Getting Started
Inviting Your Team
How to add staff members and assign roles within Ardent SMS.
Inviting Your Team
Ardent SMS is designed for collaboration. You can invite teachers, administrators, and support staff to the platform with specific roles that control what data they can see and modify.
Role Reference Table
Below is a comprehensive guide to the default roles available in Ardent SMS.
| Role | Module Access | Can Approve | Notes |
|---|---|---|---|
| School Admin | All modules | Full authority | Full system access and settings management. |
| Vice Principal | Academic, HR, Discipline | Academic + HR | Cannot modify fees or financial settings. |
| Head of Dept | Own department only | Lesson plans, Leave | Read-only access to department finances. |
| Class Teacher | Own classes | Attendance, Grades | Focused on classroom management. |
| Bursar / Accountant | Finance, HR Payroll | Invoices, Payroll | Full access to accounts and fee collection. |
| HR Manager | HR All | Leave, Payroll | Manages staff records and payroll runs. |
| Librarian | Library | Loans, Fines | Access limited to library resources. |
| Transport Coord | Transport | Route changes | Manages buses, routes, and tracking. |
| House Master | Hostel | Exeats | Manages boarding student welfare. |
| Nurse | Health | Medication | Records infirmary visits and health logs. |
| IT Admin | Settings | Configuration | Technical setup and user management only. |
Staff Roles and Permissions Matrix
How to invite a staff member
- Navigate to HR > Employees in the School Portal.
- Click Add Employee.
- Enter their basic details (Full Name, Designation, and Email).
- Select their System Role from the dropdown menu.
- Toggle Send Invitation Email to true.
- Click Save.
The staff member will receive an email with a secure link to set their password and log in to the portal or the Ardent Staff Mobile App.
Staff members must have a unique email address to receive an invitation. If a staff member does not have an email, they can still be added to the system for payroll purposes but will not have portal access.