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Profiles - Site profiles (Administrator)

TABLE OF CONTENTS

Introduction
1 Overview
2 Prerequisites
3 Getting started
4 Step-by-step workflows
- 4.1 Editing a site profile
- 4.2 Adding a site profile
5 Settings on the Edit site profile page
6 Technical information
7 Troubleshooting
- 7.1 Common permission issues
- 7.2 Profile conflicts

Introduction

This article explains how to view, edit and add site profiles in itslearning. It describes every setting on the Edit site profile page, in the same order as they appear on the page, so you can follow the article while you work.

Course profiles and project profiles are configured on their own tabs on the Profiles page and are described in separate articles.

1 Overview

Every user in itslearning is assigned a site profile. The site profile controls what the user can see and do across the whole site: which features are available, which administration tools they can open, who they can search for and contact, and how their own user profile works.

Profiles make role-based access possible. Each type of user gets the features they need for their role, and nothing more. Settings in a profile can be overridden for selected profiles, groups or users with policies (Administration > Policies).

2 Prerequisites

Before you configure site profiles, make sure you have:

A System Administrator or Administrator profile with permission to manage profiles
Access to the Administration area in itslearning
An understanding of the user roles in your organisation and what each role needs

3 Getting started

3.1 Opening the Profiles page

Click your profile picture in the upper-right corner and select Admin from the personal menu.
In the Settings section of the Administration menu, select Profiles.
The Site tab opens and shows the profiles overview.

Admin setting: Admin > Profiles > Site

3.2 Reading the profiles overview

The profiles overview is a read-only summary of all site profiles. You make changes on the Edit site profile page (see section 4.1).

Element	Description
Columns	One column per site profile on your site.
Rows	One row per setting, grouped under Functionality, Courses, Files, Projects, Profile settings, Administration, Default settings, Privacy, Person profile and Synchronisation.
✓ Green checkmark	The setting is enabled for the profile.
✗ Red cross	The setting is disabled for the profile.
Text and numbers	The selected option or value, for example Site, Restricted to school, a security level or a quota.
Pencil icon	Opens the Edit site profile page for that profile.
Add site profile	Creates a new site profile (see section 4.2).

Note: The overview groups and names some settings differently from the edit page. For example, the Privacy settings Allow new conversations with are shown as Initiate communication to staff/students/guests, and Use this profile to synchronise with hierarchy role is shown as Role in hierarchy. This article follows the edit page.

3.3 Default profiles

itslearning has six default site profiles. You can rename the default profiles and add your own, so your site may have more profiles than these.

Profile	Primary purpose	Typical security level	Hierarchy role	Typical users
System Administrator	Full platform control	100	Administrator	IT staff, platform managers
Administrator	Site or school management	50	Administrator	School administrators, principals
Staff	Teaching and content creation	30	Teacher	Teachers, instructors
Student	Learning activities	20	Student	Enrolled students
Parent	Following their child's activities	12	Guest	Parents, guardians
Guest	Minimal access	10	Guest	Visitors, temporary users

Profiles that your organisation has added, for example External student, are shown alongside the default profiles.

3.4 Configuration scope

Many settings have a scope in addition to being enabled or disabled:

Scope	Meaning
Community	Available outside your site (used for library sharing permissions).
All sites	Shared with other itslearning sites in your country (used for sharing course templates).
Site	Applies across your entire itslearning site.
School	Applies only within the user's own school or organisation. Shown as Restricted to school in the overview.
Disabled	The checkbox is cleared and the feature is unavailable to the profile.

When you choose between Site and School, consider that:

Site gives broader access but less control
School gives better privacy and organisation
It is safest to start restrictive and expand access as needed

Examples of scope in practice:

Setting	Site	School	Disabled
Search for: Staff (section 5.2)	Can search for all staff on the site	Can only search for staff in the user's school	Cannot search for staff
Create courses (section 5.5)	Can create courses anywhere on the site	Can only create courses in the user's school	Cannot create courses
Allow new conversations with: Students (section 5.2)	Can start conversations with any student on the site	Can only start conversations with students in the user's school	Cannot start conversations with students

4 Step-by-step workflows

4.1 Editing a site profile

Open Admin > Profiles. The Site tab is shown.
Click the pencil icon next to the name of the profile you want to change.
The Edit site profile page opens. A yellow banner warns you to be careful, because changes can have serious effects.
Change the settings you need. Section 5 describes each setting in page order.
Scroll to the bottom of the page and click Save. Click Cancel to leave without saving.

Result: The changes apply immediately to all users with this profile.

Important: A site profile usually covers a large number of users. Review your changes before you save, and tell affected users if you change significant permissions.

4.2 Adding a site profile

Open Admin > Profiles.
Click Add site profile above the profiles overview.
Under Select a profile to serve as a basis for default values, select the existing profile that is closest to the new one, or Not defined to start without a basis.
Click Next. The Add site profile page opens with the same sections as the Edit site profile page (section 5).
Enter the profile name under Title (section 5.1).
Enter a Security level that no other profile uses (section 6.1).
Select a hierarchy role in Use this profile to synchronise with hierarchy role and check the Start URL. Both are required.
Configure the remaining settings and click Save.

Note: If you select Not defined, most settings start disabled or empty. Check values such as Automatic logout time (30 to 480 minutes) and Quota before you save. The Assign avatars and Revert changes buttons are only shown when you edit an existing profile.

5 Settings on the Edit site profile page

The tables below follow the order of the Edit site profile page. Typical configuration describes the most common setup. Your site may be configured differently.

5.1 Title

The Title section contains one field for each language available in itslearning (for example Bokmål, English (UK), Svenska, Deutsch, Suomi and Nederlands). The text in each field is the name of the profile that users see when itslearning is shown in that language.

5.2 Privacy

The Privacy settings control who users with this profile can find and contact. Search and conversation rights are set per hierarchy role (Staff, Students, Guests). Tick the role and select the organisation level: Site or School.

Setting	Description	Typical configuration	Notes
Search for: Staff / Students / Guests	Allows users with this profile to search for staff, students or guests.	–	Clear the checkbox to prevent searching for that group. Site allows searching across the whole site; School limits search to the user's own school. Shown as Search for staff, Search for students and Search for guests in the overview.
Search for members in own courses and projects	Allows users to search for members of their own courses and projects.	Enabled for most profiles	Overrides the general search settings. For example, a user can search for students in their own class even if the profile otherwise restricts searching for students.
Allow new conversations with: Staff / Students / Guests	Allows users with this profile to start new conversations with staff, students or guests.	School (Restricted to school) for students and guests	Clear the checkbox to prevent starting conversations with that group. Shown as Initiate communication to staff/students/guests in the overview. For a parent profile with Staff set to School, a parent can message any member of staff at the school. It is not possible to limit this to the staff who teach the parent's child.
Initiate communication to members of own courses and projects	Allows users to start conversations with members of their own courses and projects.	Enabled for most profiles	This overrides the main rules for Allow new conversations with. For example, a user can contact students in their own class even if the profile otherwise restricts communication with students.

5.3 Person profile

The Person profile settings control the user's own profile picture, email address and personal information, and what users can see about each other.

Setting	Description	Typical configuration	Notes
Allow to change profile picture	Allows users to upload and change their profile picture.	Enabled for all profiles
Allow selecting an avatar as profile picture	Allows users to choose an avatar as their profile picture.	–
Give new users with the profile '[profile name]' random avatars as profile pictures	Gives new users with this profile a random avatar as their profile picture.	Depends on the site	Affects only users created after the setting is enabled. If allowed, users can upload their own profile picture or choose another avatar.
Assign avatars to existing users with the profile '[profile name]'	Assigns random avatars to existing users with this profile who do not have a profile picture.	Used when needed	Assign avatars assigns the avatars. Revert changes removes assigned avatars from all users with this profile and restores the default grey silhouette. Users who have uploaded their own picture are not affected. Both actions ask for confirmation.
Allow to change email address	Allows users to change their email address in itslearning.	Enabled for all profiles	If users are managed through an integration, this setting has no effect. Email addresses must then be updated in the external source system.
Detailed user information	Controls whether users can enter more information in their profile, such as home address and phone number.	Allow to edit for most profiles	Options include Allow to edit and Hide.
Show detailed user information about other users	Allows users to see custom information and profile card information about other users.	Enabled for administrators and staff only	Works together with Show extra user information to other users (section 5.5): that setting decides that extra information is shown, while this setting decides who can see it. Custom information is defined in Edit global settings. Understand how the two settings interact before you enable them, to avoid GDPR issues.

Important: Assign avatars and Revert changes affect every user with the profile. On a large site this can be many accounts. Check the scope of the profile before you use them.

5.4 Profile settings

Setting	Description	Typical configuration	Notes
Security level (0 - 100)	The profile's place in the permission hierarchy. A higher number gives more privileges.	See section 3.3	Each profile must have a unique security level. See section 6.1.
Allowed HTML Code Level	Controls which HTML and CSS are kept when users save content in the rich text editor.	Less restricted for administrators and staff	Options: Highly restricted, Restricted and Less restricted. Can also be set with a policy. See section 6.2.
Use this profile to synchronise with hierarchy role	The hierarchy role that this profile is linked to.	Matches the profile's purpose (see section 3.3)	Options: Administrator, Teacher, Student and Guest. Shown as Role in hierarchy in the overview.
Collect Learning Record Store data	Includes users with this profile in Learning Record Store (LRS) data collection.	Enabled for student profiles only	The LRS is an optional add-on and must be activated for the site. If a user with a staff profile is enrolled as a student in a course, their data is not collected unless their profile also has this setting enabled.

5.5 Profile functionality

The Profile functionality section is the largest part of the page. It is divided into general functions, Library, ePortfolio and personal tools, Start URL, Courses, Files and Projects.

General functions

Setting	Description	Typical configuration	Notes
Dashboard	Makes the dashboard available as a landing page for this profile.	Enabled for all profiles except System Administrator and restricted guests	If a dashboard is used site-wide, the System Administrator profile needs this setting to manage the dashboard. Users without dashboard access go to the start page defined in Start URL.
Calendar	Access to personal and course calendars.	Enabled for all profiles	Essential for tracking assignments, events and deadlines.
Rooms and equipment booking	Allows users to book rooms and equipment.	Disabled for all profiles by default	Enable it when your organisation uses itslearning to manage bookable resources. Resources are set up in Bookings management (section 5.6).
Messages	Makes the internal message system available for this profile.	Enabled for most profiles, often disabled for guests	A group message in the message system is not the same as a mass message.
Search content	Allows users to search for content in the search box.	Enabled for all profiles
Search users	Allows users to search for other users in the search box.	Enabled for administrators and staff	Works together with the Privacy settings (section 5.2), which limit which users can be found.
Show extra user information to other users	Shows extra or custom information and profile cards for users with this profile to users who are allowed to see it.	Enabled for all profiles	Extra user information is defined in Edit global settings and is shown as an extra column on the Participants page and, for administrators, in User and access rights. Works together with Show detailed user information about other users (section 5.3). Understand how the two settings interact to avoid GDPR issues.
Allowed to use standard itslearning login	Allows users to log in with a username and password maintained in itslearning.	Enabled for most profiles	Disable it for profiles that only log in through external authentication. When disabled, the option to change the password is hidden from the user's personal settings. Profiles used for external course catalogue accounts need this setting.
Receive notifications about itslearning product updates and enable 'What's new' in personal menu	Shows notifications about itslearning product updates and the What's new item in the personal menu.	–	What's new keeps users up to date with new developments, bug fixes and events.

Library

Setting	Description	Typical configuration	Notes
Enable library	Gives access to the library.	Enabled for staff	Sharing permissions decide whether users can also contribute.
Sharing permissions	How widely users can share elements to the library.	Community for administrators, None for students	Options: None, School, Site and Community.
Allowed to give reviews	Allows users to write reviews of library content.	Enabled for staff and administrators

ePortfolio and personal tools

Setting	Description	Typical configuration	Notes
ePortfolio	Gives access to the ePortfolio, which includes a blog and an About me page.	Enabled for staff and students when used	Select the option in the list. One option, Yes (public on the Internet), makes ePortfolios available on the internet. Which ePortfolio features are available is set in Edit global settings.
Personal settings	Gives access to personal settings, such as email, photo and notifications.	Enabled for most profiles, disabled for guests	Gives users control over their own account. See section 5.3 for the individual settings.
Allowed to change font	Allows users to choose their own font.	–	The default font for the site is set in Edit global settings.
Subscriptions	Allows users to subscribe to RSS feeds and to manage their email notification settings.	Enabled for most active profiles	Covers feeds such as calendar and course notifications in the platform.
Allowed to share individual learning plans	Belongs to a discontinued feature.	–	This setting is still shown on the page but does not affect the current individual learning plan tools.
Allowed to send mass messages	Allows users to send one-way messages to one or more hierarchies at a time.	Site level for administrators, disabled for others	Used for announcements to large groups. Not the same as a group message in the message system.

Start URL

Setting	Description	Typical configuration	Notes
Start URL	The page users with this profile see when they log in.	Dashboard (default)	Options include Dashboard, Course cards, Parent dashboard, Last course used and Last project used. If you select Last course used or Last project used and the user is not part of any course or project, the Dashboard is shown. If the user has not visited any course or project yet, an arbitrary course or project is selected.

Courses

Setting	Description	Typical configuration	Notes
Create courses	Allows users to create courses. Options: Site or School.	Site for administrators, School for staff	Site allows users to create courses on the site, while School limits creation of courses to their school. A user must be connected to an organisation in the hierarchy to create courses. If courses are created by an integration, consider whether teachers need this setting.
Allowed to share a course as a template	Enables Share as template on a course's Settings page. Options: All sites, Site or School.	Site for administrators, often School for staff	All sites allows users to share the template with other itslearning sites in their country, including selected sites. Site restricts sharing to your own itslearning site. School restricts sharing to the user's own school.
Create courses based on a template or apply templates to existing courses	Allows users to select a template when creating a course, or to apply a template to an existing course.	Enabled for staff	Applying a template to an existing course is useful when empty courses with the right participants are created by a SIS integration.
Allowed to apply a template to other courses	Allows users to push their course as a template to other courses.	Enabled for administrators and staff	Users can push to courses where they are a teacher (or have a similar or higher role), and to courses attached to organisations where they are a teacher or administrator. A template cannot be pushed to another course template.
Access to course	Allows users to enter and view courses.	Enabled for most profiles	Basic course permission.
Local course catalogue	Allows users to view the internal course catalogue and enrol in courses from it.	Enabled for most profiles
Allow adding courses to the internal course catalogue	Allows users to add courses to the internal course catalogue. Options: Site or School.	Depends on the site and school	Site allows users to make a course available to the entire site, while School limits availability to their specific school. The internal course catalogue must first be enabled in Edit global settings.
Allow adding courses to the external course catalogue	Allows users to add courses to the external course catalogue.	Depends on the site and school	No scope options. Available to administrator and staff profiles only. The external course catalogue must first be enabled in Edit global settings.
Enrol in courses	Allows users to enrol themselves in courses. Options: Site or School.	Site or School, restricted for external students	Site allows users to self-enrol in courses on the site, while School allows them to self-enrol in courses in their school(s).
Allowed to comment on announcements if comments are enabled	Allows users to comment on course announcements.	Enabled for all active users	The teacher must open the announcement for comments.
Create content with AI	Gives access to AI-assisted content creation.	Enabled for staff	Requires the AI service to be enabled in Edit global settings.

Files

Setting	Description	Typical configuration	Notes
Private files	Gives access to Your files, a personal file area.	Disabled for System Administrator, enabled for others	If at least one file area is enabled, Files is shown in the personal menu. If all are disabled, it is hidden.
Your web files	Gives access to Your web files, for recordings and files that can be shared publicly.	Disabled for System Administrator, enabled for others	If Private files is disabled and Your web files is enabled, Your web files becomes the landing page for Files.
Your images	Gives access to Your images.	–
Saved course materials	Saves students' assignment submissions when they are removed from a course, or when the course is archived or deleted, so they keep access to their work.	Enabled for the default student profile	Must be enabled separately for other profiles that need it. Content here counts towards the site storage, not the user's quota.
Quota	Allowed disk space in kilobytes (KB) for the user's private and web files.	51200 KB (50 MB), 0 for guests	Course files are not included. 1,024 KB = 1 MB. See section 6.3.

Projects

Setting	Description	Typical configuration	Notes
Create projects	Allows users to create projects. Options: Site or School.	Site for staff, School for students (if used, otherwise disabled)	Site allows users to create projects on the site, while School limits creation of projects to their school.
Access to projects	Allows users to join and take part in projects.	Enabled for most profiles except System Administrator
Allow to create Microsoft Team for course	Allows users to create a Microsoft Team for a course.	Disabled	Only relevant when the Microsoft Teams integration is enabled. The setting is only shown when the integration is enabled. Use caution when enabling it broadly, as this can result in excessive Teams creation.
Attendance manager	Gives access to attendance information for all courses in the selected scope. Options: Site or School.	Site for administrators	Site allows users to see attendance for all courses and course participants on the site, while School limits visibility to courses and course participants in their schools. Users need to be an Administrator or Teacher in the site or school hierarchy. Shown under Administration in the overview. To give the right to selected users only, use a policy.

5.6 Administration

Important: The following permissions give significant control over your itslearning site. Take particular care with Global settings (site-wide configuration), User and access rights management (create, modify and delete users), Hierarchy management (organisation structure) and Policy management (override profile settings). Limit these to system administrators until you fully understand their effects.

Enabling a management option makes the matching page visible in the Administration menu. Visit newly visible pages and review their default settings. Some pages also need the Administrator role in a hierarchy to work fully (see section 7.1).

Setting	Description	Typical access	Notes
Global settings	Gives access to Edit global settings, which affects the entire site.	System administrators only
Policy management	Allows users to create and manage policies. Policies override profile or user settings, can combine several settings and can be applied to profiles, groups or users.	System administrators and school administrators	A school administrator with this right can create and manage policies for their school, including editing site-level policies that are visible in their school.
Course management	Allows users to manage courses.	Administrators	Without the Administrator role in a hierarchy, the page is visible but does not work.
Project management	Allows users to manage projects.	Administrators	Also needed to permanently delete projects from the trash can.
User and access rights management	Allows users to add and edit users.	System administrators	The scope follows the user's hierarchy. Also shows the Users tab in the trash can, where users in the user's organisation(s) can be permanently deleted.
Extension management	Allows users to add modules, apps and plugins on the Manage extensions tab of the Manage apps page.	System administrators
Extended data for apps' management	Allows users to decide which apps get access to extended data, on the Extended data tab of the Manage apps page.	Administrators
Vendor access management	Allows users to permit or deny vendors access to the site and the right to create content, on the Vendor access tab of the Manage apps page.	System administrators
Native app management	Gives access to the Personal API access tab on the Manage apps page, where you decide which areas of itslearning native apps, such as the itslearning mobile app, can access.	System administrators	The site setting Enable main app must also be on. For example, you can allow an app to read messages but not notifications. Users can manage their own app authorisations in Your settings > Manage applications.
Workflow management	Gives access to the Workflow page, which controls when behaviour and assessment information becomes visible to different roles and when it is sent to external systems.	System administrators
Supervisor management	Allows users to manage supervisors (mentors and headteachers), who follow up students.	Administrators	Recommended at school level. Without the Administrator role in a hierarchy, the page is visible but does not work.
Hierarchy management	Allows users to add, edit and delete hierarchies. Hierarchies are typically schools or subsites.	System administrators	Without the Administrator role in a hierarchy, users can only view the hierarchies they are members of.
Letter templates management	Allows users to manage the letter templates used for letters to students and parents.	System administrators, administrators and selected staff	Templates are shared across all organisations on the site.
Bookings management	Allows users to add and edit bookable rooms and equipment.	Disabled by default	To manage bookable rooms and equipment for an organisation, the user needs to be an administrator for that organisation.
Parent feature management	Allows users to manage the information and features available to parents.	Disabled by default
Advanced Reporting	Gives access to Advanced Reporting for the site.	Administrators	Advanced Reporting is an optional service. Contact your itslearning representative if you are interested.
API management	Gives access to Manage API, where the API and API logs are managed.	System administrators
Learning Record Store management	Allows users to manage the Learning Record Store (LRS) and third-party access to it.	System administrators	The LRS is an optional add-on.
IMS Enterprise web services management	Allows users to add and remove IMS Enterprise web services integrations and view their logs.	System administrators
Term management	Allows users to manage terms. A term is a time-limited period, such as a semester, used to manage assessment and attendance.	System administrators and administrators	If itslearning is integrated with a SIS, terms are created by the integration.
Export management	Controls data export.	Disabled for all
Role in Developer Portal	The user's role in the Developer Portal.	None	Options: None and Developer.
Learning objective repository management	Allows users to add locally created learning objectives to the platform, also by importing an Excel file.	System administrators	Can be given for the site or for a school. Granted to system administrators by default.
Manage settings for learning-objectives reports	Allows users to configure how mastery is calculated and which statuses and achievement levels are used in learning objective reports.	System administrators only

5.7 Default profile settings

Setting	Description	Typical values	Notes
Automatic logout time	Automatically logs users out after a given period of inactivity, in minutes.	30 for profiles with the hierarchy role Administrator, 80 for other profiles	Accepted values are from 30 to 480 minutes (8 hours). Users get a warning 20 minutes before they are logged out and can choose to stay logged in. For security reasons, set the limit as low as possible, especially where devices are shared. Different limits for groups or users can be set with a policy.

5.8 Synchronisation

Setting	Description	Configuration	Notes
Default profile	Makes this the fallback profile for users imported through an integration, such as IMS Enterprise or CSV, when their role cannot be mapped to a profile.	Usually the student profile	Used when the imported role (IMS InstitutionRoleType) does not match any profile mapping, is mapped to a deleted profile, or is missing or empty. If no default profile is selected, such imports fail (see section 7.2).
Map from profile	Decides how users get this profile when they are imported through an integration.	Select one option	Options: Users with this profile can only be changed manually, or Match this profile against the following IMS InstitutionRoleType. With the second option, enter the external role name (for example Staff). It is used to assign profiles automatically when users are imported through an integration.

6 Technical information

6.1 Security levels

Security levels create a permission hierarchy. Higher levels can override lower levels.

Security level	Profile	Notes
100	System Administrator	Highest level, full platform control
50	Administrator	Site or school management
30	Staff	Teaching and content creation
20	Student	Standard student access
12	Parent	Following their child's activities
10	Guest	Lowest level, minimal access

Important: Each profile must have a unique security level.

Understanding the hierarchy:

Higher security levels can access and modify settings of lower security levels.
Only the System Administrator (100), Administrator (50) and Staff (30) profiles have administrative capabilities by default.
Student (20), Parent (12) and Guest (10) are end-user profiles without administrative access to other users. We recommend keeping them that way.
Security levels do not decide which administrative functions are available, but what an administrative function can be used for. For example, a staff profile (30) can have the right to manage policies, but cannot give a policy to an administrator.
When several policies apply to a user, conflicts are resolved by the highest security level.
If you create custom profiles, give them unique levels between the existing ones. For example, 28 for teaching assistants places them between staff and students.

6.2 Allowed HTML code levels

The Allowed HTML Code Level decides which HTML and CSS are kept when users save content in the rich text editor, for example in assignments, discussions and pages. The filter runs when content is saved, whether it is written with the toolbar, entered in Source view, pasted or imported. The levels are cumulative: each level includes everything in the level below.

Level	Allowed content	Typical use
Highly restricted	Basic text formatting only (paragraphs, bold, italic, underline, line breaks) without attributes or styling. Images, tables, headings, links, audio, video and embedded frames are removed.	Untrusted or external users, such as guests
Restricted	Standard rich content, including images, links, tables, headings, lists, audio and video. Inline styling passes through a CSS security filter. User-supplied class and id attributes are not kept.	Standard users
Less restricted	Everything in Restricted, plus embedded frames (iframes), classes, IDs and additional formatting attributes.	Trusted content creators, such as administrators and staff

Important considerations:

Source view does not bypass the filter.
Embedded external content may also be checked against separate rules for approved services, URLs or domains.
If users report that formatting is missing or removed after saving, check the Allowed HTML Code Level of their profile and any policies that apply to them.

For the full list of allowed elements and CSS properties, see Rich Text Editor - Reference (All users).

6.3 Storage quotas

Quotas are set in kilobytes (1,024 KB = 1 MB). For example, 51200 KB is 50 MB.
The quota is shared between Private files and Your web files.
Course files do not count towards the user's quota.
Recordings made in the rich text editor are stored in Your web files and count towards the quota, even if the user cannot see Your web files.
When a user tries to upload more than the remaining quota, an error message shows the largest file size allowed.
Consider the total storage of the site when you set quotas.

6.4 Integration considerations

When users are managed through an integration or external authentication:

Email addresses cannot be changed in itslearning if they are managed externally.
Profile mapping (section 5.8) makes sure users get the right profile and permissions.
Regular synchronisation keeps profiles consistent.
Test mappings with sample imports before full deployment.

7 Troubleshooting

7.1 Common permission issues

Problem: Users cannot access expected features

Cause: The profile permissions are not configured correctly.
Solution:
1. Check the user's profile in the profiles overview.
2. Check that the permission is enabled (green checkmark).
3. Check whether a policy overrides the profile setting.
4. Make sure the user has the correct profile.
Prevention: Document profile requirements before implementation.

Problem: Users have too much access

Cause: The profile is too permissive, or the user has the wrong profile.
Solution:
1. Review the profile permissions.
2. Remove permissions that are not needed.
3. Check that the security level is appropriate.
4. Check for policies that give extra access.
Prevention: Give each profile only the permissions it needs.

Problem: An administration page is visible but empty or does not work

Cause: Some administration tools need both a profile permission and the Administrator role in a hierarchy. This applies to Course management, Hierarchy management, Bookings management and Supervisor management, among others.
Solution: Check both the user's profile permissions and their role in the hierarchy.

7.2 Profile conflicts

Problem: A profile cannot be saved because of a security level conflict

Cause: Two profiles have the same security level.
Solution: Give each profile a unique security level.
Prevention: Keep a record of the security levels in use.

Problem: User imports fail with the error "InvalidData - No default profile selected in profiles"

Cause: The imported role did not match any profile mapping, and no profile is marked as Default profile.
Solution: Add the missing role in Map from profile on the right profile, or tick Default profile on the profile that should catch unmapped users (section 5.8).

Problem: Users get the wrong permissions in the hierarchy

Cause: The hierarchy role in Use this profile to synchronise with hierarchy role is wrong.
Solution: Make sure the hierarchy role matches the intended user type.
Prevention: Plan the hierarchy structure before implementation.

More Help Resources

Have more questions? Please start with asking your school administrator.

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