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Edustream uses a role-based access model to ensure that every person on your platform — from the proprietor to a student — sees exactly what they need and nothing more. Getting your role assignments right from the start protects sensitive data, simplifies daily operations, and prevents accidental changes to critical settings. This guide walks you through each role, their permissions, and the practical steps for inviting and managing users.

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The Five User Roles

Super Administrator

Full access to all modules, settings, and billing. Typically the school proprietor or IT lead. There should be at most one or two of these per school.

School Administrator

Manages daily school operations — student records, attendance, finance, and communications. Cannot access billing or subscription settings.

Teacher

Enters CA and exam scores for assigned subjects, views class attendance, and accesses the e-learning portal. Scoped strictly to their assigned classes and subjects.

Parent / Guardian

Views their ward’s report cards, fee invoices, and school broadcasts. Can make fee payments through the parent portal. Read-only across all academic data.

Student

Views their own report cards, fee receipts, and e-learning content. Cannot see other students’ data or any administrative settings.

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Permissions Reference

The table below shows which modules and actions are available to each role. A ✅ indicates full access, View means read-only access, and ❌ means no access.
Feature / ModuleSuper AdminSchool AdminTeacherParentStudent
School Profile & Settings✅✅❌❌❌
Billing & Subscription✅❌❌❌❌
Academic Year & Terms✅✅❌❌❌
Grade Scale Configuration✅✅❌❌❌
Class & Subject Management✅✅❌❌❌
Invite & Manage Staff✅✅❌❌❌
Student Enrollment✅✅❌❌❌
CA Score Entry✅✅✅ (own subjects)❌❌
Exam Score Entry✅✅✅ (own subjects)❌❌
View All Student Scores✅✅View (own class)❌❌
Attendance Management✅✅View (own class)❌❌
Report Card Generation✅✅❌❌❌
View Own Report Card✅✅❌View (ward)View (own)
Fee & Invoice Management✅✅❌❌❌
Make Fee Payments✅✅❌✅❌
View Fee Receipts✅✅❌View (ward)View (own)
School Broadcasts✅✅❌View❌
E-Learning Portal✅✅✅❌View
User Role Management✅❌❌❌❌
Teacher access to scores and attendance is always scoped to the classes and subjects they have been explicitly assigned to. A teacher cannot view or edit scores for a class they have not been assigned, even if they are in the same school.

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How to Invite a Staff Member

Staff members — School Administrators and Teachers — are added to Edustream via email invitation. They receive a link to create their account and are immediately granted the permissions associated with their assigned role.
1

Navigate to User Management

From the main dashboard, click Settings in the left sidebar and select Users & Roles. The user list displays all active accounts in your school.
2

Click 'Invite Staff'

Click the + Invite Staff button in the top-right corner. An invitation dialog opens.
3

Enter the staff member's details

Fill in the following fields:
  • First Name and Last Name
  • Email Address — this becomes their Edustream login email; it must be unique across the platform.
  • Role — select either School Administrator or Teacher from the dropdown. (The Super Administrator role can only be assigned by another Super Administrator and should be granted sparingly.)
4

Send the invitation

Click Send Invite. Edustream sends an email to the address you provided with a secure, time-limited invitation link. The link expires after 72 hours — if the staff member does not accept in time, you can resend the invite from the Pending Invitations tab.
5

Confirm acceptance

Once the staff member clicks the link and sets their password, their status in the user list changes from Pending to Active. They can now log in and access the platform according to their role’s permissions.
Invitation emails are sent from noreply@edustream.app. Ask new staff members to check their spam or junk folder if they do not see the email within a few minutes.

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How to Assign or Change a User’s Role

You can update a staff member’s role at any time — for example, if a teacher is promoted to an administrative position.
1

Find the user

Go to Settings → Users & Roles and search for the staff member by name or email address.
2

Open their profile

Click the staff member’s name to open their user profile panel on the right side of the screen.
3

Change the role

In the Role field, click the current role label to open the role selector. Choose the new role from the dropdown.
4

Confirm the change

Click Save Changes. A confirmation dialog asks you to acknowledge that the user’s permissions will change immediately. Click Confirm. The role update takes effect on the user’s next page load — they do not need to log out and back in.
Changing a Teacher to a School Administrator grants them access to all student records and financial data. Changing a School Administrator to a Teacher immediately revokes their access to billing-adjacent modules. Review the permissions table above before making role changes.

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How Parents and Students Are Added

Parents and students are not added through the staff invitation flow. They are linked to the platform automatically during the student enrollment process.
1

Go to Student Enrollment

From the dashboard, navigate to Students → Enrol Student.
2

Complete the enrollment form

Enter the student’s personal details — full name, date of birth, gender, class, and any additional profile fields your school requires.
3

Create login credentials

In the Portal Access section, enter a login email address for the student (this can be a personal email or a school-issued address) and set a temporary password. The student will be prompted to change this password on first login.
4

Save the enrollment

Click Enrol Student. The student account is created automatically with the Student role. They can immediately log in to view their report cards, fee receipts, and e-learning content.

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Best Practices for Role Management

Following these guidelines will keep your Edustream account secure and your data well-organised as your school grows.

Apply Least Privilege

Grant users the minimum role needed for their job. A teacher who occasionally helps with administration does not need a School Administrator role — use the Teacher role and ask a School Administrator to handle admin tasks.

Limit Super Administrators

Restrict the Super Administrator role to one or two trusted individuals (e.g., the proprietor and the IT lead). This role has access to billing and can delete school data — it should not be used as a general admin account.

Review Users Each Session

At the start of each academic session, audit your user list. Deactivate accounts for staff who have left the school and ensure new hires have been properly invited before term begins.

Use Unique Email Addresses

Every Edustream account requires a unique email address. Avoid creating shared or role-based email accounts (e.g., admin@school.edu) for individual users — shared credentials make auditing and accountability impossible.
To deactivate a staff member’s account without permanently deleting it (preserving their score entry history), go to Settings → Users & Roles, open the user’s profile, and click Deactivate Account. Deactivated users cannot log in but their historical data — scores, attendance records, and notes — remains intact.

School Profile Setup

Configure your school name, logo, and branding before inviting your team.

Academic Year Setup

Set up terms, grade scales, and assign teachers to subjects and classes.