When everyone shares one login, or every staff member can see everything, mistakes and misuse follow. Not because people are dishonest, but because access nobody needs is risk nobody needs.
The principle
Give each person the least access they need to do their job.
A sample model
- Front desk: add students, take payments, issue receipts, mark attendance. Cannot delete receipts or see accounts.
- Teacher: mark attendance and see their own batches. Cannot see fees or other batches.
- Accountant: view all payments, post expenses, run reports. Cannot change student admissions.
- Branch manager: everything in their branch.
- Owner or admin: all branches, settings and staff management.
Protect the sensitive actions
Deleting a receipt, changing a fee or editing past accounting should be limited to a few people, and logged.
Student data
Phone numbers, addresses and ID documents are personal data. Limit who can export them, and remove access when staff leave.
Offboarding
When someone leaves, disable their account the same day. Shared passwords make this impossible, which is why individual logins matter.
Role-based access is built into Mantralyte, per institute, with one login per staff member. See institute management software and start free.
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