Educator permissions

Educator & Xello Admin Xello product

Accounts

6 minutes

Xello has three main educator access types, each providing a different level of access to program settings and student information.

If you have Work-based learning enabled at your school, there are additional educator permissions, depending on your role.

Find out your permissions

To check your own permissions, click your name in the top right corner of your educator account, select Profile, and view the Permissions section.

Click to enlarge

Xello's educator access types

The three permission levels for Xello are:

Administrator access

Administrators make sure the program is configured to meet student and educator needs. Administrators can change system settings, Change an educator's access level , Assign a student, Transfer a student account between districts, or Transfer a student account within a district, and access all features and student profiles. Each site should only have 2-3 administrators.

User level access

Users work with students or other educators. Users cannot change system settings or create new educator accounts. These users can access full profile details for all students at their institution. This is the most common access type.

Limited access

Limited access educators work with small groups of students and require access to only those student profiles. These users can see directory information (name, grade, student number) for all students; they can only access the full profiles of students for which they have an approved educator assignment.

Permissions and College Applications

Admin, User, and Limited access levels grant different permissions when working with college applications in Xello.

	Admin	User	Limited
Application manager	Can view and action all unassigned requests Can action all requests, regardless of the assignee (except Common App Teacher Evaluations )	Can view and action all unassigned requests Can action requests assigned to them	Can action requests assigned to them
Document center	Can import, manage, send, and view documents for all students	Can import, manage, send, and view documents for all students	Cannot see Document center in their Features menu
Scholarships	Can view, add, and manage scholarships	Can view, add, and manage scholarships	Can view scholarships
Common App	Can view and action all counselor forms, including on behalf of others Can view in-progress and submitted counselor forms Cannot view or complete Teacher Evaluations assigned to others	Can action requests assigned to them	Can action requests assigned to them
Transcripts (via Parchment or direct application)	Can turn on or off transcript notifications for themselves and others Can view and action transcript requests Can import, upload, and match transcripts Can view transcripts of all students	Can view and action transcript requests Can import, upload, and match transcripts Can view transcripts of all students	Cannot see any transcript requests or student transcripts
Recommendation letters (via Parchment or direct application)	Can view all recommendation letter requests, regardless of the assignee Can action recommendation letters assigned to them Can send recommendation letters with the status Ready to send, regardless of the assignee Can send a deferred recommendation letter	Can action recommendation letters assigned to them	Can action recommendation letters assigned to them
Fee waivers (via Parchment or direct application)	Can view and action all fee waiver requests Can view the fee waivers of all students	Can view and action all fee waiver requests Can view the fee waivers of all students	Cannot see any fee waiver requests or fee waivers

Work-based learning roles

Work-based learning (WBL) in Xello has different roles for educators and admin, each with specific permissions and abilities to help manage student work. These roles provide a streamlined way to handle WBL activities, such as student requests and opportunities, or adding companies and contacts.

WBL role	Visibility and capabilities
No WBL role (Assigned by default) No specific Work-based learning responsibilities.	Users with No WBL role have limited access to the system. Can see student requests and opportunities but cannot manage them. Can export and filter WBL tables.
WBL Coordinator (School or district/region level) Work with students to manage their Work-based learning activities.	Has all the capabilities of an educator with No WBL role assigned. Coordinators work with students to manage their Work-based learning activities. Can manage student requests, which includes changing their status and adding information, files, or hours on behalf of students. Can approve or decline student-added opportunities. Is the minimum role required to review and confirm student hours.
WBL Administrator (School level) Manage companies, contacts, and opportunities relevant to their school.	Has all the capabilities of a WBL Coordinator. Can add companies and contacts. Can create opportunities limited to their specific school and by grade. Can approve and publish opportunities posted by employers. Can set e-verification requirements for opportunities they create. Can access and manage WBL settings. Can filter data to see information relevant to their school. Can edit student-added opportunities, including after approval.
WBL Administrator (District/Regional level) Manage companies, contacts, and opportunities relevant to all schools/institutions within the district/region.	Has all the capabilities of a WBL Coordinator. Has comprehensive visibility into all WBL data for students across all schools in their district. Can filter student opportunities and requests by school. Can add companies and contacts at the region level. Can create opportunities available to students in their district and limit them to specific schools. Can change e-verification requirements for opportunities in bulk. Can access and manage WBL settings.

To learn which role you've been assigned:

From the top right corner of your educator account, click your name and select Profile to open your profile page.
Click to enlarge
Scroll down to the Permissions section.
Click to enlarge