Messenger: User Roles and Profiles

Scope

The description for all available user roles and the roles assigned to each user profile.

User Roles

These are the roles that can be applied to each user in Messenger, granting them permission to access certain sections of the system and use different functions.

Site User

This role allows you to:

• Use the basic function: Home, Search, Help, and Logout.

• Access your User Preferences. Read our guides for further information:

  • Messenger: Change Your User's Name

  • Messenger: Change Your Password

  • Messenger: Change Your User's Mobile Number & Email Address

  • Messenger: Change Your User's Wizard Theme

• Create messages via Quick Messages.

  • Note: These can only be submitted for authorisation without the Authorise Message for Delivery role, not sent directly.

• Change Organisation to switch accounts.

  • Messenger: Change Organisation

• Export All Comms to download sent and received messages.

  • Messenger: Export All Communications

Compose Message

This role allows you to:

• Create messages via Quick Message.

  • Messenger: Send Whole School Alert

  • Messenger: Email All Parents

  • Messenger: Send Group Message

  • Messenger: Send Individual Message

• Create messages via Absence Message.

  • Messenger: Send Absence Messages

• Create messages via Advanced Messaging.

  • Messenger: Send Advanced Messages

  • Messenger: Absent Group in Advanced Messaging

  • Messenger: Attendance in Advanced Messaging

• Access the Documents and Timetable modules for Enhanced Messenger accounts.

  • Messenger: Send Reports

  • Messenger: Send Timetables

• View Incoming messages.

  • Messenger: Check Incoming Messages

  • Messenger: Reply to Incoming Messages

  • Messenger: Forward Incoming Messages

  • Messenger: Writeback Attendance from Incoming

• Manage Omitted contacts.

  • Messenger: Manage Omissions

Add/Edit Contacts

This role allows you to:

• Add new contacts in the Address Book.

  • Messenger: Add Contacts

• Edit any existing contacts.

Add/Edit Groups

This role allows you to:

• Edit and delete Saved Groups and imported groups such as Reg or Year.

  • Messenger: Add Saved Groups

  • Messenger: Manage Saved Groups

Message Library

The role allows you to:

• Add and edit message templates in Message Library.

  • Messenger: Manage Message Templates

• View and customise the settings in Voice Library.

• View the premade mail merge documents and upload new ones in Manage Merge Document.

  • Messenger: Send Merge Documents

Edit Message Text

This role allows you to:

• Add or edit the contents of a message yourself in Quick Message and Advanced Messaging.

Authorise Message for Delivery

This role allows you to:

• Send messages directly instead of being submitted for authorisation.

  • Messenger: Authorise Your Messages

• Access to the Authorise section approve messages submitted by others.

  • Messenger: Authorise Messages for Other Users

All Message History / Response Management  

This role allows you to:

• View sent and scheduled messages in History.

  • Messenger: Check Message History

  • Messenger: Resend Messages

Administrator  

This role allows you to:

• Create and update users with Add New User / Edit User(s).

  • Messenger: Add Users

  • Messenger: Edit Users

• View all contacts in Manage Contacts.

  • Messenger: Manage Contacts

• Add and edit letters in Letter Templates.

  • Messenger: Manage Letter Templates

Manage Users

This role allows you to:

• Add, edit, and delete users in Manage Users. This can only be used together with the Administrator role.

  • Messenger: Add Users via Manage Users

  • Messenger: Change User Profiles

  • Messenger: Edit User Roles

  • Messenger: Change Tile Visibility

  • Messenger: Disable Route Permissions

  • Messenger: Unlock Users

  • Messenger: Disable Users

  • Messenger: Delete Users

  • Messenger: Link Users to Groups

Upload Data

• Note: This role is not included in any User Profile by default and should only be given to users with the Administrator role.

This role allows you to:

• View, edit and delete contacts.

  • Messenger: Manage Contacts

• Upload contacts manually using Upload Data.

  • Messenger: Upload Contacts

• Upload your own tokens using Custom Merge Fields.

  • Messenger: Upload Custom Merge Fields / Messenger: Tokens (Merge Fields)

Account Settings

This role allows you to:

• Access the Account Settings via Tools or clicking on the school name in the main menu.

  • Messenger: Prevent Users Editing Imported Contacts

  • Messenger: Stop the Automatic Data Sync

  • Messenger: Show Registration Groups with the Student Names

  • Messenger: Display Student Names as Surname Forename

  • Messenger: Hide Staff Contact Details

  • Messenger: Send to Other Parental Contacts as Backup

  • Messenger: Add Messages to Xpressions Timeline Automatically

  • Messenger: Send Backup SMS for Undelivered Xpressions

  • Messenger: Change Password Policies

  • Messenger: Enforce Password Changes

  • Messenger: Change the Login Timeout

  • Messenger: Disable Attachment Warning

  • Messenger: Receive Notification Emails for Incoming Messages

  • Messenger: Change the PIN Requirements

  • Messenger: Change the Default Send To Option

  • Messenger: Include Translation Warning Link

  • Messenger: Change the Advanced Message Sending Options

  • Messenger: Update the School Name

  • Messenger: Change the Email Sender Name

  • Messenger: Change the Email Reply-To Address

  • Messenger: Change the SMS Sender

  • Messenger: Change the SMS Header

  • Messenger: Update the Head Teacher Name

  • Messenger: Update the School Address

  • Messenger: Update the School Phone Number

  • Messenger: Update the School Logo

  • Messenger: Update Country Code

• Access the Metrics section. This can only be used together the Administrator role.

  • Messenger: Check the Usage Report

  • Messenger: Check the Current Year SMS Usage

  • Messenger: Check Xpressions Usage

  • Messenger: Run Data Quality Reports

Mask all contact details

This role allows you to:

• Hide the contact details of every contact in the system from the user.

Document Library

This role allows you to:

• Upload content into the Document Manager in Advanced Messaging that can be used by other users in their messages.

  • Messenger: Basic and Advanced Editor

Password Never Expires
This role allows you to:

• Keep your current password when the option to Enforce Password Change in Account Settings is applied.

Tweet

The role allows you to:

• Send tweets from the Tweet section for a linked Twitter account.

Partner Add-ons

Parents Evening Booking System (3rd Party)
This role gives the user access to the Parents Evening module:

SchoolWorkSpace
This role gives the user access to the Forms module:

School Cloud Systems (Parents Evening)
The role gives the access to the Parents Evening module:

Messenger Meal Choice / Pay Our School (3rd Party)
These are legacy roles and no longer in use.

User Profiles

Minimum User

• This profile only allows a user to create messages and submit them for pending authorisation from another user, and view replies from parents.

They have the following user roles:

• Site User

• Compose Message

• Edit Message Text

User

• This profile allows a user to create and send messages, view replies from parents, authorise other messages, manage message templates, and see your message history.

They have the following user roles:

• Site User

• Compose Message

• Message Library

• Edit Message Text

• Authorise Message for Delivery

• All Message History / Response Management

Power User

• This profile allows a user, in addition to the above, to manually makes change to contacts and groups.

They have the following user roles:

• Site User

• Compose Message

• Add/Edit Contacts

• Add/Edit Groups

• Message Library

• Edit Message Text

• Authorise Message for Delivery

• All Message History / Response Management

Administrator

• This profile allows a user to access practically everything in Messenger including adding and removing users, managing account settings, and viewing your message data metrics.

They have the following user roles:

• Site User

• Compose Message

• Add/Edit Contacts

• Add/Edit Groups

• Message Library

• Edit Message Text

• Authorise Message for Delivery

• All Message History / Response Management

• Administrator

• Manage Users

• Account Settings

• Document Library

• Tweet

Custom

• This profile is one where the roles have been manually edited rather than being left in its default state.