Roles
A role is a named bundle of permissions. If an account has a role, they can open the admin portal (the staff side of EnrollmentHive). If they have no role, they are a standard parent/student login: parent portal only.
That is the usefulness in one line: roles let you hire a desk manager, a teacher who only takes attendance, and a costume volunteer without giving everyone access to billing and studio setup.
The Organization Owner does not need a role. Everyone else who should work in admin does.
Default Roles
New studios start with two:
| Role | Meant for | What it allows |
|---|---|---|
| Admin | Owners, studio managers | Everything in the permission catalog |
| Instructor | Teachers | Looking around (classes, sections, students, households) and taking attendance. They can send communications and log their own time. They cannot edit pricing, enroll/drop, or change studio setup. |
Treat those as starting points. Duplicate the idea by creating a new role rather than overloading Admin for everyone.
Creating or Editing a Role
- Open Setup → Accounts → Roles.
- Click Add Role, or click an existing role.
- Enter Role name and Role description.
- On Permissions, check what this job should be able to do. Search the list if it is long.
- Click Create Role or Save Permissions. On an existing role, Save Role Details saves only the name and description.
The Accounts tab on a role lists everyone who currently has it. Click through to their account.
You cannot Delete Role while anyone still has it. Reassign those people first (including to No role if they should lose admin access).
How Permissions Work
Each checkbox is one action in a category (Sections, Billing, Organization Setup, and so on). Categories for add-on features (leads, costumes, events, and the like) only appear if that feature is on for your studio.
A few patterns matter more than memorizing every box:
View vs edit vs the extra verbs. Seeing a list is separate from changing it. Sections also split Enroll students, Drop students, and Take attendance, so a teacher can mark presence without moving kids between classes.
View all vs view own. View own / Edit own (classes, sections, instructors, appointments) limits the person to records they are assigned to as an instructor. That only works if their account is linked to an instructor and they are on those sections. With no instructor link, “own” is an empty list.
If you also check View all, they see everything. Use own-only when a teacher should not browse other teacher’s rosters.
Implied view. If you grant an action in a category and leave view unchecked, EnrollmentHive still adds view for that category so the screens are reachable.
Organization Setup is three different jobs:
| Permission | Usefulness |
|---|---|
| Manage studio settings | Branding, portal, locations, tags, waivers, imports — not staff logins |
| Manage staff and roles | This chapter: accounts, roles, permissions |
| Manage billing setup | Tuition rules, Stripe, coupons, billing integrations |
Give Manage staff and roles only to people you trust to create logins.
Notes sit at the bottom of the permissions form (not in the same category list):
| Option | Usefulness |
|---|---|
| View selected note categories | Front desk can see “Billing” notes but not “Safeguarding” |
| View all note categories | Managers who should see every note |
| Per category View all notes vs View only notes they created | Teachers can keep private lesson notes without reading each other’s |
Note categories come from Setup → Tags. If none exist, there is nothing to pick.
Suggested Setups
| Studio job | Role idea |
|---|---|
| Front desk | Households (view/create/edit/invite), students, enroll, collect payments. Skip organization setup. |
| Teacher | Instructor as shipped, or tighten Sections to view own + take attendance so they only see their classes. |
| Costume parent volunteer | Costumes view/edit, maybe students view. No billing adjust, no staff management. |
| Bookkeeper | Billing view/collect/adjust and reports. No enroll/drop unless they also run the desk. |
When a permission does not match how you work, change the role — not each person. People keep the same role name; you update the checkboxes once.
Related
- Accounts — assigning a role to a login
- Linking Instructors and Households — required for “own” class access