Assigning Roles
Every user in BeamEdUp has at least one role that determines their permissions. Roles can be assigned during user creation or changed later through the edit form. This guide explains how role assignment works and what to consider.
How to Assign or Change a Role
1
Open the User Profile
Navigate to Users from the sidebar and click on the user you want to modify. This opens their detail page showing current roles and status.
2
Click "Edit"
Click the Edit button to open the user editing form. The current role is pre-selected in the Role dropdown.
3
Change the Role
On the Basic Information tab, find the Role dropdown under Account Configuration. Select the new role. The available roles depend on your institution type (schools show Teacher/Student, coaching centers show Instructor/Learner).
4
Assign a Branch (If Applicable)
If the user's new role is branch-scoped (Branch Admin, Instructor, or Learner), make sure to select the appropriate Branch from the dropdown. This determines which branch data they can access.
5
Save Changes
Click Update User to save. The role change takes effect immediately — the user's dashboard and permissions will reflect the new role on their next page load.
Who Can Assign Which Roles
Not everyone can assign every role. You can only assign roles at your level or below in the role hierarchy:
| Feature | Org Admin | Branch Admin | Instructor | Learner | Guardian |
|---|---|---|---|---|---|
Assign Org Admin role | |||||
Assign Branch Admin role | |||||
Assign Instructor role | |||||
Assign Learner role | |||||
Assign Guardian role | |||||
Assign Custom roles |
Multiple Roles Per User
BeamEdUp supports assigning multiple roles to a single user. This is useful when someone wears multiple hats — for example:
- A teacher who also coordinates the branch → Instructor + Branch Admin
- A parent who is also a staff member → Guardian + Instructor
- The school owner who manages everything → Org Admin (single role with full access)
When a user has multiple roles, they receive the combined permissions of all their roles. The system always grants the highest level of access available.
Roles and Branch Scope
Some roles are scoped to a specific branch, while others have organization-wide access:
- Organization-wide: Org Admin — sees all branches, all users, all data
- Branch-scoped: Branch Admin, Instructor, Learner, Guardian — only see data from their assigned branch
Best Practices
- Start with the minimum role — assign Instructor or Learner first; promote to Branch Admin only when needed
- Document role assignments — keep track of who has administrative roles for audit and security purposes
- Review roles periodically — at the start of each academic year, review whether users still need their current roles
- Use custom roles for edge cases — if the built-in roles don't fit, create custom roles with specific permissions instead of over-assigning