Managing staff teams and roles

Learn in what ways you can directly manage your school's staff users in FULL FABRIC without needing our help

ClΓ‘udia Duarte avatar
Written by ClΓ‘udia Duarte
Updated over a week ago

Much is said about a nation’s right to self-determination, but in the context of a digital multi-module system or space, it makes sense that a team would have basic autonomy as well. Teams are, after all, a microcosm of a society operating within a wider environment, with an organisational structure and hierarchy akin to that of a government, plus a variety of different players. 🏒 Consequently, this article explores the ways in which a team can exert control over its members in FULL FABRIC.

In this article

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In what ways can I manage my school's staff users?

Now there's a question to which the answer is a big "IT DEPENDS"! πŸ˜… Here's the thing: as you can probably imagine, presiding over the activity of a multitude of people is a huge responsibility. Consequently, most users don't get to do much in the way of managing colleagues at all (if anything) because the default is not having the required permissions to do so. We need to be given explicit instructions from a figure of authority at the school regarding who gets to do what to unlock any action of a delicate nature. πŸ”

Exacerbating this is the fact that, at the moment, we do not have a way of limiting someone's administrative power to just one specific staff team, meaning that we can't establish a team leader type of figure who's just responsible for the Marketing team, the Admissions team, etc. Consequently, this begets the nomination of a super-user (like an IT tech or the project manager of FULL FABRIC in your institution) who controls everyone in the system. It's important to keep that in mind before being introduced to any specifics because it should weight upon the decision of who's to be given the proverbial mantle. πŸ§›β€β™‚οΈ

Finally, after two paragraphs of not giving you the simple answer you came here for (seriously though, context matters 😝 ), the third paragraph is the charm: so what can you do (…if given permission)? In short, you can:

  • Create and suspend staff users

  • Create and rename staff teams

  • Define users' teams and roles

What's a team and what's a role?

In FULL FABRIC, teams and roles are separate concepts. Teams are a straightforward representation of the actual teams in your school, such as Admissions, Affairs, Careers, Marketing and so on. By contrast, roles are related to the individual job functions people perform, in acknowledgement of the fact that the same team can have multiple positions that warrant different sets of permissions in the portal.

To give an example, suppose you have a team of Agents whose primary purpose is to hunt for new candidates; generally speaking, agents are given little to do in FULL FABRIC by virtue of them working externally – thus, the standard staff::agents role has relatively few permissions (mostly to view information). πŸ€·β€β™‚οΈ But now imagine as well that you have one particular agent, John, who, for whatever reason, is assigned more job duties than the rest, entailing extra permissions. Accordingly, a new staff::agents_plus role would have to be created to accommodate the added workload. That way, John could be given a wider array of permissions befitting the demands of his job without pointlessly extending them to his teammates, who don't need them. Having the flexibility to create more than one role per team allows for a great deal of customisation where permissions are concerned and a safer environment. πŸ™Œ

Another thing to consider is that there are certain posts which commonly pop up throughout distinct teams, such as manager, assistant and others, and since they share similar if not equivalent obligations, so are the permissions the same in the portal. Therefore, different teams, such as Marketing and Admissions, can have the same role, e.g., staff::management.

Activity-wise, the historical data of the different roles is all merged into the respective team. So if you visit any overview or list and filter by Agents, all of the combined data of the fictional staff::agents and staff::agents_plus users will be retrieved and displayed together. 🎳

How do I create and suspend staff users and assign teams and roles?

Like Avalon is obscured from plain sight by protective mists, so is User management hidden by default. 🌬 Therefore, the first thing to do is to request access to it. Contact our Support team and we'll assist you as soon as we can! πŸ’¬

Once given access, accessing User management is easy:

1) Click the gear at the top right-hand corner

2) Click User management (usually the second item in the menu)

From there, the steps will vary depending on what the goal is, so we're gonna break them down one-by-one.

1) Click Create a new user at the top-left corner

2) Insert the person's FIRST NAME, LAST NAME and professional EMAIL ADDRESS and press Create user

3) Scroll down to the newly-created staff user, tap their Status (which at this point should say INACTIVE) and click Send invitation

An invitation will be accordingly sent, containing an activation link inside that is valid for 48 hours. If, by accident or mistake, the recipient is unable to click the activation link within the allotted timeframe and then it expires, repeat step 3 to resend.

Suspending users

It's not possible to delete staff accounts in FULL FABRIC, only suspend them, which prevents the users from logging in. The process is so easy it doesn't even require numbering the steps. Just look for the user you want to suspend in the list of active staff members, click their Status (which should say Active at this point), and, finally, Suspend.

Assigning teams and roles

Likewise easy. Just click the dropdown menus under TEAM and ROLE and make your picks.

How do I create a team?

Teams are created in User management. Access User management like described above and navigate to the tab Teams. Next, click Create a new team, write in a NAME and click Create team.

You can't delete a team, but you can rename it. To do so, click the gear at the end of the respective row to open the team editor and change the Name.

At the moment there's no way for staff users to directly create roles, but we'd be glad to do it on your behalf. Let us know if you need a new role and we'll make it happen! πŸ’«


You have reached the end of this article. Thanks for reading! πŸ€“ If you have any questions or comments on the topic at hand, or if you enjoy reads like this and have article requests, feel free to start a chat or email us at Also, please leave a rating below. Your feedback is highly appreciated! πŸ’–

​PUBLISHED: August 12, 2020
​LAST UPDATED: August 13, 2020 at 10:09 a.m.

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