Roles & Permissions

Conductly uses a role-based permission system to control what each person at your school can access. Every user is assigned a role within your organization, and that role determines what they can see and do.

There are five roles, each designed for a different type of user.

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The Five Roles

Owner

The Owner has complete access to everything in Conductly, including account-level billing and subscription management.

Typical user: The school owner, director, or founder.

What Owners can do:

• Everything an Admin can do (see below)
• Manage the Conductly subscription and account billing
• Add, remove, or change roles for all team members
• Access all settings, including payment gateway configuration
• Delete the organization

note

Every organization must have at least one Owner. If you need to transfer ownership, assign the Owner role to another user before removing it from yourself.

Admin

Admins have full operational access to run the day-to-day business of the school. The only thing they cannot access is account-level billing (the Conductly subscription itself).

Typical user: Office managers, operations staff, front desk coordinators.

What Admins can do:

• View and manage all students, guardians, and instructors
• Create and edit courses, sessions, and the catalog
• Manage the full calendar and schedule for all instructors
• Create, send, and manage invoices and payments
• Configure rates, tuition, fees, and discounts
• Manage locations and rooms
• Create and publish forms
• Manage the online store
• View all reports and dashboards
• Configure school settings (except account billing)
• Invite and manage team members (except changing Owner roles)

Instructor

Instructors have a focused view limited to their own teaching responsibilities. They can see the students they teach, the guardians of those students, the groups containing their students, and their own schedule — but they don't have access to billing, other instructors' students, or school-wide settings.

Typical user: Music teachers, lesson instructors, class facilitators.

What Instructors can do:

• View their own schedule and upcoming lessons
• View profiles of students assigned to them through sessions they teach
• View guardians of students they teach
• View groups containing their students
• Mark attendance for their lessons

What Instructors cannot do:

• View other instructors' students or schedules
• Access billing, invoices, payments, or earnings
• View or configure payment processors
• Modify school settings or rates
• Create courses or manage the catalog
• Manage other team members
• View reports

tip

Instructors receive an email invitation when you add them. Once they accept and log in, they'll see a streamlined version of Conductly focused on their own teaching.

Guardian

Guardians are the parents and family members linked to students. They have access to their linked students' information and are responsible for payments.

Typical user: Parents, legal guardians, family members responsible for a student.

What Guardians can do:

• View profiles and schedules of their linked students
• View and pay invoices sent to them
• Manage their stored payment methods
• Purchase classes through the online store
• Fill out forms sent by the school
• View receipts and payment history

What Guardians cannot do:

• View other families' students or information
• Access school-wide settings, reports, or administrative tools
• Modify the schedule or calendar
• View instructor details beyond what's shown on the schedule

Student

Students have the most limited access, focused on their own learning experience.

Typical user: The student themselves (typically older students or adult learners).

What Students can do:

• View their own schedule and upcoming lessons
• View their enrollment details

What Students cannot do:

• View or manage billing and invoices (this is the guardian's responsibility)
• Access any administrative features
• View other students' information

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Role Comparison Table

Capability	Owner	Admin	Instructor	Guardian	Student
View all students	Yes	Yes	Own only	Linked only	Self only
Manage students	Yes	Yes	No	No	No
View full calendar	Yes	Yes	Own only	Linked only	Own only
Create/edit events	Yes	Yes	No	No	No
Send invoices	Yes	Yes	No	No	No
View/pay invoices	Yes	Yes	No	Own only	No
Process payments	Yes	Yes	No	Make payments	No
Manage courses & catalog	Yes	Yes	No	No	No
Manage locations	Yes	Yes	No	No	No
Create forms	Yes	Yes	No	No	No
Manage online store	Yes	Yes	No	No	No
View reports	Yes	Yes	No	No	No
Configure settings	Yes	Yes	No	No	No
Manage team members	Yes	Yes	No	No	No
Manage account billing	Yes	No	No	No	No
Purchase from store	No	No	No	Yes	No
View own earnings	No	No	No	No	No

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Working With Multiple Schools

If you work with more than one school on Conductly, each school has its own separate login. To switch between schools, log out and log in again with the credentials for the other school.

note

Conductly does not currently support in-app switching between schools. If you manage multiple schools and this workflow is inconvenient, let us know — we may add an in-app switcher in a future release.

Each login account is scoped to one school. A user's role and permissions are determined by which school they're logged into — the same person may be an Owner at one school and an Instructor at another, but they'll need separate logins for each.

info

Each school's data is completely isolated. There is no information leakage between schools, even when the same person has accounts at multiple schools.

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Managing Roles

Assigning a Role

When you invite a new team member or add a user to your organization, you select their role during the invitation process:

1. Go to Settings > Team Management.
2. Click Invite Team Member.
3. Enter their email address.
4. Select the appropriate role.
5. Click Send Invitation.

Changing a Role

Owners can change any team member's role. Admins can change roles for non-Owner team members.

1. Go to Settings > Team Management.
2. Find the team member.
3. Click to edit their role.
4. Select the new role.
5. Save the change.

The user's access updates immediately — no need for them to log out and back in.

warning

Be careful when assigning the Owner role. Owners have access to account billing and can make changes that affect your Conductly subscription. Only assign this role to people you fully trust with your account.

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Best Practices

• Use the least privilege needed. Assign the most restrictive role that still lets the person do their job. Front desk staff usually need Admin; instructors should stay as Instructors.
• Review roles periodically. When staff members change responsibilities, update their roles to match.
• Keep at least two Owners. If one Owner loses access to their account, the other can manage the organization. A single Owner is a single point of failure.
• Don't share accounts. Every person should have their own login. This ensures accurate activity logs and proper permission scoping.