Manage Access Groups

To manage Access Groups and permissions for staff, visit your account menu and choose Admin Mode. If you are a Gradient System Administrator, you will see Access Groups as a tab or in the More dropdown menu. The three default Access Groups display on the page with a count of members already included in each group.

Gradient users who started subscriptions prior to July 2022, will also see a list of custom access groups that represent the roles previously used for designating system permissions.

Manage Access Group Members

Ensure staff have been added to the Gradient account and have the necessary school association before selecting the Access Group tab and adding members.

Pre-Steps

Select the Staff tab and filter to view All Active Staff and search for the specific staff member.
Once you have located the staff member, check the box next to their name and then choose Edit.
Select Manage Associated Schools and select which schools the staff member will have access to. Click Save. See MANAGE ASSOCIATED SCHOOLS.

Note: Staff being added to the System Admin Access Group must have District (All Schools) association.

Add Access Group Members

Select the Access Groups tab. You'll see the 3 default access groups and any custom access groups that have been created. Select the group where you would like to add the staff member.
Select the Members sub-tab. To add a new member, select the blue +Add Members button on the right.
Begin typing the member name or email and select the correct member. Continuing searching and adding additional members as needed. Choose Close and click Save.

Remove Access Group Member

On the right side of the Members list, click the person icon with the minus sign to Remove User from the access group.

Remove Access Group User.png

Watch this video for a visual walkthrough of the steps listed above.

Change Staff Membership

From the Access Groups tab, select the Staff sub-tab. Here, you will see a table showing a list of names, email addresses, associated schools, access groups, and last login dates for staff. The table can be searched and sorted (using the column headers with arrows).

Click on a staff name to edit their Access Group memberships or manage their school associations.

Edit Access Groups (custom)

You can edit the name of a custom access group, change the bundle of permissions applied to the access group, or create your own access group. The default access groups cannot be edited.

Create an Access Group

To make a custom access group, either clone an existing access group or use the + New Access Group button to start from scratch.

Access Groups - Create.png

Edit an Access Group

Select the Access Group you want to edit. Select the pencil icon to edit the name or description of the access group.
To change the permissions for an access group, expand the permission categories.
Check or uncheck the permissions you want to enable for the access group.

Delete an Access Group

To delete an Access Group, use the Trash icon in the Access Group list. Deleting an access group will remove the permissions granted to the staff members associated with it.

FAQs for Access Groups

Q: What permissions belong under each default access group?

A: To view permissions for an access group, select the access group and expand the permission categories. See Access Group Permission Categories.

Q: I can't add a staff member to an access group, what am I missing?

A: Verify the staff member has been added to Gradient, has the required school association, and has accepted their invite.

Q: Why can't the staff member assigned to the access group see what I see?

A: Verify the school or district association for the staff member. Some permissions require a district association in order for the permission to be checked for the access group to apply.

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