What Is Role-Based Access?

Role-Based Access lets your district control which case models each user can view or edit, based on their job function. Instead of every user having the same access, you can create roles (for example, Social Worker, School Counselor, or Team Leader) and define exactly which models each role can access — with Read/Write, Read Only, or No Access permissions for each one. This helps ensure staff only see the case information relevant to their role, while giving administrators a clear, centralized view of access across the district.

Turning On Role-Based Access

Role-Based Access is not enabled by default. To turn it on for your district, reach out to your Navigate360 representative or contact our support team. Once enabled, the Manage Roles and Access page will appear in your Admin settings, and role assignment options will become available throughout the platform.

Setting Up and Assigning Roles

Once Role-Based Access is turned on, here's how your district can configure roles and assign them to users.

1. Review district-wide roles in Admin settings.

Admin users with the Manage Roles permission can go to Admin > Manage Roles and Access to see every role in the district, how many users are assigned to it, and when it was last modified.

2. Edit default roles or create custom roles.

From the Manage Roles and Access page, admins can open any role to adjust its model access — setting each model to Read/Write, Read Only, or No Access. Default roles (like Social Worker) keep their name, but their permissions can be edited. Admins can also create entirely new custom roles to match the district's organizational structure.

3. Bulk-assign roles from User Management.

Users with the Manage Users permission can select multiple users from the Manage Users list and assign a role to all of them at once, rather than updating each account individually.

4. Assign or update a role for an individual user.

Roles can also be set one user at a time from that user's Account Settings, under User Role. This page also shows the model access granted by the selected role, for reference.

5. Adjust role assignments within a team.

Team Leaders can manage role assignments for the members of their own team directly from the Teams page.

6. See access levels reflected on the Cases dashboard.

Once a role is assigned, each user's Cases dashboard will display their access level (Read/Write or Read Only) next to the model for each case, so it's always clear what they can and can't do with a given case.

Note: Only users with the Manage Roles or Manage Users permission can create, edit, or bulk-assign roles. If you don't see these options, check with your district admin.