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Understand module settings and roles togetherKey definitionsPredefined rolesNavigate to Roles and permissionsView and edit rolesUnderstand the permissions panelUnderstand role precedence Understand visibility and reporting impact
Go to Admin portal → Other settings → Roles and permissions
Click the expand arrow next to any role to open its permissions panel.Permissions are organized by module.You can use the Permissions filter — set to 'All' or 'Enabled only' — to focus on what is currently active.
Click the expand arrow next to the role you want to edit.Click 'Edit'.Use the module toggle to enable or disable all permissions under a module at once.Use individual checkboxes to enable or disable specific permissions within a module.Click 'Save changes'.
Select the level (Account, School, Course, or Class) under which you want to create the role.Click 'Create custom role'.Select a base role template — the new role will inherit that template's permissions as a starting point.Enter a role name and an optional role description.Click 'Save'.
To duplicate: open the options menu on the custom role and select 'Duplicate'.To delete: a custom role can only be deleted if no users are currently assigned to it. If users are assigned, reassign or remove them first, then delete the role.
School-level Teacher — general access across the schoolCourse-level Curriculum Lead — editing rights within the Grade 5 Science courseClass-level Observer — read-only access inside Class 5B
Claude version- How can I configure roles and permissions for my school as an administrator?
The Roles and Permissions module allows you to control what each staff member can see and do across your school's Toddle account. By assigning roles at the account, school, course, or class level, you can ensure every user has the right level of access based on their responsibilities. Because role changes affect all modules across the platform, it is important to understand how the system works before you begin configuring it.
This article will cover:
Understand module settings and roles together
Roles and Permissions works alongside the Toggle Modules setting — and the two are often confused. Here is how they relate:
Toggle Modules controls whether a module (such as Gradebook, Attendance, or Portfolios) is visible and active for your school. If a module is turned off here, it will not appear for any user, regardless of their role. Refer to this article to learn how to configure module visibility using Toggle Modules.
Roles and Permissions controls what a user can do within a module that is already active — for example, whether they can view data, edit it, or manage configurations.
If you grant a staff member permission to access the Gradebook but the Gradebook module has been toggled off, they will still not see it. Both settings must be in place for access to work. If you've enabled a permission but a module still isn't appearing for a user, check the Toggle Modules setting first.
Note: Enabling a permission alone is not sufficient if the module itself has been turned off. Both settings must be active for a user to access a module.
Key definitions
Permissions Individual actions or access rights within a module — for example, the ability to view reports, edit assessments, or manage class rosters. Each permission can be enabled or disabled independently.
Roles A named collection of permissions that can be assigned to staff members. A role defines what a user can do at a given level of the system. Toddle provides predefined roles, and you can also create custom roles.
Levels The structural layer at which a role applies. Toddle supports 4 levels — Account, School, Course, and Class. A role assigned at 1 level only governs access within that scope.
Predefined roles
Toddle provides a set of predefined roles across 3 levels. These roles cannot be deleted, but their permissions can be edited (except for Super admin). The table below lists all predefined roles and what each one is designed for.
Account-level roles
Role
Designed for
Super admin
Full access across the entire account. Cannot be edited or modified in any way. Typically assigned to the most senior platform administrators.
IT admin
Administrative access for managing technical configurations at the account level, such as integrations and system-wide settings.
Non admin user
The default account-level role. Provides standard access without administrative privileges. Assigned to most staff members who do not require account-level admin rights.
There are no rows in this table
Programme-level roles
Role
Designed for
Coordinator
Designed for programme leads or heads of department who need broader oversight and configuration rights within a programme — such as managing curriculum, assessments, and programme-wide settings.
Teacher
The default programme-level role. Designed for educators who plan, teach, and assess within a programme. Provides access to curriculum planning, assessments, gradebook, and class management.
Learning support staff
Designed for staff who support student learning but do not require full teaching rights — such as learning support assistants or inclusion coordinators. Provides more limited access than the Teacher role.
There are no rows in this table
Class-level roles
Role
Designed for
Teacher
The default class-level role. Provides full teaching access within a specific class, including the ability to manage assignments, mark attendance, and communicate with students and families.
There are no rows in this table
Note: Where a level has a default role marked, that role is applied automatically when no other role has been explicitly assigned at that level.
Note: You can create custom roles at any level if the predefined roles do not match your school's needs. Refer to the section below for more details.
Navigate to Roles and permissions
To access Roles and permissions:
You will only see this page if your role includes permission to manage roles. If the page is not visible to you, contact your account administrator.
Once on the page, you will see a list of roles and the number of staff assigned to each. You can use the tabs at the top to switch between the 4 levels: Account, School, Course, and Class.
View and edit roles
View permissions for a role
Edit a predefined role
You can edit the permissions within any predefined role (except Super admin) to adjust what users assigned to that role can access.
Changes take effect immediately after saving. Every user assigned to that role is affected at once, and no notification is sent to staff automatically. You can reverse changes at any time by editing the role again.
Note: The Super admin role cannot be edited, and its description cannot be modified.
Create a custom role
You can create a custom role when predefined roles do not match the access level you need for a specific staff member or group.
The custom role will appear alongside predefined roles at that level. It has no impact on any user until it is assigned. Refer to this article to learn how to assign roles to staff members.
Note: If you remove a permission or delete a role, users previously assigned to it will lose access to the affected feature immediately.
Duplicate or delete a custom role
Note: Predefined roles provided by Toddle cannot be deleted.
Understand the permissions panel
When you open a role for editing, permissions are grouped by module. Within each module, you will see the following controls:
Module toggle Enables or disables all permissions under that module at once.
Note: If you disable a module toggle and later re-enable it, the individual checkboxes will not return to their previous selections. You will need to re-enable each permission manually.
Individual checkboxes Controls for specific actions within a module, such as viewing, editing, or managing configurations.
Special indicators
The permissions panel uses 3 visual indicators to flag permissions that require extra attention:
Indicator
What it means
P icon — Power permission
Grants elevated or structural access, such as the ability to manage a class roster. Not enabled by default and requires intentional manual activation. High-impact but reversible.
Link icon — Dependency permission
This permission requires another permission to be enabled first. Hover over the icon to see which permission is required. If the linked permission is not active, the dependent feature will remain inactive even if this permission is enabled.
N/A
This permission cannot be configured at the current level. It is controlled exclusively at the account level. To change it, edit the relevant account-level role.
There are no rows in this table
Understand role precedence
When a staff member is assigned roles at more than 1 level, Toddle applies the most specific role for the context they are currently in. The priority order is:
Class → Course → School → Account
The class-level role takes highest priority within a class. The account-level role applies only where no more specific role has been assigned. Permissions are not merged — the most specific role governs entirely within its context.
This means a staff member can have broader access at the course level and more restricted access inside a specific class simultaneously. Both can be intentional and correct.
Note: Roles are not tied to an academic year. Any change you make applies across all academic years, including archived ones.
Example scenario: how multiple roles interact
Consider a staff member named Jamie Reeves, assigned roles at 3 different levels:
Role applied in each context:
Context
Role applied
What Jamie can do
General school navigation
School-level Teacher
Standard teacher access across the school
Grade 5 Science course
Course-level Curriculum Lead
Can edit curriculum, assessments, and course content
Class 5B
Class-level Observer
Read-only — cannot edit anything inside Class 5B
Any class without a class-level role assigned
School-level Teacher
Standard teacher access
There are no rows in this table
Jamie's course-level editing rights do not override the class-level restriction inside Class 5B. The class-level role is the most specific and always takes precedence within that context.
Understand visibility and reporting impact
Role and permission changes affect what users can see across several areas of Toddle. The table below summarizes the key areas:
Area
Impact
Gradebook
Access is limited if grading permissions are restricted for the role
Reports
Viewing and editing depend on report-related permissions assigned to the role
Insights
Access is permission-controlled
Students and families
Do not have access to the Roles and permissions module
There are no rows in this table
Understanding how roles, levels, and precedence work together allows you to configure precise access across your school without overexposing sensitive data or configurations. Refer to this article to learn how to assign roles to staff members, or this article to learn how to manage module visibility.
We hope you found what you were looking for. Explore other articles for more!
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