User Role Management

Written By: iSIMS Support

Last updated: September 15, 2025

User Role Management

Introduction

User roles in iSIMS are used to assign permissions to staff.

• A user can be assigned to multiple roles.

• Some roles grant page permissions (access to specific pages).

• Some roles grant feature permissions (access to specific functions within a page).

Proper role management ensures staff can only access what they need to perform their duties.

Accessing Role Management

1. Navigate to Administration > Groups and Group Permission.

2. From here, you can:

   • Create new roles (groups).

   • Edit existing roles.

   • Assign permissions to roles.

Creating or Editing a Role

1. Go to Create/Edit Group.

2. Add a new group or update an existing one.

3. (Optional) Enable Auto Assign if all staff users should automatically be assigned to this role.

4. Save changes.

Assigning Permissions to Roles

1. Navigate to the Groups Permission tab.

2. Select the role you want to configure.

3. Choose a menu category (e.g., Applications, Student Services, Finance).

4. The pages linked to that category will appear.

5. Tick the pages you want the selected role to access.

6. Save your changes.

System Roles (Non-Editable)

These roles are managed by iSIMS and cannot be edited:

• Notification_[RoleName] – used for sending system notifications to staff.

• Transcript_Generation – required to generate transcripts.

• Unmask_Sensitive_Data – grants access to view sensitive details (e.g., date of birth, full TRN/ID number).

• Lecturer – must be assigned to lecturers to make them available in the scheduling module.

• CCCJ Moodle – grants access to the CCCJ Moodle platform.

Other Role-Based Features

Alert Permissions

• Alerts are the tiles on the home page.

• Each tile represents a data area (e.g., outstanding grades, pending applications).

• Access to tiles is role-based—users only see tiles for which their role has permission.

Student Profile Tabs

• Tabs on the student profile page are also role-specific.

• A user must belong to the correct role to view or edit certain tabs.

• Example: Financial tab, Academic Progression tab, or Disciplinary tab.

Login as Student

• The ability to log in as a student is also role-specific.

• Access is granted through student profile tab permissions.

• Only authorized staff should be given this feature for security and privacy reasons.

Points to Remember

• Assign permissions carefully to avoid unauthorized access.

• Use Auto Assign only for roles that must apply to all staff.

• Review role assignments periodically.

• System roles are fixed; do not attempt to modify them.