User Role Management

Role Management is a feature module to meet the usage needs of dynamic roles in the school district.

Role Management lets your district create flexible, data‑driven roles for Coaching and Mentoring.

With roles, you can: 

• Define any role you need (for example, “District Mentoring Coordinator,” “School Lead Mentor,” or “Principal”). 

• Assign those roles to users automatically based on demographic tags. 

• Control which staff members’ data each role can access. 

• Fine‑tune what each role can see and do in Coaching and Mentoring. 

Primary location requirement 

After Role Management is enabled, every Coaching and Mentoring user must have a valid primary location. The user’s primary location drives access. 

Systematic Role Assignment 

Systematic role assignment uses demographic tags to maintain roles as staff move or change automatically. This is the recommended long‑term approach. 

Set up roles 

1. From Coaching and Mentoring, select Home.

2. Go to User Role Management. 

3. Select Add role. 

4. Enter a Role name and Role description. 

5. Configure the role’s Access Scope and Permissions. 

6. Select Save to add the role. 

Assign roles using demographic tags 

Use demographic tags (district, school, or job type) to assign the role: 

• Role assignment runs immediately after a role has been created and synchronizes nightly with Professional Learning user accounts. 

• If a user’s demographics, location, or name change in Professional Learning, their role assignments will update automatically the next day. 

• This approach keeps roles in sync with HR data, so you do not need to manually add or remove users as staff change. 

If your district demographics are not yet configured or complete, you can: 

• Use manual assignment initially. Manual role assignments are static and will not update automatically unless edits are made to the role.

• Work toward cleaning up demographics so you can fully rely on systematic assignment. 

Configure access scope 

The Access Scope defines the location level at which a role can see data. The options depend on how your site is configured. 

State setup: Access scope options may include: 

• State 

• Region 

• County 

• District 

• School 

District setup: Access scope options may include: 

• District 

• School 

How it works: 

• The system uses the primary location of each user assigned to the role. 

• If you assign User A (primary site = School A) to a role with an access scope of District: 

  • The system identifies which district School A belongs to. 

  • User A can then access data for the entire district. 

Configure permissions 

Permissions control what each role can access within Coaching and Mentoring. All permissions respect the role’s access scope. 

Application areas  

Coaching and Mentoring includes these main feature modules: 

• Participant List 

• Admin Configuration 

• Dashboard 

• Mentees 

• My Profile 

Notes: 

• Mentees' loads for all mentors. 

• My Profile loads for all mentees. 

The following permissions control whether certain modules load for a role user: 

Manual Role Assignment 

Manual role assignment lets you assign roles to specific users directly, regardless of demographic tags. This is useful when: 

• You need to grant a role at a different location than the user’s systematic assignment. 

• You need to assign a role to a small number of users ad hoc. 

Start a manual assignment 

1. Open User Role Management. 

2. Select the role you want to assign manually. 

3. Choose the location you want to assign the user(s) to for this role. 

Search for users 

• Use the search field to search against Professional Learning (PL) users. 

• Select one or more users to assign. 

Assign the role manually 

• Assign the selected user(s) to the chosen location for this role. 

• Common scenarios: 

• Giving a user the same role at a different location in addition to their systematic assignment. 

• Assigning a role to a small group where demographics do not yet support automation. 

Behavior of manually assigned roles 

• Manually assigned role users can be removed from the role at any time. 

• Manual assignments are not affected by demographic or location changes in the user’s account. 

• The access scope and permissions remain as defined for that role. 

• The assignment remains in place until the user is manually removed from the role. 

• Once removed, the user’s access as a role user is revoked (unless they have another role ). 

Edit and Delete Roles 

Edit a role 

Editing a role lets you adjust its details and permissions. 

1. In User Role Management, select the role. 

2. Select Edit role. 

On the role definition page, you can update: 

• Role name 

• Role description 

• Role assignment configuration (e.g., which demographic tags it uses) 

• Permissions 

When do edits take effect? 

• Permission changes take effect at the next login for role users. 

• To see changes immediately, have users log out and log back in. 

Delete a role 

1. In User Role Management, select the role. 

2. Select Delete role.

3. Confirm deletion.

When you delete a role: 

• All role users assigned to that role lose the associated access. 

• If a user has no other persona in Coaching and Mentoring (for example, they are not set up as a mentor or mentee): 

• The Coaching and Mentoring tab will no longer appear for that user after the role is deleted. 

Use this carefully and consider: 

• Whether users need another role created first. 

• Whether you need to preserve access via another persona (mentor/mentee).