User roles and permissions – Record Manager by Qoria

This article is for all Record Manager users.

Record Manager includes three user types, namely Designated Safeguarding Lead (DSL), Staff user and Training-only user. DSLs assign roles, record access, and notification group memberships.

DSLs are primarily members of the school’s safeguarding team and have full access to Record Manager’s features and settings. DSLs can access the following Record Manager 2.0 features:

Feature	Description
DSL Dashboard	The Dashboard functions as the DSL’s landing page for student records. DSLs can: Create new Safeguarding Concern, Behaviour Incident and General Notes. Access all Unread, Open and Closed records. Add updates to records. View alerts from Monitor and Pulse (integration required) Also see: DSL Dashboard Quick Guide.
Student profiles and chronologies	View students’ personal and family information, year and class, record count, attendance rates, and safeguarding tags. See students’ full Chronology. Assign students to staff. Add or remove tags. Log new records from student profiles Add updates, replies and referrals to students’ records.
Referrals	DSLs can log, review or close the referrals made on records. For example, referrals sent to local authorities and children’s services for Early Help Assessment, health support, or police intervention. Note Record Manager functions only as a repository for documenting referrals made on records. It neither sends nor processes referrals to authorities or support services.
Software settings	DSLs can configure Software Settings to: Give staff access to the Behaviour Incident tab. Let staff log Behaviour Incidents records. Include students’ names in email notifications. Require other DSLs to use MFA. Import staff. Set student attendance alert thresholds. Create customised student tags.
Notifications	DSLs can add email notification groups and set the notifications users receive by email or in-app notification.
User manager	DSLs can import users and manage their roles by: Temporarily turning off users’ accounts. Giving users training-only access to Record Manager. Assigning roles to users, including the DSL role.
Transfers	DSLs can authorise inbound and outbound student transfers between schools that use Record Manager.
Search (or Student Search)	DSLs use Student Search to: Find active and archived students. Filter students by tag. Archive active students (added via CSV) Delete both active and archived students. Student Search also includes a Student Overview that shows the student count by tag.
Document manager	DSLs can upload safeguarding documents, like policies and procedures, forms, templates, and reports. Set certain documents as ‘Require Read’ and track which staff members have read them.
Training	DSLs can monitor staff training currency and training outcomes (Passed, Pending, Failed) on the Training Overview page.
Reports	DSLs can view or export reports on Safeguarding Concern, Behaviour Incident, and General Notes records.

Table 1: Record Manager permissions for DSLs.

Staff users include both teaching and non-teaching staff members who aren't on the Safeguarding Team. They have limited access to features which DSLs can switch on as needed.

Feature	Description
Teacher's Dashboard	Staff can: Report Safeguarding Concerns Create General Notes. Monitor the status of their own records. Add updates to their Unread and Open records. Create and view their logged Behaviour Incident records. This feature needs to be turned on in Software Settings. Also see: Teacher's Dashboard Quick Guide.
Create new records	Staff can: Create new Safeguarding Concern records Create new General Notes Create new Behaviour Incident records (if configured by a DSL).
Search	Note To access this feature, a DSL must allow all staff to view Behaviour Incidents. Staff can use Search to find active and archived students. Depending on the settings, they can view the profile pages of students tagged as FSM, SEN, and Monitored from the Search page.
Student profiles and chronologies	Note To access this feature, a DSL must allow all staff to view Behaviour Incidents. Staff can access profile pages and chronologies of students they created records for. The profiles only show the logged Incidents and not the students’ entire chronology.
Documents	Staff must download to read–or confirm that they’ve read–safeguarding documents, such as policies, procedures, presentations, forms, or illustrations.
In-app notifications	Staff receive notifications via the in-app Notifications when a DSL: Acknowledges or closes a record they created. Sends a reply on a record.

Table 2: Record Manager permissions for Staff users

Training-only users can’t log records. However, they can:

Complete the Safeguarding in Schools training.
Read safeguarding documents.
Receive notifications about new records if nominated by the reporter during record creation.