School Data Security, Roles & Permissions
SchoolDesk lets you decide exactly who can see and change your school's information. Build roles around your staff structure, control exports and documents by permission, and protect access with secure sign-in, with your data hosted in the EU.
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What Security, Roles & Permissions includes
- Create custom roles and choose view, add, edit and delete permissions for each area.
- Start from ready-made roles or build your own.
- Control who can export student, guardian, staff, finance and exam data to CSV or Excel.
- Restrict documents to specific roles.
- Sign in with Google, Apple (Staff app) or phone number and PIN.
- Protect the Staff app with a biometric lock, and smart ID actions with a PIN.
- Keep working offline: changes are saved on the device and synced when you reconnect.
- Data is hosted in the EU.
How it works
- 1
Create roles
Use a ready-made role or build your own for any position in your school.
- 2
Set permissions
Choose what each role can view, add, edit, delete and export.
- 3
Assign staff
Give each staff member the role that matches their job.
- 4
Sign in securely
Staff sign in with Google, Apple or phone and PIN, with biometric lock on mobile.
Why schools choose it
The right access for every role
Staff only see and change what their job requires.
Controlled data exports
Only permitted staff can export sensitive records.
Protected devices
Biometric lock and PINs protect shared and personal phones.
Reliable on poor connections
Offline mode keeps work going and syncs later.
Frequently asked questions
Can we control what each staff member can access?
Yes. Schools create custom roles and choose view, add, edit and delete permissions for each area, or start from ready-made roles.
Can we export our school's data?
Yes. Staff with export permission can export student, guardian, staff, finance and exam data to CSV or Excel.
Where is SchoolDesk data hosted?
SchoolDesk data is hosted in the EU.
How do staff sign in?
Staff sign in with Google, with Apple on the Staff app, or with a phone number and PIN. The Staff app also supports a biometric lock.
Related features
Payroll & Staff Management
Run school payroll with PAYE tax tables, allowances, deductions and staff loans, share payslips in the Staff app, and manage leave requests and approvals.
Online Admissions & Student Records
Give your school its own online application page with custom fields and terms, get notified of new applications, and store student documents securely.