Defining and assigning user roles

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Defining and Assigning User Roles

This article explains how to create, manage, edit, activate, deactivate, and assign user roles in PrepBase using role-based access control (RBAC).

1. Overview

The Roles feature in PrepBase allows Super Admins to define permission levels for admin users. Roles determine what modules and actions a user can access, including:

  • View

  • Add

  • Edit

  • Delete

By defining roles properly, you ensure:

  • Secure system access

  • Department-based permissions

  • Controlled administrative workflows

  • Compliance and audit readiness

2. Where to Access Roles

Navigate to:

Users → Users → Roles

Or click the Roles button from the Users page.

This opens the Roles management screen.

3. Roles List Page Overview

The Roles page displays all existing roles in the system.

Columns Explained
ColumnDescription
Role NameName of the role (clickable to view details).
StatusActive or inactive toggle.
ActionsEdit or Delete options.

4. Creating a New Role

To define a new role:

Step 1: Click Add Role

Click the ➕ Add Role button on the Roles page.

Step 2: Enter Role Name

Provide a clear and descriptive name (e.g., Billing Manager, Front Desk Team, Session Coordinator).

Step 3: Assign Module Permissions
 

You will see a full permission matrix with columns:

  • View

  • Add

  • Edit

  • Delete

Each row represents a module or sub-module.

5. Permission Matrix Structure

The role permission table includes modules such as:

  • Dashboard

  • Students

  • Instructors

  • Calendar & Sessions

  • Packages & Promos

  • Subjects & Expertise

  • Schools & Colleges

  • Workflow

  • Projects

  • Resource Management

  • Billing & Invoices

  • Payroll

  • Communication

    • Messaging

    • Notifications

  • Support

    • Lists

    • Tickets

  • Reports & Analytics

Each module has checkboxes under:

PermissionFunction
ViewAllows user to access the module.
AddAllows creation of new records.
EditAllows modification of records.
DeleteAllows removal of records.

You can enable permissions module-by-module or sub-module-by-sub-module.

Saving the Role

After selecting permissions:

Click Save

The new role will now appear in the Roles list.

6. Viewing Role Details

Clicking on a Role Name opens the Role Details page.

This page displays:

  • Role Name

  • A permission summary table

  • Green check marks (✔) for enabled permissions

  • Red crosses (✖) for disabled permissions

7. Editing a Role

To modify an existing role:

  1. Click the three-dot menu

  2. Select Edit

You will be redirected to the Edit Role page.

Editable fields include:

  • Role Name

  • Permissions

After making changes, click Save.

Changes apply immediately to all users assigned to that role.

⚠️ Important:
Be cautious when editing roles, as it affects every user assigned to that role.

8. Deleting a Role

To remove a role:

  1. Open the three-dot menu

  2. Select Delete

  3. Confirm the action

⚠️ Important:

  • You cannot delete a role if it is currently assigned to active users.

  • Reassign users before deletion if necessary.

9. Assigning Roles to Users

Roles are assigned when:

  • Adding a new user

  • Editing an existing user

How to Assign

  1. Go to Users → Users

  2. Click Add User or Edit User

  3. Select role from the Select Role dropdown

  4. Click Save

The user now inherits all permissions defined in that role.

10. Role Status (Activate / Deactivate)

Each role includes a Status toggle.

  • Enabled – Role is active and assignable

  • Disabled – Role cannot be assigned to users

Deactivating a role does not remove users but prevents new assignments.

11. Searching Roles

Use the Search bar to quickly locate a role by name.

Search works instantly and filters the roles list dynamically.

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