Roles & Permissions Matrix Comprehensive reference for the five user roles in Zion - Administrator, Supervisor, Monitor, Student, and Parent - and what each role can access and perform.
Role Overview Zion has 5 user roles , each with specific permissions designed for their responsibilities in an ACE school:
Administrator - Full school management and oversightSupervisor - Learning centre management and reportingMonitor - Goal Check data entry onlyStudent - View own progress (future)Parent - View child’s progress (future)
Student and Parent Portals: Currently in development. This guide focuses on the three active roles: Administrator, Supervisor, and Monitor.
Complete Permissions Matrix School Configuration & Settings Feature Administrator Supervisor Monitor Student Parent Edit School Profile Full No No No No View School Profile Yes Yes No No No Manage Academic Terms Full No No No No Set Active Term Yes No No No No Upload School Logo Yes No No No No Configure Timezone Yes No No No No
Learning Centre Management Feature Administrator Supervisor Monitor Student Parent Create Learning Centres Yes No No No No Edit Centre Details Yes No No No No Deactivate Centres Yes No No No No Assign Supervisors to Centres Yes No No No No View All Centres Yes Assigned Only Assigned Only No No Set Centre Capacity Yes No No No No
User & Staff Management Feature Administrator Supervisor Monitor Student Parent Invite Supervisors/Monitors Yes No No No No Edit Staff Profiles Yes No No No No Change Staff Roles Yes No No No No Deactivate Staff Yes No No No No View Staff List Yes View Only No No No Assign Centres to Staff Yes No No No No
Student Management Feature Administrator Supervisor Monitor Student Parent Add Students (Individual) Yes No No No No Bulk Import Students (CSV) Yes No No No No Edit Student Profiles Yes Limited* No No No Deactivate Students Yes No No No No View All Students Yes Assigned Centre Assigned Centre No No Reassign Students to Centres Yes No No No No Assign PACEs to Students Yes Own Centre No No No View Student Goal Check History All Students Own Centre Own Centre Own Only Own Child
*Supervisors can add notes but cannot edit core profile fields like name, DOB, grade
PACE Management Feature Administrator Supervisor Monitor Student Parent View PACE Catalog Yes Yes No No No Assign PACEs to Students Yes Own Centre No No No Remove PACE Assignments Yes Own Centre No No No View Student PACE Assignments All Students Own Centre Own Centre Own Only Own Child
Goal Check - Goal Setting Feature Administrator Supervisor Monitor Student Parent Set Daily Goals All Students Own Centre Own Centre No No Edit Goals (Same Day) All Students Own Centre Own Centre No No Copy Previous Day Goals Yes Yes Yes No No Use Goal Templates Yes Yes Yes No No Set Goals for Past Dates Yes Yes Yes No No View Goal Entry History All Own Centre Own Centre Own Only Own Child
Goal Check - Progress Marking Feature Administrator Supervisor Monitor Student Parent Mark Daily Progress All Students Own Centre Own Centre No No Edit Progress (Same Day) All Students Own Centre Own Centre No No Add Notes to Progress All Students Own Centre Own Centre No No Mark Progress for Past Dates Yes Yes Yes No No View Variance Calculations All Own Centre Own Centre Own Only Own Child
Dashboards & Analytics Feature Administrator Supervisor Monitor Student Parent View Administrator Dashboard Yes No No No No View Supervisor Dashboard All Centres Own Centres No No No View School-Wide KPIs Yes No No No No View Centre Performance All Centres Own Centres No No No View Weekly Trends Chart School-Wide Own Centres No No No View At-Risk Alerts All Students Own Centre No No No View Real-Time Metrics Yes Own Centres No Own Only Own Child
Reports - Generation Feature Administrator Supervisor Monitor Student Parent Generate Daily Centre Reports All Centres Own Centres No No No Generate Weekly School Reports Yes No No No No Export Reports as PDF Yes Own Centre No No No Export Reports as CSV Yes Own Centre No No No Schedule Automatic Reports Future Future No No No Share Reports via Email Yes Limited No No No
Data Export Feature Administrator Supervisor Monitor Student Parent Export Goal Check Data (CSV) All Data No No No No Filter Export by Centre Yes No No No No Filter Export by Date Range Yes No No No No Filter Export by Student Yes No No No No Access Audit Trail in Export Yes No No No No Large Export Background Jobs Yes No No No No
Role Details Administrator Primary Responsibilities:
School-wide oversight and strategic planning
User and centre management
Weekly reporting and analytics
Data governance and exports
System configuration
Typical Users:
School Principal
Head of School
Academic Director
Designated Administrator
Access Level: Full access to all features and data across entire schoolCount Per School: Typically 1-3 administratorsSupervisor Primary Responsibilities:
Daily Goal Check for assigned centres
Student support and progress monitoring
Daily centre reports
Centre-level analytics
Typical Users:
Learning Centre Teachers
Lead Teachers
Full-time ACE Supervisors
Access Level: Full access to assigned learning centres onlyCount Per School: Typically 3-10 supervisors (one per centre minimum)Monitor Primary Responsibilities:
Goal Check data entry (setting goals, marking progress)
Assist supervisors with data collection
Tablet-based data entry in classroom
Typical Users:
Teacher Assistants
Part-time Staff
Volunteer Helpers
Student Teachers
Access Level: Data entry only for assigned centres, no reporting or analyticsCount Per School: Typically 2-5 monitors (supporting supervisors)Key Difference from Supervisor: No dashboard, no report generation, simpler interface focused on data entryStudent (Future Feature) Planned Responsibilities:
View own daily goals and progress
Track personal completion trends
View own PACE assignments
See personal achievement metrics
Access Level: Own data only, read-onlyPlanned Launch: Q2 2025Parent (Future Feature) Planned Responsibilities:
View child’s daily goals and progress
Track child’s completion trends
See child’s PACE assignments
Receive weekly progress summaries
Access Level: Own child’s data only, read-onlyPlanned Launch: Q3 2025Permission Boundaries What Supervisors CANNOT Do Even though supervisors have significant access, they cannot :
Create or edit learning centres
Invite or manage other staff
Add or remove students from the school
Reassign students to different centres
Change school settings (timezone, logo, etc.)
Generate weekly school reports
Export raw Goal Check data
See students from other centres
Why These Limits:
Maintains data security and privacy
Prevents accidental system-wide changes
Focuses supervisors on their centres only
Reserves strategic functions for administrators
What Monitors CANNOT Do Monitors have the most restricted access:
Generate any reports (daily or weekly)
Access any dashboards or analytics
Manage students or PACEs
See historical trends or patterns
Export data
Why These Limits:
Keeps interface simple for data entry focus
Prevents information overload
Reserves analysis to supervisors and administrators
Ideal for part-time or assistant staff
Role Assignment Best Practices Choosing the Right Role Use Administrator for:
School leadership responsible for whole-school decisions
Staff managing all learning centres
Personnel handling system configuration
Users needing weekly school reports
Use Supervisor for:
Full-time learning centre teachers
Staff responsible for daily centre management
Personnel who need centre dashboards and daily reports
Users managing students in their centre
Use Monitor for:
Part-time teaching assistants
Volunteer helpers with data entry tasks
Staff who only need to enter Goal Check data
Users who don’t need analytics or reporting
Common Role Assignment Scenarios Small School (50 students, 3 centres):
1 Administrator (Principal)
3 Supervisors (one per centre)
1-2 Monitors (float between centres as needed)
Medium School (150 students, 6 centres):
2 Administrators (Principal + Academic Director)
6 Supervisors (one per centre)
3-4 Monitors (support various centres)
Large School (300 students, 12 centres):
3 Administrators (Principal + 2 Academic Directors)
12-15 Supervisors (1-2 per centre)
6-8 Monitors (support across centres)
Security & Data Privacy Data Access Principles Need-to-Know Basis:
Users only see data necessary for their role
Supervisors don’t see other centres (prevents comparison, maintains privacy)
Monitors don’t see analytics (focus on data entry)
Audit Trail:
All actions tracked with user name and timestamp
Shows who set goals, who marked progress, who generated reports
Immutable history for accountability
Role Changes:
When role changes (Supervisor → Monitor), access adjusts immediately
Historical data shows what role user had when action was performed
No data is deleted when roles change
Recommended Policies DO:
Review staff access quarterly (deactivate unused accounts)
Use least-privilege principle (don’t make everyone administrator)
Document who has which role and why
Train staff on their role limitations
DON’T:
Share login credentials between staff
Give administrator access unless truly needed
Keep deactivated staff accounts active “just in case”
Make monitors into supervisors just to see dashboards
Staff Management How to invite staff and assign roles
Learning Centres Assign supervisors to centres for access control
Goal Check Overview Understand what each role does in Goal Check
Reports Guide Who can generate which reports
