Permissions

Permissions control what a user can see and do in Edmissa. Most admins manage permissions through roles instead of changing individual permission keys.

Use this reference when you need to understand what a role setting means before assigning it to users.

Permission model

Layer	What it controls
User	The account that signs in to Edmissa.
Role	A reusable set of permissions assigned to one or more users.
Data access level	Whether a role has no access, view access, manage access, or full control for a data area.
Data scope	Which records the access level applies to.
System setting	Whether a role can manage configuration or administration areas.
Location	Which branch or operating location the user belongs to.
Supervisor	The user's reporting relationship for team visibility.

Users can have more than one role. Their effective access is the combination of all assigned roles.

Data access levels

Access level	Meaning	Typical use
No Access	The user cannot use that data area.	Hide work that is outside the role.
View Only	The user can view records within scope.	Reviewers, managers, or read-only support.
Manage Records	The user can create, edit, and work with records within scope.	Daily users who own assigned work.
Full Control	The user has broad control, usually including delete, export, assignment, approval, or management actions when available.	Managers and trusted admins.

Full Control usually requires Team or All scope. Use it only when the user should have broad operational authority.

Data scopes

Scope	Meaning
Own	Records created by the user.
Assigned	Records assigned to or created by the user.
Team	Records in the user's team or location context.
All	Records across the organization.

Assigned is the safest starting point for counselors and consultants. Team is usually for managers. All is usually for owners, directors, and central admins.

Data areas

Area	What access affects
Students	Student profiles and student details.
Student Relationships	Relationships between student profiles when your workspace uses linked student profiles.
Student Groups	Student groups or related records when your workspace groups student work together.
Applications	Application records, workflow stages, and application actions.
Documents	Uploaded files, document review, upload, download, export, and deletion when allowed.
Tasks	Follow-ups, assigned work, task completion, and task assignment when allowed.
Approvals	Approval requests, approval decisions, and rejection actions when allowed.
Comments	Comments and discussions on records.
Timeline & Activity	Activity history and timeline visibility.
Incoming Leads	Leads captured from public forms, webhooks, and integrations.
Support Reports	In-app support or issue reports.

System setting areas

System setting access controls administration and configuration, not only data visibility.

Category	Settings
System Administration	Workspace settings, locations, users, roles, audit logs, debug tools, security, and compliance.
Configuration & Customization	Fields, form templates, document types, pipelines, checklists, automation, notification templates, reports, and dashboards.
Communication	Email templates, SMS configuration, webhooks, and API keys.
Advanced Features	Bulk operations, data export, and global search.

Give User Management and Role Management only to trusted admins. A user who can manage roles can change the access of other users.

Role templates

Template	Use it for
Business Executive	Broad access for owners and senior leaders.
Team Manager	Team-level operational control for managers.
Case Handler/Specialist	Assigned-work access for counselors, consultants, and specialists.
Operations Coordinator	Limited coordination access for support users.

Templates are starting points. Review access levels, scopes, and system settings before assigning a role to real users.

Guardrails

Guardrail	Why it matters
Users need at least one role	A user without a role has no useful working access.
Active users normally need at least one location	Location access helps Edmissa show the right records and assignments.
Multiple roles combine access	A narrow role plus a broad role may grant more access than expected.
Admin access is protected	The Admin role should not be treated as a normal editable role.
Roles with assigned users cannot be deleted	Remove or replace the role on users before deleting it.
Sensitive changes may require identity confirmation	User, role, password, activation, and deletion actions are privileged.

Guide	Use it for
Users	Configure account status, roles, locations, supervisors, passwords, and sessions.
Roles	Create and maintain reusable permission sets.
Permissions and scope	Understand how access levels, scopes, system settings, and combined roles work.
Locations	Understand how locations affect access and assignments.
Access and permissions troubleshooting	Diagnose missing pages, disabled actions, and records that users cannot see.

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