Head teacher / Administrator

Staff, parents and logins

The roles, what each can see, and how people get passwords without anyone reading one down a phone.

The roles

Each role sees only what the job needs. This is not a courtesy — it is how a bursar is kept out of learner records and a teacher out of another stream's marks.

Role	Can do
Administrator	Everything in the school: structure, staff, settings, all marks and all cards.
Class teacher	Their own stream: learners, comments, report cards, register, and emailing a card to a parent.
Subject teacher	Marks for the subjects and streams they are assigned, and nothing else. They can read a card for a learner they teach, but cannot email one out.
Bursar	Money: fee structures, payments, receipts, the finance dashboard and the SMS wallet. Cannot open learner report cards.
Parent	Their own children only. Results, comments, attendance if you allow it, fees and receipts.

Creating staff accounts

Admin → Staff and parent logins → Create user. Give a login name and a role. For a subject teacher, assign the subject-and-stream pairs they teach; for a class teacher, assign the stream they head.

Passwords, without reading one down a phone

Add the person's email and use Admin → Staff setup links. They get a link, set their own password, and you never know it. That habit is what stops a school being phished.

Somebody who forgets it uses Forgot password on the sign-in page, and gets a reset link by email.
If they have no email on file, an administrator can reset it from the Users page — and should add an email while they are there.
A password an administrator sets must be changed by the user at first sign-in.

Inviting parents

Admin → Invite parents. GradeFlex emails the parent a link; they set their own password and are linked to their child automatically. A family with several children lands on one login that shows all of them.

Nothing sends until email is configured. Until then invites are still created and the message is written to the server log, so you can see exactly what would have gone out.

Signing in

Three things: the school code, the username, the password. Two schools can both have a jokello without colliding, because the school code tells them apart.

← Getting learners in Entering marks →