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Manage Account Types and Permissions in Ellevation

Updated

🔐 Account type(s) with default permissions to manage this: Administrator (Specialist permissions may vary)

💻 Tier(s) this is available for: Foundation, Essential, Pro

A user's Account Type determines what they can see and do in Ellevation. If your Account Type includes access to User Management, you can create and configure Account Types so everyone has the right level of access for their role in the district.

ℹ️ Note

Access to User Management pages, and the ability to add, edit, or delete user profiles and Account Types, varies by Account Type. Creating custom Account Types requires the Essential or Pro tier. On the Foundation tier, all features are available except creating custom Account Types. If you don't see these options, check with your Ellevation Administrator.

In this article:

To learn about Ellevation's Master and default Account Types, see Understand Account Types and Master Types in Ellevation.

To learn how to change an individual user's Account Type, see Manage Ellevation Users.

Create a Custom Account Type (Essential and Pro)

When you create a new Account Type, Ellevation uses an existing type's permissions as the starting point. Choosing the right type to duplicate ensures your new Account Type inherits the correct Master Type, which controls View As access and student data access levels. To learn more, see Understand Account Types and Master Types in Ellevation.

  1. Navigate to the Manage Account Types page.
    1. Select the Admin menu icon (⚙️) in the top-right corner of the navigation bar.
    2. Click User Management.
    3. Select Account Types.
The Admin menu is open with User Management expanded, showing Account Types as a selectable option in the submenu.

📝 Navigate to Admin menu > User Management > Account Types.

  1. Click Add New Account Type in the top-right corner of the screen.
The Manage Account Types page with the Add New Account Type button highlighted in the top-right corner.

📝 The Add New Account Type button appears in the top-right corner of the Manage Account Types page.

  1. Select the Account Type you want to duplicate from the dropdown.
    • The new Account Type will inherit all permissions from the type you select here. Think of it as your starting point.
    • Choose a type aligned to the Master Type you want for this new Account Type, since the Master Type controls View As and student data access.
The Account Type to Duplicate dropdown on the Add New Account Type screen, showing a list of existing Account Types to choose from.

📝 Select the Account Type to duplicate. The new type will start with all of its permissions.

  1. Customize the Account Type Title and Description.
    • These fields pre-populate from the Account Type you selected to duplicate.
    • Update the title and description to clearly reflect the role this type is intended for. This will help when assigning it to users or adjusting permissions later.
The Account Type Title and Description fields on the Add New Account Type screen, pre-populated from the duplicated type.

📝 Give the new Account Type a clear name and description that reflects its intended role.

  1. Click Add Account Type.
The Add Account Type confirmation button highlighted at the bottom of the Add New Account Type screen.

📝 Click Add Account Type to save the new type.

Once created, select the Dropdown menu icon (▾) to the right of the new Account Type under Actions and choose View/Edit Permissions to customize its permissions. See Edit Permissions for Account Types below.

Edit Account Types

You can edit the name, description, or permissions of any Account Type, including the five Ellevation defaults.

  1. Navigate to the Manage Account Types page.
    1. Select the Admin menu icon (⚙️) in the top-right corner of the navigation bar.
    2. Click User Management.
    3. Select Account Types.
The Admin menu is open with User Management expanded, showing Account Types as a selectable option in the submenu.

📝 Navigate to Admin menu > User Management > Account Types.

  1. Click the Dropdown menu icon (▾) to the right of the Account Type you want to edit and select the appropriate option.
The Account Type Actions dropdown menu open, showing three options: Edit Name/Description, View/Edit Permissions, and Delete Account Type.

📝 Use the Actions dropdown to edit, view permissions, or delete an Account Type.

  • To update the name or description, select Edit Name/Description. You can edit the name and description of all Account Types, including the five Ellevation defaults.
  • To update feature permissions, select View/Edit Permissions. See Edit Permissions for Account Types below.
  • To remove the Account Type, select Delete Account Type.
    • The five default Ellevation Account Types cannot be deleted. The Delete option will appear greyed out with a 🔒 lock icon for those types.
    • Account Types currently assigned to users also cannot be deleted. The Delete option will be greyed out until the type is unassigned.

⚠️ Warning

You cannot delete an Account Type that is currently assigned to one or more users. Reassign all users to a different Account Type before attempting to delete it.

View As an Account Type

If your Account Type includes View As access, you can log in to Ellevation as another Account Type to see exactly what permissions and data access users in that role have. This is especially useful for troubleshooting permission questions.

⚠️ FERPA Notice

To protect student privacy and maintain FERPA compliance, View As access is restricted by your own Account Type. Even when viewing as another Account Type or user, you cannot see student data that your own Account Type does not have access to.

  1. Navigate to the Manage Account Types page.
    1. Select the Admin menu icon (⚙️) in the top-right corner of the navigation bar.
    2. Click User Management.
    3. Select Account Types.
The Admin menu is open with User Management expanded, showing Account Types as a selectable option in the submenu.

📝 Navigate to Admin menu > User Management > Account Types.

  1. Click the Dropdown menu icon (▾) to the right of the Account Type you want to view as and select View As Account Type.
The Account Type Actions dropdown with View As Account Type highlighted as a selectable option.

📝 Select View As Account Type from the Actions dropdown to enter that Account Type's view.

💡 Quick Tip

You can also access View As from anywhere in Ellevation by clicking your initials in the top-right corner of the page and selecting View As. For the full guide, see View Ellevation as Another Account Type or User.

View Account Type Permissions

The Manage Permissions page gives you a complete view of all Ellevation permissions and which Account Types have each one assigned.

  1. Select the Admin menu icon (⚙️) in the top-right corner of the navigation bar.
  2. Click User Management.
  3. Select Permissions.
The Admin menu is open with User Management expanded, showing Permissions as a selectable option in the submenu.

📝 Navigate to Admin menu > User Management > Permissions.

On the Manage Permissions page:

  • Use the Jump to menu on the left to quickly navigate to a specific permissions group.
  • Use the Filter by dropdown in the top-right corner to see only the permissions assigned to a particular Account Type.

Some access levels, such as View As and student data access, are determined at the Master Type level and are not editable here. See Determine Access Levels Based on Master Type below.

Edit Permissions for Account Types

Use the Manage Permissions page to add or remove individual permissions across your district's Account Types.

  1. Navigate to the Manage Permissions page.
    1. Select the Admin menu icon (⚙️) in the top-right corner of the navigation bar.
    2. Click User Management.
    3. Select Permissions.
The Admin menu is open with User Management expanded, showing Permissions as a selectable option in the submenu.

📝 Navigate to Admin menu > User Management > Permissions.

  1. Review current permissions.
    • Scroll through the page or use the Jump To list on the left to find a permissions group.
    • By default, all Account Types with a given permission are listed to the right of it.
    • To focus on one Account Type, use the All Account Types dropdown in the top-right corner of the page. If you navigated here by clicking a link from the Manage Account Types page, the filter will already be set to that Account Type.
The Manage Permissions page showing the Jump To navigation menu on the left side and a list of permissions grouped by category.

📝 Use the Jump To menu to navigate to a specific permissions group quickly.

  1. Adjust permissions as needed.
    • To add a permission for an Account Type, navigate to that permission and click the + Add icon to the left of the Account Type name.
    • To remove a permission from an Account Type, click the ✕ Remove icon to the right of the Account Type name.
The Manage Permissions page showing the + Add and ✕ Remove icons next to Account Type names on a permissions row.

📝 Use the + Add and ✕ Remove icons to adjust permissions for individual Account Types.

You can also edit an entire permissions group at once: click Edit Permissions to the right of the group, check or uncheck the appropriate boxes across the row for each Account Type, then click Save.

The Edit Permissions group panel open, showing checkboxes for each Account Type across a permissions row with a Save button.

📝 Click Edit Permissions to adjust an entire permissions group using checkboxes, then save your changes.

💡 Quick Tip

You can also reach the Manage Permissions page directly from an Account Type: on the Manage Account Types page, click the Dropdown menu icon (▾) next to any Account Type and select View/Edit Permissions. The Manage Permissions page will open pre-filtered to that Account Type.

Determine Access Levels Based on Master Type

Some access levels in Ellevation, including View As and student data access, are set at the Master Type level and cannot be changed through the Manage Permissions page. Understanding which Master Type an Account Type is aligned to helps you predict what access its users will have.

To learn more about how Master Types control these access levels, see Understand Account Types and Master Types in Ellevation.

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