
Access: Mobile app (Android/iOS) and web portal
→ Read the full Parent GuideStudent
Who they are: Enrolled students in the school
What they do: Access learning materials and track their own progress
Key responsibilities:
- View class timetable and exam schedule
- Submit assignments online with file uploads
- Check grades, attendance, and exam results
- Read school announcements and notices
- Access study materials and lesson content
- Take online exams (if enabled)
- View subject-wise performance reports
- Communicate with teachers
- Check fee payment status
Access: Mobile app (Android/iOS) and web portal
→ Read the full Student GuideNon-Teaching Staff
Who they are: Office clerks, admission officers, librarians
What they do: Handle specific administrative functions
Key responsibilities vary by position:
- Admission Officer: Enroll new students, manage applications, verify documents
- Office Clerk: General administrative support and record keeping
- Librarian: Manage library resources and student borrowing (if applicable)
Access: Web portal with role-based permissions
→ Read the full Non-Teaching Staff GuideAccountant/Finance Officer
Who they are: Finance managers, bursars, accountants
What they do: Manage all financial operations of the school
Key responsibilities:
- Process fee payments (cash, online, cheque)
- Generate invoices and receipts
- Track fee collection and defaulters
- Manage expenses and income
- Generate financial reports
- Reconcile payment gateway transactions
- Monitor payment deadlines
Access: Web portal with finance module access
→ Read the full Accountant GuideDriver
Who they are: School transportation drivers managing student routes
What they do: Transport students safely and manage route attendance
Key responsibilities:
- Execute daily pickup and drop-off routes
- Mark student attendance during trips
- Track real-time locations for parent visibility
- Report route issues and delays
- Maintain vehicle information
- Apply for leave when needed
- Communicate with parents and coordinators
Access: Mobile app (Android/iOS) only
→ Read the full Driver GuideCommon Questions About Roles
Can someone have multiple roles?
Yes! It's common for one person to have multiple roles. For example:
- A teacher who also serves as vice principal has both Teacher and Admin roles
- A parent who works as a staff member has both Parent and Staff roles
- A school owner might have Super Admin, Admin, and even Teacher roles
When you log in, you'll see options for all your roles and can switch between them.
Who decides what role I get?
Your School Administrator assigns roles. When they create your account, they choose which role(s) you receive based on your position in the school.
Can my role be changed?
Yes. If your responsibilities change (for example, you become a department head), the administrator can add or remove roles from your account at any time.
What if I can't see something I need?
If you need access to a feature you can't see, contact your school administrator. They can:
- Add a new role to your account
- Adjust permissions within your existing role
- Provide training on how to access the feature
Role-Based Access: What This Means
4SCH uses role-based access control to keep information secure and organized. Here's what this means in practice:
Teachers can only see:
- Classes they teach
- Students in their classes
- Grades for their subjects
Parents can only see:
- Information about their own children
- Messages sent to them
- Fees for their children
Students can only see:
- Their own records
- Their class information
- Public announcements
This protects everyone's privacy and prevents accidental changes to information you shouldn't be editing.
Getting Help with Your Role
If you're unsure what you can do with your role:
- Check this documentation — Use the guide for your specific role (links above)
- Ask your administrator — They can explain your permissions or adjust them
- Try the feature — If you don't have access, 4SCH will tell you clearly
When you first log in, take a few minutes to explore your dashboard. Click around and see what options are available to you. You can't break anything by exploring!