Skip to content
Module visibility and Roles and permissionsOverview of Roles and PermissionsRole definitions at each levelConfigure Roles and Permissions Create a custom roleUnderstand role precedence
Toggle modules: These control whether a module (like Gradebook, Portfolio) is available for a particular school. Even if a user’s role includes permissions for a module, they won’t see it unless the module is enabled. Navigate to Admin portal > Toggle modules to check which modules are enabled for your school.Roles and Permissions: These define what actions a user can take once the module is available to them. Roles like Class teacher, Observer, or School principal have different permissions that determine whether they can view, edit, or manage features inside a module.
Has full access to all content and configurations across the account. This role is typically assigned to platform administrators who manage the entire setup.Can view all classes, staff, and most modules (like attendance, planning, and insights), but cannot make changes to configurations. Suitable for school heads or coordinators who require visibility across schools.Can manage data related to staff, students, families, and classes across the account. Also has access to integrations and syncs with SIS.This role is ideal for technical administrators or IT managers responsible for overseeing data systems and integrations across the school network.Has no permissions at the account level. This is a default role for most educators, who work primarily within school, course, or class contexts based on their assigned roles there.
Can manage all configurations for the school and view all classes in the school.Ideal for school-level administrators responsible for setup and operations.Has view access to all classes within the school and most school-level modules, such as attendance and insights. Suitable for school leaders who need oversight without making changes.Can manage assignments, student attendance, and grades for the classes they are assigned to. Can view announcements, school policies and resources, calendar events and the school library.Can create incidents for all students of the school and suggest evidence for authorization and evaluation cycles.Assigned to educators responsible for day-to-day teaching and classroom management.Can manage announcements and messaging for the school.Best suited for staff coordinating internal communications.Can manage attendance-related configurations and view attendance insights for the school. Assigned to the staff responsible for attendance configurations and oversight at the school level.
Can create and organize course content, manage course settings, and edit the course plan. They can also configure standards, assessments and view/edit content across all associated classes. Ideal for curriculum leads or course coordinators responsible for setting up and managing course-level content.Can view course plan, homepage, grading configurations, and standards, but cannot make changes. They can also be assigned to specific classes to help assign course content to students. Suitable for staff who need access for instructional planning and student allocation but don’t need editing rights.
This role provides full edit access to all features of the classes they are assigned to. Class teachers can create and manage assignments, portfolios, attendance, announcements, and more. This is typically used for class teachers, subject teachers, or anyone responsible for leading instruction in the class.Observers have view-only access to all areas of the classes they are assigned to. They can browse lesson plans, student work, and progress, but cannot make any edits. This role is ideal for mentors or shadow teachers who need visibility into classroom activities without being involved in day-to-day teaching.Users with this role can grade assignments, manage weekly planners assigned to them, mark attendance, and view all other features of the class. They support the main class teacher and have access to perform only selected instructional or administrative actions. This role is designed for support teachers working alongside lead teachers.This role is for staff who temporarily take over a class in the absence of the main teacher. They can mark attendance and view all other class content, but have limited edit access. The permissions can be adjusted based on your school’s preferences to control what substitutes can or can’t do while covering a class.
Click Create a custom role button in the top-right corner of any role tab (Account, School, Course, or Class roles).Start by choosing one of the predefined roles as a starting point. Give your custom role a name Add a role description and click ‘Create’. Edit name and descriptionDuplicate the roleDelete the role
Enable/disable an entire module using the toggle switch. Disabling the module will automatically disable all associated permissions within it.Toggling it back does not restore previously selected checkboxes; you’ll need to manually re-enable individual permissions.Control individual permissions within a module using checkboxes. For instance, you might allow users to view announcements but restrict them from creating or publishing.If a permission is greyed out or disabled, it may depend on another module or be restricted at a different level.When you’re done, click Save changes to apply the updated configuration.Sometimes, you’ll see an N/A label next to a permission or module. This means that the permission can’t be edited at the level you're currently viewing.Granting or denying access to such modules must be done through the user’s account-level role instead.For example, the ‘Announcements’ module appears under School level permissions but shows N/A. Even if you enable related permissions like ‘Create and publish announcements’ here, it will not grant access unless the user's account-level role also has access to the Announcements module. Some permissions are marked with a ‘P’ icon, indicating a power permission. These should be approached with caution and enabled only when absolutely necessary. For example, the ‘Manage school roster’ permission allows users to make significant changes to the school's data and structure.You may also see a link icon beside certain permissions. This means the permission depends on another related permission to work properly. Hovering over the icon will show you which permission is linked. For example, to enable access to sync and integrations, the user must have access to the Admin Portal.
Class observer for Grade 8B EnglishCourse editor for Creative Writing courseSchool Principal (Redpine Middle)Account supervisor at the account levelIn the Creative writing course, where he is the Course editor, he can edit course plans and collaborate on unit design. He can also make changes in the associated Grade 8A English class, even without a direct class-level role, because the course-level role takes precedence when there’s no conflicting class role.When Ari enters Grade 8B English, his Class observer role takes precedence, overriding his course-level editor access, giving him only view access within the class. In other courses at Redpine Middle school, where he has no course or class-specific role, his School principal role lets him view all courses and classes at the school.Outside Redpine Middle school, his Account supervisor role applies. He can view basic account-wide settings and data, but has no access to manage courses or student-level content in other schools.
How can I configure roles and permissions for my school as an administrator?
The Roles and Permissions module in Toddle helps you manage staff access with clarity and precision. With granular permissions and ready-to-use role templates, you can define responsibilities at multiple levels: account, school, course, and class, and assign flexible, reusable roles to match how your staff work.
This article will cover:
Module visibility and Roles and permissions
Toddle uses a combination of module visibility settings and role permissions to determine what users can access and do.
Overview of Roles and permissions
Permissions: These are specific actions users can be allowed or restricted from doing, such as creating unit plans, accessing the admin portal, or editing progress reports.
Roles: A role is a bundle of permissions. One role can be assigned to multiple users and updated centrally. When you update a role’s permissions, the changes automatically apply to all users assigned to that role.
In Toddle, roles are assigned at four levels:
Level
Purpose
Typical roles
Account
Applies platform-wide across all schools
IT, leadership, or admin teams managing system-wide setup.
School
Applies to users working within a specific school. Controls access to school-wide settings, content, and insights
School principals, coordinators, and curriculum heads
Course
Applies to a specific course within a school (e.g. Grade 6 Math). Used to manage course-level content, assessments, and grading.
Subject heads, course editors
Class
Applies to an individual class section within a course. Used to support day-to-day teaching, student interactions, and classroom activities.
Class teachers, co-teachers, teaching assistants, or substitutes
There are no rows in this table
Note: A role is mandatory at the account level for every user. If no role is defined at the school, course, or class level, Toddle will apply the account-level role in those contexts.
Role definitions at each level
Roles can be accessed from Admin Portal→ Other settings→ Roles and Permissions. Each level has predefined roles you can use or customise.
You’ll start on the Setup assistant page, which gives you an overview of how roles work across your Toddle account. On the left panel, you’ll find four tabs: Account roles, School roles, Course roles, and Class roles.
Each tab includes predefined role templates for that level, along with a count of how many staff members are currently assigned to each role.
Note: Roles and permissions in Toddle are academic year agnostic. This means once a role is assigned, it remains consistent across all academic years. For instance, if a user is assigned the Super Admin role in the current year, they will retain the same role and permissions when viewing or switching to previous academic years.
1. Account roles
Account roles define what staff members can access and manage across all schools within an account. These roles are typically assigned to non-teaching staff or school leaders who need visibility or control at the organizational level.
Super admin
Account supervisor
IT admin
Basic account user
2. School roles
School-level roles define what staff can access and manage within specific schools. These are relevant for school leadership and administrative tasks.
School admin
School principal
Teacher
Communications manager
Attendance manager
3. Course roles
Course-level roles control what staff can access and manage within specific courses. These roles apply to educators managing individual courses like Grade 9 Math or Grade 7 Science.
Course Editor
Course Viewer
4. Class roles
Class-level roles control what a teacher can do inside specific classrooms. These roles are perfect for assigning access to teachers, assistants, or support staff based on how they work within a class.
Class teacher
Observer
Teaching assistant
Substitute teacher
Create a custom role
If the predefined roles don’t fully meet your school’s needs, you can create a custom role tailored to your specific staff responsibilities. To do so:
Note: Anyone who has permission to manage roles can create a custom role.
Once you create a custom role, it will appear alongside the predefined roles in the respective tab. You can use the three-dot menu under the Actions column to:
Note: You can’t delete any Toddle-defined roles. Custom roles can only be deleted if no staff members are currently assigned to them. Additionally, you cannot edit the role description for the Super admin role.
Configure role permissions
To configure the detailed permissions for any role, click the arrow ( > ) at the end of the row. This opens the permissions panel, where you can control what users assigned to that role can view, edit, or manage across Toddle.
The permissions shown depend on the level of the role. A role can only manage permissions at its level and below - not above it. For example, an account-level role can manage account, school, course, and class permissions, while a class-level role can manage permissions for classes only.
Within each role view, permissions are grouped under different modules such as Admin portal, School roster, Announcements, Timetable, etc. Each module contains granular actions that control what users can or cannot do.
You’ll also see an Applicable to column alongside each permission. This indicates the schools to which the permission applies.
Edit permissions
Click the Edit button on the top right to modify permissions for a role.
Note: The ‘Edit’ button for the Super admin account role will be disabled as it cannot be edited.
N/A permissions
Power permissions (P icon)
Dependency (Link icon)
Note: These indicators are consistent across all roles and levels and are designed to help you make informed decisions while configuring permissions.
Additionally, you can apply the ‘Permissions’ filter at the top right to display all permissions or restrict the view to those enabled for the selected role. You can scroll through the list or use the left navigation to jump between sections.
Understand role precedence
When a user is assigned roles at multiple levels, Toddle uses a precedence system to determine which role’s permissions should apply in a given context. This system ensures that the most specific role always takes priority over broader ones.
Let’s look at an example to understand how this works:
Ari Nolan is assigned the following roles:
Here’s how this plays out:
We hope that you could find what you were looking for. Explore other articles for more!
Want to print your doc?
This is not the way.
This is not the way.
Try clicking the ··· in the right corner or using a keyboard shortcut (
CtrlP
) instead.