This guide explains how admins can control what staff members are allowed to do in the Messages section â including private messages, group chats, and staff message visibility.
Using role-based permissions, you can decide whether teachers can send messages to parents, view staff conversations, or create groups.
Why manage messaging permissions?
Not every staff member needs the same level of communication access. With permission settings, you can:
Allow or restrict private messaging with parents
Control who can send group or school messages
Decide which staff can read other staff conversations
Limit message visibility based on roles
Provide role-specific access pathways for Teachers, Principals, and Super Admins to ensure clarity on default permissions and visibility.
All permissions are managed from Settings â Access Control.
How to update messaging permissions for staff
Go to Settings
Click Access Control
Select the role (for example: Teacher)
Open the Messages permissions section
Enable or disable permissions as needed
Click Save
Configure routing settings to assign concerns to broader groups or include additional roles as recipients.
Verify changes by testing visibility with a sample concern or message.
Changes apply instantly to all staff with that role.
Access levels by role
Teachers
Teachers can view and respond to parent messages directly through their accounts. No additional configuration is typically required for this role.
Principals
Principals can access teacher-parent messages using their principal account. To view these messages:
Log in with the principal account.
Navigate to the messaging or communications area to access conversations between teachers and parents.
Super Admins
Super admins have the ability to view all direct messages between teachers and parents. To access these messages:
Go to the "Messages" section.
Select "Direct Messages" and view all parent messages.
Watch this video to learn how to provide staff access to messages.
Watch this video to learn how to manage Parent Access to messages
Best practice
Allow private messaging only for lead teachers/admins
Give âread all staff messagesâ access only to management
Restrict group creation to avoid clutter
Troubleshooting visibility issues
If users encounter issues with visibility, such as parents not seeing therapy observations, consider the following troubleshooting steps:
Check Filters: Ensure that filters (e.g., date range, child, category) applied to the observations view are not limiting visibility.
Adjust or Clear Filters: Modify or remove filters to ensure all relevant observations are displayed.
Regularly review and adjust permissions to ensure they align with current staff roles and responsibilities.