Automatic Role and/or Permission Assignment by Job Title
Automatic Role & Permission Assignment allows simpldiscipline to automatically assign and maintain user access based on each staff member’s Student Information System (SIS) Job Title and location. This eliminates the need to manually assign roles and permissions for new employees and significantly reduces ongoing user management.
When enabled, simpldiscipline will automatically assign the appropriate role, permissions, and school location(s) based on the mappings you configure. If a user’s job title changes in the SIS, their access will automatically be updated to match the new title. If the new job title does not match a configured role mapping, the user will be returned to the default Base User role. Location assignments are also managed automatically. For example, if a principal transfers from one school to another, their reviewer permissions will be removed from the previous school and assigned to their new school during the next synchronization.
In addition to assigning roles, you can also automatically grant special permissions, such as View All Calendar Events or Submit Referrals for Any Student in the District, based on job title.
Important: If you enable Automatic Role & Permission Assignment, we strongly recommend disabling delegated user management for school reviewers. If a school administrator manually overrides a user’s role or permissions, that user will be excluded from future automatic updates. simpldiscipline will no longer add, remove, or modify that user’s roles, permissions, or location assignments automatically.
Things to Know
- Super Admin access cannot be assigned or removed automatically. Super Admin permissions must always be managed manually.
- Job title matching is character-sensitive and requires an exact match. Differences in capitalization, extra spaces, or spelling errors in the SIS will prevent the correct role from being assigned.
- Only Super Admin users can configure job title mappings or enable/disable Automatic Role & Permission Assignment.
- Users can be excluded from automatic assignment if they require permissions that differ from others with the same job title. Once excluded, the district is responsible for manually maintaining that user’s roles, permissions, and location assignments going forward.
- For a detailed description of each role and special permission, including the access each provides within simpldiscipline, please refer to the Roles & Permissions knowledge base article.
Ready to enable this? Let's get started:
To enable this functionality, navigate to the Admin area (red button) and select System Settings from the left navigation menu. Locate the Automatic User Role Assignment section and click to expand it. Then, toggle Enable Automatic User Role Assignment to On.
Once enabled, simpldiscipline will begin using the job title mappings you configure to automatically assign and maintain user roles, permissions, and school location assignments.
To create a new job title mapping, click Add Job Titles at the bottom of the page.
To modify an existing mapping, click the Pencil icon to edit it. To remove a mapping, click the Trash Can icon located to the right of the mapping.
When creating a new job title mapping, complete each field with the appropriate information for the job title you are configuring.
User Role Locations
Choose how school location access should be assigned for users with this job title:
- Locations Assigned to the User – Select this option if the user’s reviewer access should match the school locations assigned to them in the Student Information System (SIS). This is the recommended option for principals, assistant principals, counselors, and other school-based staff.
- All Locations in the System – Select this option if the user should have access to every school in the district, regardless of their assigned SIS location. This is commonly used for district-level administrators, such as Directors of Special Education or Student Services.
Note: If you are creating a mapping solely to assign one or more special permissions, you do not need to select a User Role or User Role Location. Simply leave those fields blank and configure the desired special permissions.
Once you have finished configuring your job title mappings, roles, permissions, and special permissions, click Save Settings to apply your changes. Your mappings will not take effect until the settings have been saved.
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