A school is run by more than one person, so early on you invite your team and decide what each person can do. Access on Lernmark follows a person's role and the school or department it applies to, and it is enforced by the platform itself, not just by hiding buttons.
This page is the practical how-to. For exactly what every role can see and change, read Roles and permissions in detail.
Where you manage people
As the Account admin you will find three screens in the Account area:
| Screen | What it is for |
|---|---|
| Users and roles | Everyone with access to your account, and the role each person holds at each school. Invite new people and assign roles here. |
| Administrators | The administrators and officers of your schools and departments, with the founding admin marked. |
| Schools | Your schools. Open one and choose Access to see who has access to that school and to appoint people inside it. |
Invite someone new
- Open Users and roles and choose Invite user.
- Enter their full name and email.
- Choose their role.
- For a school-level role, choose the school. For a Department admin, choose the department.
- Send the invitation. They accept by email and set their own password.
Every school-level role lives in one school
School admins, Finance officers, HR officers, Student welfare officers and the two payroll roles are always appointed into one specific school. If you run several schools, appoint each person where they work. Someone who helps two schools simply holds the role twice.
Give an existing person another role
People often need more than one role. The founder of a small school might be the Account admin, the School admin and the Finance officer.
- Open Users and roles, or a school's Access page.
- Choose Assign role next to the person.
- Pick the role and where it applies, then save.
The person's access becomes the combination of all their roles.
The roles you can hand out
| Role | Where it applies | In short |
|---|---|---|
| Account admin | The whole workspace | Owns the account: schools, billing, branding, appointments and oversight of everything. |
| School admin | One school | Runs the school day to day. |
| Department admin | One department | Runs a department's courses, students, attendance and results. |
| Finance officer | One school | Handles fees, invoices, payments, refunds and scholarships. |
| HR officer | One school | Keeps staff records and decides leave. |
| Student welfare | One school | Keeps guardian, health, discipline and other sensitive student records. |
| Payroll preparer | One school | Prepares payroll runs. |
| Payroll approver | One school | Approves payroll runs and posts them to the accounts. |
| Teacher | A school, a department or their classes | Teaches and records work for their own classes. |
Students join through enrolment and parents through a parent-portal invitation for their child, so you rarely assign those two roles by hand.
Give the narrowest role that does the job
A School admin can see finances but not change them; a Finance officer handles money. Payroll needs two different people: one prepares, another approves. Choosing the narrowest role keeps sensitive work deliberate.
Who else can appoint
You are not the only one who can bring people in:
- A School admin can invite further School admins for their own school, and Department admins for departments inside it.
- School and Department admins enrol students and assign teachers to classes.
- School admins invite parents to the parent portal for a specific child.
Specialist roles (finance, HR, welfare and payroll) are appointed by an Account admin only.
Change or remove access
When someone changes job or leaves, open Users and roles (or the school's Access page) and edit or revoke the role. Revoking a role leaves the rest of the person's access untouched, and every change is kept in the activity log.
The founding admin is protected
The founding Account admin cannot be removed by other administrators, and the last Account admin can never be removed, so your workspace always has an owner.
What you achieved
- Your team has been invited with the right roles, in the right schools.
- You know where to add, change and remove access.
- You know which roles only an Account admin can appoint.
Next, describe your school so everything else has a foundation: Academic structure.