Default Roles

Mosaic comes with a set of default roles designed to match common job functions in a school. Each role is a predefined collection of permissions that can be assigned to any staff member.

These roles serve as a foundation — they can be customized or supplemented with individual grants to meet your school’s specific needs. Users can also have multiple roles assigned simultaneously.

Quick Comparison

Use this table to compare what each role provides at a glance. Scroll right to see all roles.

Legend: • Basic ◐ View ⬤ Edit ★ Admin (blank) No access

Permission	School Administrator	Division Principal	Teacher	Basic	Office Staff	Guidance Counselor	Student Support	Health Staff	Admissions	Human Resources	Business Manager	Curriculum Coordinator	Instructional Coach	Attendance Manager	IT Support	Observer
Student
Profile	⬤	◐	◐	•	⬤	⬤	◐	◐	⬤	•	◐	◐	◐	◐	◐	◐
Schedule	◐	•	•		•	◐	•	•	•		•	◐	•	•	•	•
Family Access	◐				◐	•	•		•						◐
Locker	◐	◐			•	◐	•
Attendance	◐				◐	•	•	◐					•	◐		•
Attendance Journal	◐				◐	◐	◐	◐					•	◐
Discipline	◐					•	•						•			•
Discipline Journal	◐					◐	◐						•
Health	◐					•	•	◐	◐
Health Journal	◐					•	•	◐
Support	◐					◐	◐	•				◐	•			•
Support Journal	◐					◐	◐	◐				◐	•
Language Development	◐					◐	◐					◐	•			•
Resources	◐				•	•	•					◐	•			•
Communication Journal	◐	◐			◐	◐	◐	◐			◐	◐				•
Academic Record	◐					•	•						•			•
Academic Journal	◐					◐	◐						•
Service Hours	◐				◐	◐	•									•
General Reports	•	•	•		•	•	•	•	•		•	•	•	•		•
Admin Reports	•	•			•	•			•		•	•				•
Staff
Profile	⬤	⬤	◐	•	⬤	◐	◐	◐	•	⬤	◐	◐	◐	•	◐	◐
Sensitive	◐									◐	•				⬤
Schedule	•	•	•		•	•	•	•		•	•	•	•			•
Attendance	◐				•					◐		•	•			•
Attendance Journal	◐									◐		◐
Health	◐							◐		◐
Health Journal	◐							◐
Employment	◐	•			•					◐	•	•	•			•
Employment Journal	◐									◐	◐
Professional Development	◐									◐		◐	◐			•
Supervision	◐
Coaching													◐
Notifications	◐														◐
Resources	◐									•		◐	•
Admin Reports	•	•			◐					•	•	•	•			•
Communication
Email	⬤	⬤	•		•	◐	•	◐	•	•	•	•	•	◐	•
Calendar	◐	•			•	•
Contacts	◐	◐			◐	•	•	•	•	•	•	•			•
Contact Journal	◐	◐			◐				◐			◐
Groups	◐	◐	•	•	•	•	•	•	•	•	•	◐	•	•	•	•
Help Desk	◐	•	•	•	•	•	•	•	•	•	•	•	•	•	◐
Review Supervisor	◐	◐
Lunch Menu	◐	◐	•	•	◐	•	•	•	•	•	⬤	•	•	•	•	•
Lunch Orders	◐	◐			◐						◐
Service Hours	◐	◐			◐	◐										•
Administration
Profile Pictures	◐	◐			◐				⬤	◐					◐
Library	◐	◐										◐			◐	•
Curriculum	◐	◐										◐	•			•
Scheduling	◐	◐				◐						◐				•
Assessments	◐	◐										◐				•
Academic Records	◐	◐				◐						◐				•
Admissions	⬤	•			◐	•		•	⬤		•	•				•
Transportation	⬤	•			◐						⬤					•
Finances
Accounting Access
Accounting Settings
Chart of Accounts
Registers
Reports
Auditor
Accounting Admin
Cashier Access
Cashier Manage Clients
Cashier Journal
Cashier POS											◐
Cashier Supervisor
Cashier Admin
Mass Charges Access
Mass Charges Admin
POS Admin	◐										◐
Expense Accounts	⬤	◐									★
Assets
System Config
District Settings	•	•
School Settings	◐	•
Year Configuration	◐	•
Form Letters	◐
User Administration	◐														◐
Family Access Settings	◐	•			•	•	•				•			•	◐
Year Access	•	•							•	•	•	•				•
Term Access	◐	◐	•		◐	◐	◐	◐	◐	◐	◐	◐		◐	◐	•
Journal Visibility	•	•

Permission Categories

Each role grants permissions across six categories:

Category	What It Covers
Student	Student profiles, schedules, attendance, discipline, health, support, language development, academics, service logs, reports
Staff	Staff profiles, sensitive data, schedules, attendance, health, employment, professional development, supervision/coaching journals, notifications, resources, reports
Communication	Email, calendar, contacts, groups, Help Desk, content review/translation, lunch menu/orders, service hours
Administration	Profile pictures, library, curriculum, scheduling, assessments, academic records, admissions, transportation
Finances	Accounting, cashier, POS, mass charges, expense accounts, assets
System Config	District/school settings, year/term configuration, form letters, user administration, family access settings, journal visibility, beta access

School Administrator

Recommended for: Principals, deans, or school-level administrators.

Broad access across student and staff records, communication, and administrative features. Includes school-level system configuration and expense account management. No accounting or cashier permissions.

Category	Summary
Student	Edit access to profiles, schedules, family access, lockers, attendance, discipline, health, support, language development, resources, academics, service logs, and all journals. View reports.
Staff	Edit access to profiles, sensitive data, attendance, health, employment, professional development, notifications, resources, and all journals (attendance, health, employment, supervision). View access to schedules, reports.
Communication	Email admin (send, moderate, supervisor). Calendar admin. Edit contacts and contact journal. Groups admin. Help Desk admin. Review supervisor. Edit lunch menu, lunch orders, service hours.
Administration	Edit access to profile pictures, library, curriculum, scheduling, assessments, academic records. Admissions admin. Transportation admin. POS admin.
Finances	POS admin. Expense accounts admin.
System Config	Edit access to school settings, year configuration, form letters, family access settings. User administration (role management). View past years. View district settings. Journal visibility.

Division Principal

Recommended for: Division principals, area coordinators, or section heads responsible for a specific set of grade levels.

Division-level administrator role. Student data access for their assigned divisions is provided automatically through Inherent Access based on the division principal assignment. This role provides broad platform features, communication tools, and administrative access alongside that inherent student access.

Category	Summary
Student	View access to profiles. Edit access to lockers and communication journal. View access to schedules, reports (general and admin). Most student data access comes from inherent access based on division assignment.
Staff	Edit access to profiles. View access to schedules, employment, reports.
Communication	Email admin (send, moderate, supervisor). Calendar full. Edit contacts and contact journal. Groups admin. Help Desk standard. Review supervisor. Edit lunch menu, lunch orders, service hours. Edit profile pictures.
Administration	Edit access to library, curriculum, scheduling, assessments, academic records. View access to admissions, transportation.
Finances	Edit access to expense accounts.
System Config	View past years. View district settings, school settings, year configuration, family access settings. Journal visibility.

Teacher

Recommended for: Classroom teachers, educational assistants, student teachers.

Minimal role-based permissions. Teachers primarily access student data through their inherent access as class teachers and homeroom teachers. This role provides platform features and basic visibility.

Category	Summary
Student	View access to profiles and schedules. View general reports. All other student access comes from inherent access.
Staff	View access to staff profiles and schedules.
Communication	Send email. Manage groups. Help Desk standard. View lunch menu.
Administration	None.
Finances	None.
System Config	None.

Basic

Recommended for: Staff who only need the most basic platform features, such as viewing the lunch menu, accessing the library catalog, or submitting Help Desk requests.

Minimal access. Provides a handful of platform features without access to student or staff records, communication tools, or administrative functions beyond the basics.

Category	Summary
Student	Basic student info only (name, grade, picture).
Staff	Basic staff info only (name, position, picture).
Communication	Manage groups. Help Desk standard. View lunch menu.
Administration	None.
Finances	None.
System Config	None.

Office Staff

Recommended for: Secretaries, administrative assistants, front desk staff.

Focused on student enrollment, attendance, communication, and day-to-day administrative tasks.

Category	Summary
Student	Edit access to profiles, family access, attendance, communication journal, service logs. Contribute to attendance journal. View access to schedules, lockers, resources. View reports (general and admin).
Staff	Edit access to staff profiles. View staff reports. View access to schedules, attendance, employment.
Communication	Send email. Calendar full. Edit contacts and contact journal. Manage groups. Help Desk standard. Edit lunch menu, lunch orders, service hours. Edit profile pictures.
Administration	Edit access to admissions. Manage riders for transportation.
Finances	None.
System Config	View access to family access settings.

Guidance Counselor

Recommended for: School guidance counselors, chaplains, student advisors.

Broad student access focused on academic and support needs. Edit access to profiles, schedules, support records, and key journals. Includes scheduling and admissions tools.

Category	Summary
Student	Edit access to profiles, schedules, lockers, support, language development, service logs. Contribute to attendance, discipline, communication, health, support, and academic journals. View access to family access, attendance, discipline, health, resources, academics. View reports (general and admin).
Staff	View access to staff profiles and schedules.
Communication	Send unmoderated email. Calendar full. View contacts. Manage groups. Help Desk standard. View lunch menu. Edit service hours.
Administration	Edit access to scheduling and academic records. View access to admissions.
Finances	None.
System Config	View access to family access settings.

Student Support

Recommended for: Learning resources teachers, school psychologists, special education coordinators, or other student support specialists.

Read-focused access across student data with contribute access to key journals and edit access to support records and language development. Unlike the Guidance Counselor role, this role does not include edit access to profiles, schedules, academics, or administrative tools.

Category	Summary
Student	Edit access to support records and language development. Contribute to attendance, discipline, support, communication, and academic journals. View access to profiles, schedules, family access, lockers, attendance, discipline, health, resources, academics, service logs. View general reports.
Staff	View access to staff profiles and schedules.
Communication	Send email. View contacts. Manage groups. Help Desk standard. View lunch menu.
Administration	None.
Finances	None.
System Config	View access to family access settings.

Health Staff

Recommended for: School nurses, health aides, medical staff.

Focused on student and staff health records with supporting attendance access.

Category	Summary
Student	Edit access to attendance and health. Contribute to attendance, health, support, and communication journals. View access to profiles, schedules, support. View general reports.
Staff	Edit access to staff health and health journal. View access to staff profiles and schedules.
Communication	Send unmoderated email. View contacts. Manage groups. Help Desk standard. View lunch menu.
Administration	View access to admissions.
Finances	None.
System Config	None.

Admissions

Recommended for: Admissions officers, enrollment coordinators.

Focused on the admissions and enrollment process with supporting student data access.

Category	Summary
Student	Edit access to profiles and health. View access to schedules, family access. Contribute to contact journal. View reports (general and admin).
Staff	Basic staff info only (name, position, picture).
Communication	Send email. View contacts. Contribute to contact journal. Manage groups. Help Desk standard. View lunch menu.
Administration	Manage profile pictures. Admissions admin (full access).
Finances	None.
System Config	View past years.

Human Resources

Recommended for: HR managers, personnel administrators.

Full access to staff records including sensitive information, employment, and professional development. Minimal student access.

Category	Summary
Student	Basic student info only (name, grade, picture).
Staff	Edit access to profiles, sensitive data, attendance, health, employment, professional development, and all journals (attendance, employment). View access to schedules, resources, reports.
Communication	Send email. View contacts. Manage groups. Help Desk standard. View lunch menu.
Administration	Edit access to profile pictures.
Finances	None.
System Config	View past years.

Business Manager

Recommended for: Business managers, school operations managers, finance directors.

POS and expense account access with basic student and staff visibility to support school operations.

Category	Summary
Student	View access to profiles and schedules. Contribute to communication journal. View reports (general and admin).
Staff	View access to profiles, sensitive data, schedules, employment. Contribute to employment journal. View reports.
Communication	Send email. View contacts. Manage groups. Help Desk standard. Edit lunch menu. Edit lunch orders.
Administration	View access to admissions. Transportation admin.
Finances	Cashier POS operations. POS admin. Expense accounts admin.
System Config	View past years. View family access settings.

Curriculum Coordinator

Recommended for: Curriculum coordinators and department heads who support teachers with planning and assessment.

Focused on curriculum, instruction, and academic support — manages planbooks, standards, scheduling, assessments, and academic records, with tools for communicating with staff and families.

Category	Summary
Student	View access to profiles. Edit access to schedules, support, language development, resources. Contribute to support and communication journals. View reports (general and admin).
Staff	View access to profiles, schedules, attendance, employment. Edit professional development. View staff resources. Contribute to attendance journal. View reports.
Communication	Send email. View contacts. Contribute to contact journal. Groups admin. Help Desk standard. View lunch menu.
Administration	Edit access to library, curriculum, scheduling, assessments, academic records. View access to admissions.
Finances	None.
System Config	View past years.

Instructional Coach

Recommended for: Instructional coaches who work with teachers to improve instruction, with access to curriculum, supervision logs, and basic student records.

Focused on teacher coaching and curriculum support with view-only student access and edit access to professional development and coaching journals.

Category	Summary
Student	View access to profiles, schedules, attendance, discipline, support, language development, resources, academics. View attendance, discipline, support, and academic journals. View general reports.
Staff	View access to profiles, schedules, attendance, employment, resources, reports. Edit professional development. Contribute to coaching journal.
Communication	Send email. Manage groups. Help Desk standard. View lunch menu.
Administration	View access to curriculum.
Finances	None.
System Config	None.

Attendance Manager

Recommended for: Staff responsible for managing school-wide attendance tracking.

Narrow role focused on student attendance with basic supporting access.

Category	Summary
Student	Edit access to attendance. Contribute to attendance journal. View access to profiles and schedules. View general reports.
Staff	Basic staff info only (name, position, picture).
Communication	Send unmoderated email. Manage groups. Help Desk standard. View lunch menu.
Administration	None.
Finances	None.
System Config	View family access settings.

IT Support

Recommended for: Network administrators, technology support staff.

Focused on user account management, system configuration, and basic troubleshooting access.

Category	Summary
Student	View access to profiles and schedules. Edit access to family access.
Staff	View access to staff profiles. Edit staff sensitive info. Edit staff notifications.
Communication	Send email. View contacts. Manage groups. Help Desk admin. View lunch menu.
Administration	Edit access to profile pictures and library.
Finances	None.
System Config	User administration (role management). Edit family access settings.

Observer

Recommended for: Superintendents, board members, accreditation visitors, or anyone needing broad view-only access across the platform.

View-only access to most areas of the system. Cannot edit any data.

Category	Summary
Student	View access to profiles, schedules, attendance, discipline, support, language development, resources, communication journal, academics, service logs. View reports (general and admin).
Staff	View access to profiles, schedules, attendance, employment, professional development, reports.
Communication	Manage groups. View lunch menu, service hours.
Administration	View access to library, curriculum, scheduling, assessments, academic records, admissions, transportation.
Finances	None.
System Config	View past years.