Come to this page when staff say profiles, enrolments, or payment details are missing, buttons are unavailable, or data looks different between team members. In most cases, the data exists and access rules are working as designed.
Quick checks before changing permissions
- Confirm the active account.
- Confirm the staff member's role.
- Check filters and archived views.
- Check whether the item is child-linked.
- Test again with one named example.
Do these checks before changing anyone's access level.
Common causes and fixes
Wrong account selected
In multi-account teams, staff may be in the wrong account without noticing. Switch account first, then recheck the same example.
Filters hiding records
Archived filters or status filters can hide valid data. Clear filters and recheck before assuming anything was deleted.
Role does not include that action
A staff member might view records but not approve enrolments or edit sensitive details. That is often intentional. Only change the role if job responsibilities changed.
Child-linked restrictions
Some child and guardian details are intentionally limited. Confirm that the person requesting access should see that data.
Practical examples
Evening cover admin cannot find requests
A cover admin cannot see Monday enrolment requests. Account switch and filter reset restore visibility. No role change needed.
Records appear missing during term rollover
Participants paused last term are hidden in archived view. Staff thought data was lost. Correct filter restored visibility.
Staff member asks for full child data access
They only need attendance and class list access. Keep sensitive guardian fields with lead admin role.
Pitfalls to avoid
- Giving temporary full admin access for routine tasks.
- Skipping filter checks and assuming deletion.
- Sharing child-linked screenshots in wide team chats.
- Changing roles without writing down why.
Related feature
Related guides
FAQ
Should every admin have full visibility to reduce friction?
No. Give only the access each role needs.
What is the first check when data looks missing?
Check account and filters before anything else.
How do we avoid repeat permission confusion?
Document role purpose and review access at each term boundary.
Can this affect family confidence directly?
Yes. Inconsistent answers about records are visible to families quickly.
What should we include when escalating?
Account, role, page location, expected result, actual result, and repeat steps.