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, and it is all they have until something else is added. | School |
| 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. | Students, School |
| 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 |
| Transport Manager | Routes, stops, buses, drivers, bus attendants, seat allocation, the bus and driver document file. | Transport |
| Academic Administrator | The school's configuration: years, terms, grades, sections, subjects, and the document and nationality rule tables. | School |
| 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 and authorised pickup |
| 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.