Change a colleague's role or remove their access

Written for: Headteachers and Student Radar administrators.

When a colleague changes job, change their role so they get the right pages. When someone leaves, remove their access to your school. Headteachers and Student Radar administrators do both in User Management, and you can also remove access from the Staff page. Every role change is reviewed before it’s saved.

Open User Management

1. Press ⌘K on a Mac or Ctrl+K on Windows to open the command palette.
2. Type user management and choose User Management.

The page has three tabs: Staff Accounts, Users and Invitations. The number on each tab shows how many there are.

Change a colleague’s role

Each colleague has a staff role, such as Teacher, TA or DSL, which sets their default pages. They also have a permission role (Admin, Head Teacher, Teacher or Support Staff), which sets their wider permissions in Student Radar.

1. Open the Users tab and find the colleague. You can type in Search users… or filter by role.
2. Click ⋯ at the end of their row.
3. Choose the new role:
   • for their staff role, choose an option such as Set staff role: Teacher or Set staff role: DSL
   • for their permission role, choose an option such as Set permission role: Teacher
4. In the Review staff access change window, compare Current access with After saving.
5. Click Save reviewed change.

A “Staff role updated” or “Role updated” message confirms the change.

The SENCo option uses your school’s wording for the role, such as SENDCo.

Give a colleague more than one role, or limit a role to a class or year group

Use this for colleagues with more than one job, such as a teacher who is also Head of Year 9.

1. Open the Staff Accounts tab and find the colleague.
2. Click ⋯ in their row and choose Manage roles.
3. In the Manage role assignments window, for each role choose:
   • Role: the job, for example Head of Year
   • Scope: School, Class or Year group
   • Scope value: the class or year group, if you chose one
4. Click Add assignment to add another role. Mark one role as Primary: it sets their permission role. Click Remove to take a role away.
5. Click Save roles.

A “Roles updated” message confirms the change. If the colleague doesn’t have an account yet, Manage roles opens their invitation instead.

Remove a colleague’s access

When someone leaves, remove their access so they can no longer see your school’s information. Their records in Student Radar are kept.

From the Staff page

1. In the sidebar, open Administration and choose Staff.
2. Find the colleague under Add colleagues and click Remove access in their row.
3. Confirm in the box that opens.

“School access removed” confirms it. If they also work at another school in Student Radar, they keep that access and can still sign in.

Remove access is greyed out if the colleague has no account.

From User Management

On the Users tab, click ⋯ in the colleague’s row:

• Remove User removes them from your school. Click Remove User again to confirm. “User removed” confirms it.
• Remove school account access, if it’s shown, also stops them signing in when they don’t belong to any other school. Click Confirm access removal. “Account access revoked” confirms it.

If you remove someone by mistake, invite them again. See Invite a member of staff.

Other things you can do

On the Staff Accounts tab, the totals show how many staff are Active, have an Invite pending or are Not invited. From the ⋯ menu you can also choose Edit email to correct a colleague’s email address, or Link account to connect a staff record to an existing account.

The Invitations tab lists the invitations your school has sent, with when each was sent and whether it’s been accepted. Click Resend on a pending invitation to send it again.

If something doesn’t work

What you see	What to do
“Access restricted”	Only headteachers and Student Radar administrators can open User Management. Ask one of them to make the change.
“Unable to review current access”	Reload the page and try again.
“Exactly one primary assignment is required”	In Manage role assignments, mark one role as Primary.
“Duplicate role assignments are not allowed”	Remove the repeated role, then click Save roles.
“Unable to update roles”	Close the window, reopen it and try again. Someone else may have changed the colleague’s access.
Reload current access	The colleague’s access changed while you were reviewing it. Click Reload current access and review it again.
“Unable to remove school access”	Try again. If it keeps happening, contact Student Radar support.
“Open Profile & security, verify with your authenticator, then try again.”	Confirm it’s you in Profile & security, then remove the access again.