Data security and access are extremely important in environments such as schools, which often are managing significant volumes of personal information spanning across staff, parents and students. Increasingly, schools are using ParentPaperwork to capture, manage and report this data, and we have implemented a range of ways you can control access to data and functionality in ParentPaperwork.
This blog post outlines the types of permissions and configuration you can implement with ParentPaperwork in your school. You can also check out our Knowledge Base for further information.
A school may have as many Users accessing ParentPaperwork as they like. Note we have single sign-on for both Office 365 and Google, making it really easy to enable access for large groups of school staff. We can also synchronise a list of your staff each night as part of our overall data import schedule for your school.
There are two User Roles:
- Administrator – complete access to all of ParentPaperwork’s features and configuration. We’d recommend you limit the number people with this ‘Access All Areas’ permission.
- User – a standard User. They cannot alter ParentPaperwork’s configuration (including managing Users) nor can they edit the Form Templates and Workflows. User Permissions can be applied to ‘Users’.
By default, a User has access to all information, and you can use various permissions settings to control and define their access.
Individual User Permissions
A User can have their access restricted in multiple ways:
- They can be configured to only have View access. They’ll be able to log into ParentPaperwork and see all the information but will not be able to add new data or edit existing data – for example, they cannot create a new Slip nor edit a Student or Contact.
- They can have their access restricted to only Slips they created or those on which they appear on the workflow. In a busy school, with many Slips being sent, this is a great option to reduce the ‘noise’ for a particular user so they only see the information relevant to them.
- They can have their access restricted to specific Student Lists. By default, this also means their access is restricted to only the Slips they create or those on which they appear on the workflow, as per option 2 above. This is perfect for parent class reps and others who should only have access to very specific groups of students and parents
- Users can be assigned to User Groups, and the above permissions will be controlled via the Group.
User Groups can be used to control permissions for groups of Users. You can set the same permissions as for individual Users, and these will apply to Users assigned to the Group instead of the individual permissions.
The User Groups list page summarises the permissions assigned to each Group.
Editing a User Group allows you to control the permissions.
Users Groups and Form Template Categories
User Groups can be used to control access to sets of Form Templates via the Template Categories.
A Form Template can be assigned to one or more Form Template Categories. A Category may be assigned to one or more User Groups.
If a Category is assigned to a User Group, only Users assigned to the Group can:
- Create a new Slip/Form from the Templates in that Category
- Access an existing Slip/Form that was created from the Templates in that Category
By using a combination of User permissions, User Groups and Form Template Categories, you can restrict access to information in ParentPaperwork to selected Users and groups of Users.
For example, perhaps staff within school departments can be given view only access to Slips/Forms relevant to their department, while the heads of department can edit and manage forms across one or more departments. Or only school leaders are given access to Forms relating to human resources or staffing issues.