Guide
Accounts & permissions
How RecordGrade accounts, schools, staff approval, grade-level limits, and permission roles work.
On this page
User accounts
Each person signs in with their own email and password. Accounts are not shared. After login, users select which school they are working in.
- Register — create a new login at
/register. - Confirm email — required before full use.
- Reset password —
/account/forgotPassword. - User settings — update display name and account details at
/account/update.
Schools and multi-school access
A school is the organizational boundary for students, courses, years, and settings. One person can belong to multiple schools (for example a teacher who serves two campuses). Switch schools from Settings → My Schools.
Data is isolated per school. Grades and students from School A are never mixed into School B.
Join codes (how staff join a school)
New staff do not invent a school on their own when they should join an existing one. They use your school’s unique join code after you enable joining.
School admin: enable joining and share the code
- Open school settingsGo to Settings → My Schools, select your school, and open Edit (requires the Settings permission).
- Allow others to joinCheck Allow Others to Join. Saving generates (or keeps) a unique join code for that school.
- Share the code securelyWhen joining is enabled, the join code appears on the school card under My Schools. Share it only with people you intend to add (email, staff handbook, admin chat—not a public website).
Turning joining off
If you uncheck Allow Others to Join and save, new join requests with that code stop working. Enable it again when you need to onboard more staff.
New users: join with the code
- Create their own accountRegister and confirm email if they do not already have a RecordGrade login.
- Open Join SchoolAfter signing in, go to Settings → My Schools and click Join School.
- Enter the join codeType the school’s unique join code (labeled School Join Code in the form) and submit Request to Join.
They then appear on the school’s user list as Pending until an admin approves them. They cannot use the gradebook for that school while pending.
Approving pending users
Admins review join requests under Settings → Users.
- Pending — submitted a valid join code; waiting for approval; no gradebook access yet.
- Active — approved and can access the school with the permissions you assign.
Open Manage on a user to approve them, set permissions, set grade-level access, or remove them from the school.
Checklist for a new teacher
1) Admin enables Allow Others to Join and shares the join code → 2) Teacher registers, clicks Join School, enters the code → 3) Admin approves under Users and assigns permissions (and grade limits if needed).
Permission roles
Permissions are assigned per school. They control which navigation areas and actions a user can reach.
| Permission | What it unlocks |
|---|---|
| Modify Student Records | Test scores, hours, attendance, behavior, notes, projections, manual record entry |
| Manage Students | Student roster: create, edit, manage student profiles |
| Years & Enrollments | School years, terms, and year enrollments |
| Manage Assignments | Courses, categories, unit test patterns, no-grade courses |
| Enroll Students in Assignments | Course enrollments and no-grade enrollments |
| Settings | Users, billing, behavior settings, graduation levels, report settings, grade scale |
Suggested roles
Classroom teacher: Modify Student Records (and maybe Enroll in Assignments). Registrar: Manage Students, Years & Enrollments, Enroll Students. Admin: all permissions including Settings.
Grade-level limits
In addition to permissions, you can restrict a user to specific grade levels (for example grades 9–10 only). Restricted teachers only see students enrolled in those grades on grade entry, attendance, behavior, projections, and similar lists.
This is ideal when multiple teachers share a school but should not view every student’s data.
Profile and security
- Keep email addresses unique and current—password resets and school invites depend on them.
- Do not share passwords; invite each staff member with their own account.
- Remove former staff under Users so they lose school access immediately.
Who manages billing
Settings → Billing requires the Settings permission. Plan changes and Stripe checkout are school-level, not personal.