In EDUBase, each staff login gets rights per screen and per action, including view-only versus edit, granted individually or by role, and can be limited to chosen campuses. User Logging then shows who created, changed or deleted any record.
How do staff logins and privileges work in EDUBase?
Every member of staff signs in with the school's institute code, then their own username, email or mobile number and password, and a web session ends after a period without activity. You can create unlimited staff logins, so there is no reason for two people to share one account.
Once a login exists, you decide exactly which screens that person can open and which actions they can take on each screen. Rights are set per user, per screen and per action, and can be granted one by one or by role.
- Per-screen rights: choose which screens appear for the user at all.
- Per-action rights: allow viewing but not editing, or allow some actions on a screen and not others.
- Role-based grants: give a set of rights to everyone doing the same job, such as cashiers or admission staff.
- Password reset: an admin can set a new password from the Security & Password tab of Users & Privileges, and staff with a saved email can use Forgot password on the sign-in page.
How do I give someone view-only access instead of edit rights?
Privileges distinguish between viewing and editing. A finance officer's assistant can, for example, be allowed to read fee reports without being able to take payments or change a student's fee plan.
As a general practice, start each new login with the fewest rights the job needs and add more when a genuine need comes up. Removing a right later is easy, but it is harder to undo a change made by someone who never needed access in the first place.
Can I limit a user to one campus in a multi-campus school?
Yes. Each user sees only the campuses granted to them. Staff with rights to several campuses switch between them from the navbar, while owners see all campuses.
This means a branch accountant can work on their own campus's fees and reports without seeing another branch's students or collections.
How do approvals stop one person from moving money alone?
Restricting screens controls who can start a task; approvals control who can finish it. Payments, discounts, salary changes, admissions and leave can be set to require a second person.
Some modules go further and separate the steps into distinct rights. In Purchase Requisitions, request, approve and issue can be three different people. In Lecture-Wise Salary, whoever records the lecture register cannot also approve it unless given both rights. Conduct records in Student 360° have separate rights to read and to write.
- Discounts and fee payments can wait for a manager's approval.
- Increments, salary plan changes and advance salary can be approved on the web or the Owner App.
- Admissions can go to approval when a class is full or a discount is requested.
How do I see what a staff member actually changed?
The User Logging page is a plain-sentence activity log of who created, changed or deleted any record. Each entry carries a critical, important or normal severity badge, can be filtered, and links to the record with the changed fields highlighted.
A daily summary of important changes goes to the navbar bell and the Owner App, so the owner does not need to open the log every day to notice something unusual. Student records also have their own change log showing who changed a student's fee, class or status, and when.
Which other settings affect what staff can do?
A few controls outside the main privileges screen also shape staff access, and are worth reviewing when you set up a new user.
- Communication Settings decide whether parents may message teachers directly and which staff are reachable.
- Teacher App logins are set on the employee record in HRM, Manage Employees, with classes and subjects assigned there.
- Data truncate, used to clear demo or test data, sits under strict rights and the action is logged.
- Accounting periods can be closed so nothing can be posted into them, whatever a user's finance rights.
Ways to control staff access in EDUBase
| Control | What it limits | Typical use |
|---|---|---|
| Per-screen rights | Which screens a user can open | Hiding finance screens from front desk staff |
| Per-action rights | View-only versus edit and individual actions | Letting an assistant read fee reports without taking payments |
| Role-based grants | The same set of rights for everyone in a job | Setting up several cashiers or admission officers consistently |
| Campus scope | Which campuses a user can see | Keeping a branch accountant to their own campus |
| Approvals | Whether a payment, discount, salary change, admission or leave needs a second person | Stopping one person from giving a discount and collecting the fee alone |
| User Logging | Nothing directly; it records who created, changed or deleted what | Checking a disputed fee change or a deleted record |
Related modules
- Users, Privileges & Activity Log — Give each staff member exactly the screens and actions they need, and see who changed what.
- School Setup & Multi-Campus — Campuses, classes, sections, sessions, academic year and reference lists, set once and reused everywhere.
- Staff Management (HRM) — Employee records, shifts, documents, letters, leave and the Teacher App login, in one place.
- Fee Management & Challans — Fee plans, monthly challans, discounts, family payments and receipts, without spreadsheets.
- Payroll & Salaries — Salary plans, allowances, deductions, approvals, payslips and salary sheets, posted to the ledger.
- Purchase Requisitions — Ask, approve, pay and settle school purchases, with every rupee traceable to a person.
- Owner Dashboard & Reports — Daily P&L, collections, attendance and strength at a glance, on the web and in the Owner App.
- Cloud Hosting, Backups & Data Isolation — Your school's data in its own database, on managed cloud servers, backed up and monitored.