Roles and workspaces

MySchoolPilot organises work by role. Rather than giving everyone one enormous menu, each person gets a workspace containing only what their job requires. This keeps screens simple, protects sensitive information, and makes training much faster.

The main roles

• School owner — owns one or more schools, creates the school administrator, and manages the subscription plan from the owner portal. Owners do not usually take part in daily school operations.
• Administrator — configures and runs the school: sessions and terms, classes and subjects, staff, students and guardians, admissions, finance, HR, communications, and publishing results.
• Subject teacher — works with the specific courses assigned to them: entering scores, setting assignments, running online tests, marking lesson attendance, and sharing materials.
• Class teacher — responsible for a whole form class: daily attendance, the broadsheet, report cards, behaviour records, the class feed, and class memories.
• Student — uses the portal for courses, assignments, online tests, results, timetable, attendance, fees, and school-life features.
• Parent or guardian — uses the portal to follow each child’s progress, pay fees, and stay in touch with the school.
• Staff — non-teaching employees use HR self-service for leave, payslips, attendance, and documents where those features are enabled.

Switching workspaces

Many people hold more than one role. A teacher is often also a class teacher; an administrator may teach a subject. Rather than juggling several logins, those people use the workspace switcher in the top bar to move between Admin, Teacher, and Class Teacher views.

1. Sign in once with your own account.
2. Open the workspace switcher in the top bar.
3. Choose the workspace you need. The menu changes to match that role.
4. Switch back at any time — you never lose your place or need to sign in again.

You will only see the workspaces your account is entitled to. If you expect a workspace and it is not offered, your administrator has not yet assigned that responsibility to you.

What each workspace contains

Admin workspace

School Management (profile, sessions, courses, settings), Sessional Activities (classes, class courses, class students, admissions, progression), Finance and Billing, Employee Management and payroll, Notification Management, and reporting.

Teacher workspace

A list of your courses for the active session and term. Opening a course reveals its menu: Students, Assessments, Assignments, Online Tests, Attendance, Materials, and Timetable.

Class Teacher workspace

Everything that concerns your form class as a whole: Daily Attendance, Broadsheet, Report Cards, Behavior and Rewards, Class Feed, and Class Memories. If you look after more than one class, a switch-class control lets you move between them.

Portal

The student and parent experience: dashboard, results, fees and payments, timetable, attendance, newsletters, and whichever school-life modules your school has enabled. Parents additionally get a child switcher.

How permissions are granted

Administrators control access through roles. Adding someone as a staff member creates their record; assigning a role determines what they can open. Assigning a teacher to class courses is what populates their teacher workspace, and naming a teacher as class teacher for a class is what unlocks the class teacher workspace.

Common issues

A teacher sees no courses

They have not been assigned to any class courses for the active session and term. An administrator fixes this under Class Courses.

Someone cannot see the class teacher tools

Class teacher tools appear only for the person named as class teacher on a class. Check the class record.

A parent cannot see one of their children

The child is not linked to that parent account. An administrator links guardians to students.

An administrator cannot find billing

Subscription and plan management belong to the school owner, in the owner portal — not to the school administrator.

What’s next

If you are an administrator, continue with sessions, terms, and classes. If you are a teacher, open your workspace and explore a course. If you are a parent or student, start with the portal overview.