114. How do I give access to the different features on TrackAble to my user groups?

How Permissions Work in TrackAble

Permissions are managed by allocating users to User Groups.

You can create as many user groups as you need, for example:

• Administrators with full access

• Administrators with access to specific areas only

• Teachers with access to assessment only

• Teachers with access to assessment and progression

• Parents who can view their child’s progress

• Governors who can run reports only

This approach allows you to fully control who can see and do what within TrackAble.

How to Access Permissions

To manage permissions:

1. Click the Permissions icon in TrackAble

2. You will be taken to the List User Groups screen

3. Here you can view all user groups already set up on your system

From this screen, you can:

• Add a new user group

• Edit an existing user group

• Delete a user group

Adding a New User Group

To create a new user group:

1. Go to Permissions

2. Click Add User Group

3. Enter a name for the user group

4. Select the permissions you want this group to have by ticking the relevant boxes
   (a tick confirms the option is selected)

5. Click Save at the bottom of the page

⚠️ Note: The options shown on screen may vary — the system includes many permission settings.

Once the user group has been created, you can assign users to it.
(See the Users article for full instructions.)

Editing an Existing User Group

To amend a user group:

1. Go to Permissions

2. Select List User Groups

3. Click Edit next to the user group you want to change

4. Select or de-select permissions as required

5. Click Save

Changes take effect immediately for all users in that group.

Deleting a User Group

To delete a user group:

1. Go to Permissions

2. Select List User Groups

3. Click the small triangle next to Edit for the relevant user group

4. Select Delete

What Happens When You Delete a User Group?

When deleting a user group, TrackAble will:

• Prompt you to move existing users into another user group, or

• Allow you to Just Delete the group

⚠️ Important Warnings When Deleting User Groups

• If you choose Just Delete and the group contains users, those users will lose access to TrackAble functions

• Only use Just Delete if you are absolutely sure no users are assigned to the group

Critical Notes

• ❗ Do NOT delete the “Management” user group

  • This group is created during initial setup

  • It should have all permissions enabled

• If you need a management group with limited access, create a new user group instead

Changing a User’s Group

You can change which user group a teacher or staff member belongs to at any time:

• Go to Users

• Edit the user

• Select a different User Group

Need Further Help?

If you’re unsure how to structure permissions or need help setting up user groups:

Contact TrackAble Support
support@trackable.org.uk