Who uses the system¶
Everybody who touches the school's records has a named part to play. This page lists every user of BytesRaw EduSuite, what they are responsible for, and which apps they work in.
Two things are worth knowing before the table:
- Access is granted by role, not by screen. Giving somebody the Accountant role gives them the whole fee process and nothing else. Nobody has to be walked through a list of tick boxes.
- A person can hold more than one role. In a school where the registrar also takes the fees, one person is given both roles. The system does not assume one job per person.
Roles that exist in the system today¶
| Role | Responsible for | Works in |
|---|---|---|
| Staff member | Reading the school's calendar, classes and subjects. Every member of staff has this. A teacher also writes their own subjects in the weekly plans of the classes they teach, and coordinates the plans they are named on. Every member of staff reads the published timetables, and a teacher sees and prints their own. | School, Weekly Plans, Timetable |
| Admissions Officer | The application pipeline from enquiry to enrolment: applications, interviews, acceptance, fee quotation, converting an accepted applicant into a student. | Admissions, Students |
| Registrar | Student files, guardians, emergency contacts, the document checklist, enrollments in and out. Issues, suspends and replaces exit cards, and reads the gate log. | Students, School, Gate |
| Accountant | Fee structures, student fee accounts, invoices, payments, receipts, scholarships, quotations. | Fees |
| Attendance officer / class teacher | Taking and correcting the daily register, deciding leave requests. | Attendance |
| Staff Officer | Staff files, appointment details, staff documents, teaching assignments. | Staff |
| Head of Department | Reviewing the teachers they supervise: writing and reading performance records for their own people. | Staff |
| Timetable scheduler | Building each class's timetable, settling clashes, publishing it, starting a new version when it changes, and printing it for any class or teacher. Usually the academic coordinator or the Vice Principal. | Timetable |
| Weekly Plans reviewer | Approving or returning the classes' weekly plans, and the weekly plan templates. Usually the academic coordinator, Vice Principal or a head of department. | Weekly Plans |
| Online Classes coordinator | Scheduling, moving and cancelling the online classes of any teacher, and moving a whole school day online from the timetable. Every teacher does the same for the classes they teach without this role. Usually the academic coordinator or the Vice Principal. | Online Classes |
| Gatekeeper | Scanning exit cards at the gate: seeing who a card was issued to and which children they may collect, then releasing or refusing. They see no student file and nothing else in the system. The Registrar issues the cards. | Gate |
| Transport Manager | Routes, stops, buses, drivers, bus attendants, seat allocation, the bus and driver document file, the daily trips and the live map of the buses. | Transport |
| Driver or bus attendant | Whichever of them is on the bus: starting the trip, marking each stop reached or passed, ending the trip, from a phone. They see their own bus's trips today and nothing else. | The crew screen, on the website |
| Parent with a child on a bus | Following the bus: where it is, how many stops before theirs, and how long until it reaches their stop. They see their own stop only, never another family's. | Where Is the Bus?, in My Account |
| Academic Administrator | The school's configuration: years, terms, grades, sections, subjects, and the document and nationality rule tables. | School |
| Parent or guardian applying online | Their own admission applications: filling the form in, uploading the documents asked of them, following the application through, withdrawing it. They see nothing else, and no other family's anything. | The website, and My Account |
| Administrator | Everything, including the deletions nobody else is allowed to make. | All |
What a Head of Department can and cannot see
A head of department can see who teaches what, and can write the reviews they conduct. They cannot open a colleague's staff file, because that file holds passport and residency-permit details. A head who genuinely needs that is given the Staff Officer role as well — deliberately, rather than as a side effect of being able to write a review.
Roles planned for later stages¶
These people are part of the school's day but the part of the system they will work in is not built yet. They are listed so that nobody is surprised later.
| Role | Will be responsible for |
|---|---|
| Principal | Reading everything, approving what needs approval, and the school dashboard |
| Vice Principal / Academic Head | Academics, staff and students, without finance detail |
| Finance Manager | The whole finance picture, including approving credit notes the accountant raises |
| Subject Teacher | Their own classes and subjects: marks, lesson plans, assignments, register |
| Librarian | Books, copies, loans, reservations and fines |
| School Nurse | Medical profiles, nurse-room visits and incidents — and nothing else about a child beyond enough to identify them |
| Store Keeper | Uniform and stationery stock, purchases and sales |
| Receptionist / Security | The visitor log. Exit cards at the gate are in use today: see Gatekeeper above |
| Parent | Their own children: attendance, fees, reports, leave requests, consent forms |
Two rules that apply to everybody¶
1. You see your own school¶
The system can run more than one school (or branch) side by side. Every record belongs to one school, and you only see the school or schools you have been given. A second branch added in three years needs no rework: it becomes another school in the same system, with its own years, classes, fees and buses.
2. Deleting is not an editing mistake¶
Almost nobody can delete. A student, an enrollment, a fee account, an attendance row or a bus allocation is something a year of records hangs off, and deleting one is reserved to the Administrator. For everybody else the equivalent of deleting is a status: an application is Cancelled, an enrollment is Withdrawn, an allocation is Ended. The record stays, and so does the history that refers to it.
A closed year's register cannot be deleted by anyone at all.