Roles & Permissions

A role is a job description. It decides which pages appear in someone's sidebar and which buttons they can click. Your accountant sees the money pages; your receptionist sees students.

▶Building a roleSample video

Placeholder. Watch how to create a role, tick what it can do, and see how a team member's sidebar changes as a result.

Solo-trainer plans

Individual (solo-trainer) plans can't add staff or roles at all. It isn't a number you can raise — there's simply no staff concept on that plan, and the Roles, Admins, and Teachers menus don't appear. Move to a center plan to use any of this. See Paying for Your Subscription.

You versus everyone else

There are two kinds of admin account.

	Main admin	Team members
Who this is	The account your center was created with.	Everyone you add afterwards from Directory → Admins.
What they can do	Everything. No restrictions.	Only what their role allows.
Can they create roles?	Yes.	No — building and editing roles stays with the main admin.
Shown in the sidebar as	Super Admin	Their role's name, e.g. "Finance Admin".

You can't promote a team member to a main admin from the panel. If you need a second person with wide access, give them a role with nearly everything ticked.

Creating a role

1. In the left sidebar, click Management → Roles.
2. Click Create.
3. Type a Role name — up to 100 characters, and it has to be different from your other role names. Use the job title: "Receptionist", "Accountant", "Branch Manager".
4. In the Permissions section, tick what this role should be able to do. Permissions are grouped, and each group has a master checkbox that ticks everything in it at once.
5. Click Save.

You must tick at least one permission. A role with nothing ticked would show an empty panel.

What you can grant

Here's what the permission groups let someone do. Most come in four flavours — view, add, edit, and remove — so you can let someone look without letting them change anything.

People

Permission	What it lets them do
Students	View, add, edit, and remove students
Teachers	View, add, edit, and remove teachers
Admins	View, add, edit, and remove other team members
Roles	View, create, edit, and delete roles

Classes & Courses

Permission	What it lets them do
Classes	View, create, edit, and delete classes
Courses	View, create, edit, and delete courses
Lessons	View, add, edit, and remove lessons inside a course
Quizzes	View, create, edit, and delete quizzes

Calendar & Meetings

Permission	What it lets them do
Class schedules	View, create, edit, and delete weekly class timetables
Calendar events	View, add, edit, and remove events on the center calendar
Meetings	View, create, and delete online meetings
Meeting settings	View and change how meetings are set up
Connected providers	See which meeting accounts are connected

Money

Permission	What it lets them do
Student payments	View, record, edit, and delete tuition payments
Student payment settings	View and change how tuition is charged
Salary payments	View, record, edit, and delete staff salary payments
Salary settings	View and change the default salary and currency
Expenses	View, add, edit, and remove center expenses

Messaging

Permission	What it lets them do
Notification inbox	See the notification inbox and mark items read
Personal preferences	Change their own notification preferences

Center Settings

Permission	What it lets them do
Notification settings	View and manage which notifications your center sends, and on which channels
Subscription	See your center's plan and subscription details

remarque

You'll never see options for creating other centers or editing subscription plans — those belong to us, not to your center, so they're left out of the list entirely.

How a role shapes what someone sees

QraOnline hides rather than blocks. If a role can't view students, the Students menu item simply isn't there — no locked page, no error message.

The same applies to buttons. Someone who can view students but not add them sees the students list without a Create button.

If a role has nothing in a whole section, the section heading disappears too. So a role with no people permissions won't show a Directory heading at all.

Changing a role

1. Go to Management → Roles and click the role.
2. Change the name, or tick and untick permissions.
3. Click Save.

One edit updates everyone

Changes take effect immediately for every person holding that role. Editing a shared role like "Receptionist" is much faster than editing five people one by one.

Whatever is ticked when you save becomes the complete list. Unticking something removes it — saving doesn't just add to what was there before.

Deleting a role

1. Go to Management → Roles and use the delete action on the role's row.
2. Confirm.

A role in use can't be deleted

If anyone is assigned to it, you'll see: "This role is assigned to one or more people and cannot be deleted. Reassign them to a different role first." Move each person to another role in Directory → Admins, then delete it.

Once deleted, the name is free to use again for a new role.

Common questions

Someone can't see a page they need. Open Management → Roles, edit their role, and tick the matching permission. They'll see it right away — a page refresh at their end is enough.

Can I give one person an extra permission without changing the role? No. Permissions always come from a role. Either adjust the role, or make a new role for that person.

Can two people share a role? Yes, and it's the point. Everyone doing the same job should share a role.

Can someone have two roles? No. Each person has exactly one. If you need a mix, create a role with both sets ticked.

Why can't my team member create roles even though I ticked the Roles permission? Building roles is reserved for the main admin. The permission controls whether they can see the Roles page, not whether they can hand out access.

"This plan is for an individual trainer and does not support adding staff, admins, or roles." You're on a solo-trainer plan. Move to a center plan.

Next: Adding Team Members.