Staff permissions explained

This guide will explain staff permissions.

When setting up permissions for staff members, it is important to make sure that they have an appropriate level of access to Provision Map depending on their role at your school.

Below is a list of every available permission in Provision Map, explaining what each one grants to the user.

View plans

Grants the user read only access to active and archived plans.
Grants the user read only access to plan reviews.
Grants the user access to files uploaded to plans, via the Files section of a plan.
Grants the user access to the Print centre, where they can print active plans, archived plans and plan reviews.
Displays the Active learning plans and Average learning plan outcome boxes on the home page.

Create / edit plans

Grants the user all the abilities of the View plans permission (which is automatically ticked as a prerequisite).
Grants the user the ability to create, edit, archive, clone and delete plans.
Grants the user the ability to upload and delete files, via the Files section of a plan.

Review plans

Grants the user access to Admin > View reviews.
Grants the user the ability to create, edit and delete plan reviews.
Displays the Review due soon and Review overdue boxes on the home page.

Create / edit plan templates

Grants the user the ability to edit learning plan templates.

View passports

Grants the user read only access to active and archived passports.

Create/edit passports

Grants the user the ability to create, edit, archive, clone and delete passports.

View provisions

Grants the user read only access to active and archived provisions.
Grants the user the ability to export the provisions list as a spreadsheet.
Grants the user access to the Print centre, where they can print active and archived provisions, as well as include provision review outcomes in the printout.
Displays the Active provisions and Average provision outcome boxes on the home page.

Create / edit provisions

Grants the user the ability to create, edit, archive, clone and delete provisions.
Grants the user the ability to upload, download and delete provision files, via the Files section of a provision.

Review provisions

Grants the user access to Admin > View reviews.
Grants the user the ability to create, edit and delete provision reviews.
Displays the Review due soon and Review overdue boxes on the home page.

View reports

Grant the user all the abilities of the View provisions permission (which is automatically ticked as a prerequisite).
Grants the user to view Time allocation, Provisions outcome, Provisions summary, Full provisions report and Outcome trends report, via the Reports drop down menu.
Displays the Spending per pupil and Provision outcome breakdown graphs on the home page.

View finances

Grants the user access to Cost reports if they also have the View Reports permission.
Displays the cost per pupil summary on printed provisions if the user also has the View Reports permission.
Grants the user the option to Include staff costs in provision costs when editing / creating a provision. Note: They will not be able to view the wages themselves unless they also have the the Administer account permission.

View school robins

Grants the user read only access to active and archived robins.
Displays the Recent School Robin replies box on the home page.
Displays the Recent School Robin replies feed on the home page.

Create school robins

Grant the user all the abilities of the View school robins permission (which is automatically ticked as a prerequisite).
Grants the user the ability to create, edit, archive and delete school robins.
Grants the user the ability to upload and download files attached to school robins.

Communicate with parents

Displays the Parental involvement section in plans.
Displays the Recent parental comments box on the home page.
Displays the Recent parental comments feed on the home page.

Manage pupils

Grants the user access to Admin > Pupil details.
Grants the user the ability to archive pupils, merge pupils and add new pupils. Note: This is a manual school only feature.
Grants the user access to Admin > Tutor groups. Note: This is a manual school only feature.
Grants the user access to Admin > Import pupils. Note: This is a manual school only feature.
Grants the user access to Admin > Archived pupils.
Grants the user the ability to edit the core data, additional data and photo on a pupil’s profile. Note: This is a manual school only feature.
Grants the user the ability to upload, download and delete files from the pupil’s profile.

Meeting log

Grants the user the ability to add, edit and delete meeting logs.
Grants the user the ability to download, upload and delete files added through the Meeting log section.

Administer account

Grants the user access to the Staff details and School Settings options in the Admin tab.
Grants the user the ability to manage information requests via Admin > Information requests (Approve / Deny) and Admin > Information requests (Request). Note: Your school needs to be part of a cluster in order to see these options.
Grants the user access to Admin > Import Staff. Note: This is a manual school only feature.

View confidential documents

Allows the user to view plans and provisions that are ticked as confidential.
Allows the user to print confidential plans and provisions from the Print centre if they also have the View plans or the View provision permissions.
Allows the user to view confidential files that have been uploaded to a pupil’s profile or plan.
Allows the user to share confidential plans, provisions and files with other users.

Receive review reminders

Allows the user to receive review reminders on upcoming plans and provisions. Note: The user does not need to be the creator of the plan or provision in order to receive reminders.

Edit target and provision libraries

Grants the user access to Plans > Target library.
Grants the user access to Provisions > Target library.
Grants the user the ability to save a target from the Plan section of a plan to the target library.
Grants the user the ability to save a provision to the provision library.

Allow external communications

Grants the user the ability to share plans with external agency users.
Grants the user the ability to change the level of access, the duration of access, or revoke access to a plan for external agency users.
Grants the user to send and receive comments from external agency users.
Grants the user the ability to view comments from external agencies, via Admin > Agency comments.

Access safeguarding issues

Grants the user the ability to view, update, and archive safeguarding concerns that have been reported.
Grants the user the ability to upload and download files for a safeguarding concern.
Grants the user the ability to view archived safeguarding concerns.
Grants the user the ability to generate safeguarding reports.
Grants the user access to Safeguarding > View concerns over time.
Grants the user access to Safeguarding > Manage staff.
Grants the user the ability to manage access requests from Safeguarding / Access requests.
Grants the user access to DSL only meetings logs if they also have the Meeting log permission.
Grants the user access to the Safeguarding section of Admin > School Settings.