Controlling Access to Student Pages

The Hero Confidential Pages feature enables schools to manage sensitive student data by allowing staff with administration rights to control who is able to view student pages. This is on a page by page basis and is effective for the whole school. Confidential Page settings can be overridden on an individual staff member / student / page basis to provide greater flexibility.

Having the ability to control what pages a staff member can see, opens up the possibilities of providing login access to relievers or outside agencies.

Activating this feature is as simple as setting security levels on both staff members and pages.  These two settings will work together to limit viewing, notifications and reporting throughout Hero.

STAFF ACCESS OPTIONS

Staff access options can be set by the Principal or a Principal's delegate by navigating to the staff member's Permissions tab and adjusting the Page Access Level. This is explained in more detail under Assigning Staff Access for Principals and Principal's Delegates

Staff can be given access rights as follows:

Restricted access

• cannot see student or other staff details
• cannot see any student pages via the student menu unless specifically granted for an individual student
• cannot see page-based auto groups
• cannot see group menu options with the exception of the Daily Roll
• cannot see Tag Data Sheets
• cannot use the List Builder to create student lists
• can take the roll for an individual or group

Standard Access (default setting for new staff members)

• cannot see any student post-type pages that are designated as Sensitive or Confidential when viewing the student menu, unless specifically granted for an individual student
• cannot see any post-type pages that are designated as Sensitive or Confidential when viewing All Posts or Quick Posts from the group three dots menu
• cannot see page-based auto groups for Sensitive or Confidential pages
• cannot see Tag Data Sheets for Sensitive or Confidential pages
• cannot add subscriptions for Sensitive or Confidential pages
• will not get notifications to posts made on Sensitive or Confidential pages unless specifically granted for an individual student

Sensitive Access

• cannot see any student post-type pages that are designated as Confidential when viewing the student menu, unless specifically granted for an individual student
• cannot see any post-type pages that are designated as Confidential when viewing All Posts or Quick Posts from the group three dots menu
• cannot see page-based auto groups for Confidential pages
• cannot see Tag Data Sheets for Confidential pages
• cannot add subscriptions for Confidential pages
• will not get notifications to posts made on Confidential pages unless specifically granted for an individual student

Confidential Access

• has access to view all student pages and associated data

Access Control Level

• can view all student pages and associated data
• can control (grant or remove) individual access for a specific staff member to view a specific page for a specific student. See help article Granting a Staff Member Access to View Restricted Access Student Pages

PAGE ACCESS OPTIONS

Page access options can be set by any staff members with administration rights by navigating to Administration menu > Pages and setting the Level Access for your desired page. 

Note: Level Access is only relevant on Post pages. This is explained in more detail under Editing Page Settings

Pages can be assigned the access types of:

Standard Page

• can be seen by any staff member with Standard, Sensitive, Confidential or Access Control Level access
• can be seen by a staff member with Restricted access only if that staff member has been specifically granted access to that page for a specific individual(s)
• can be viewed by caregivers/students if these options are enabled

Sensitive Page

• can be seen by any staff member with Sensitive, Confidential or Access Control Level access
• can be seen by a staff member with Standard or Restricted access if that staff member has been specifically granted access to that page for a specific individual(s).
• cannot be viewed by caregivers or students. These settings will be turned off at the time the page is set to Sensitive.

Confidential Page

• can be seen by any staff member with Confidential or Access Control Level access
• can be seen by a staff member with Standard, Sensitive or Restricted access if that staff member has been specifically granted access to that page for a specific individual(s).
• cannot be viewed by caregivers or students. These settings will be turned off at the time the page is set to Confidential.

Note: if you change the Page Access setting on a page and then are not able to view it, please check your Staff Access setting as above. You will need to ensure you have the correct permission set to view the page.