Roles & permissions
TutorManager uses role-based access control (RBAC) to ensure everyone in your organization has the exact level of access they need — protecting sensitive financial data and student privacy while keeping workflows straightforward.
The five roles
Every user account in TutorManager is assigned one or more roles:
1. Administrator
The business owner, director, or head of school.
- Full access to all modules, financial data, and school settings.
- Can configure pricing rules, VAT rates, bank accounts, and company legal info.
- Can create, edit, and delete any user, lesson, course, or invoice.
- Access to administrative audit logs and school-wide performance statistics.
2. Receptionist
Front-desk staff, school coordinators, or office administrators.
- Handles daily operations: registering students, booking lessons, and managing schedules.
- Creates and issues proforma invoices and records invoice payments.
- Manages classroom assignments and school locations.
- Cannot alter core company settings, system pricing rules, or view administrator audit logs.
3. Teacher
Tutors, instructors, and language teachers.
- Views their own lesson calendar and assigned student lists.
- Can schedule lessons for their students and mark lessons as Completed (recording attendance, lesson notes, and travel mileage).
- Creates homework assignments, uses the AI task generator, and grades submitted work.
- Enters student grades and views their own teaching statistics.
- Has no access to school financial invoices or company configuration.
4. Student
Learners attending lessons or courses.
- Dedicated student portal showing upcoming and past lessons, lesson notes, and files.
- One-click access to online lessons via direct Zoom join links.
- Solves homework assignments directly in the interactive Task Runner.
- Reviews test scores, feedback, and progress over time.
- Privacy-first: in group courses, students cannot see the names or contact details of other classmates.
5. Parent
Mothers, fathers, or legal guardians.
- Acts as the primary contact for the family.
- Aggregates information for all children in the family into a single login.
- Monitors lessons, attendance, and teacher feedback across all children.
- Reviews homework completion and grades.
- Views and downloads family invoices and proformas with bank payment instructions.
Multi-role support
A single user can hold multiple roles simultaneously. For example, a tutoring center director who also teaches mathematics can have both the Administrator and Teacher roles.
How families work
In tutoring centers and language schools, parents frequently enroll two or more siblings. TutorManager uses a Family structure to simplify communication and billing:
- Family primary contact: When setting up a family, one parent is designated as the primary contact.
- Linked children: Children are added as family members. Their individual student accounts remain separate for homework and grades, but they are linked to the parent.
- Parent portal view: When the parent logs in, their calendar and lessons views display schedules for all their children (with clear student name badges).
- Unified billing: Invoices can be addressed directly to the parent as the family billing recipient. If configured, family discounts apply automatically when multiple siblings attend lessons.
Permissions matrix
The table below outlines what each role can view, edit, or manage across TutorManager:
| Area / Module | Administrator | Receptionist | Teacher | Student | Parent |
|---|---|---|---|---|---|
| Users & Families | ✅ | ✅ | 👁️ (assigned) | 👁️ (self) | 👁️ (family) |
| Lessons & Schedules | ✅ | ✅ | ✅ (own) | 👁️ (own) | 👁️ (children) |
| Courses (Group lessons) | ✅ | ✅ | ✅ (assigned) | 👁️ (enrolled) | 👁️ (children) |
| Homework & Tasks | ✅ | ➖ | ✅ | ✅ (solve) | 👁️ (children) |
| Student Grades | ✅ | ✅ | ✅ | 👁️ (own) | 👁️ (children) |
| Invoices & Proformas | ✅ | ✅ | ➖ | 👁️ (own bills) | 👁️ (family bills) |
| Locations & Rooms | ✅ | ✅ | 👁️ | 👁️ | 👁️ |
| Catalog (Subjects, Durations) | ✅ | ➖ | ➖ | ➖ | ➖ |
| Prices, Discounts & Tax Rates | ✅ | ➖ | ➖ | ➖ | ➖ |
| Company Settings & Audit Logs | ✅ | ➖ | ➖ | ➖ | ➖ |
| Statistics | ✅ (school) | ➖ | ✅ (own hours) | ➖ | ➖ |
| Messages & Notifications | ✅ | ✅ | ✅ | ✅ | ✅ |
Legend:
✅Full access: Can create, edit, manage, and perform actions in this area.👁️View only: Can view records relevant to them or their family, but cannot change configuration or other users' data.➖No access: Hidden from navigation; restricted by backend security policies.