You can control who sees each content page in the portal using two types of permissions:
Schools and Year Groups
User Types (and Staff Types)
You can use either or both at the same time to target pages accurately.
How Schools And Year Group Permissions Work
Schools and Year Group permissions control visibility based on:
Which school/year group a student is in, and
Which school/year group a guardian’s child is in
Key points:
If a student is in a specific School/Year Group, they can see pages that have that School/Year Group permission.
If a guardian has children in multiple Schools/Year Groups, they will see pages for all those children, but the data on each page is specific to that child.
Example
A guardian has:
One child in Year 7
One child in Year 9
There is an Exams page that is only relevant to Year 9. On the guardian’s My Children page:
The Exams page appears for both children, but
The page only contains data for the Year 9 child
The Year 7 child’s view of the Exams page will be empty or show no applicable data
This means visibility is per child, not just per guardian.
Set Or Edit School And Year Group Permissions
To configure School/Year Group permissions, edit the content page in Admin Tools.
Log in to the portal as an Admin user.
Open the Admin Control Panel (if not already open).
Go to Content > Content Manager (or the relevant content editing area).
Find the page or section you want to change and click the Pencil icon to edit it.
Click the Permissions tab.
For each School listed, select the relevant Year Groups that should be able to see the page.
Tick the year groups that the page applies to.
Leave others unticked if they should not see it.
Click Save Changes.
The page will now be visible only for students (and their guardians) who are in the selected School(s) and Year Group(s).
What Are User Type Permissions?
User Type permissions control visibility based on the type of user rather than school/year.
The main User Types are:
Admins
Alumni
Governor
Inspector
Parents (Guardians)
PTA
Staff
Students
There are also Staff Types, pulled into the portal from your MIS. Common Staff Types include:
Boarding House Master
Form Tutor
Head of House
Head of Year
Teacher
Tutor
📌 By default:
If no User Type is selected, the page is unrestricted by user type and is visible to all users (subject to any School/Year Group permissions you’ve set).
Set Or Edit User Type Permissions
Use User Type permissions to control which types of users can see a page.
Log in as an Admin user.
Open the Admin Control Panel.
Go to Content > Content Manager (or the relevant content editing area).
Find the page or section you want to change and click the Pencil icon to edit it.
In the permissions area, select the User Types that should be able to see the page, for example:
Parents (Guardians) only
Students only
Both Staff and Parents, etc.
Restricting to specific Staff Types
If you want only certain staff roles to see the page:
Tick the Staff user type.
In the Staff Types list, select the specific staff roles that should see the page (for example, Head of Year and Form Tutor).
⚠ You must select both the Staff user type and the required Staff Types.
If you only select Staff Types without ticking Staff, the restrictions will not apply.
Click Save Content (or Save Changes) to apply the permissions.
Using Both Permission Types Together
You can combine:
Schools/Year Groups permissions, and
User Type permissions
For example:
A page visible only to Parents (Guardians) of Year 11 students in the Senior School
A staff-only page visible only to Staff > Heads of Year for certain year groups
The user will only see the page if they meet both:
The School/Year Group rules, and
The User Type/Staff Type rules