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Network admins: Educator portfolio permissions – who can access what
Network admins: Educator portfolio permissions – who can access what

Understanding the differences between Contributors, Managers and Direct Managers.

Support avatar
Written by Support
Updated over 8 months ago

This article is for administrators of a group of services on a 'network' account, and who've subscribed or are trialling Storypark's premium Educator Portfolio platform.
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Learn more, here: Contributors and permissions in educator portfolios.
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What is a contributor?

A contributor is someone who has been invited to a portfolio, either by management or by the portfolio owner. The four types of contributors are:

Network administrators

As a Head Office Administrator, you manage the portfolio subscription of each teacher and have access by default, without needing to be invited.

Direct Managers

A manager who someone reports to directly (for an educator this might be their Head Teacher, for a Head Teacher this might be their Centre Manager). They can be added by you, or by other Managers.

Managers

Any other managers within an organisation who needs access to a portfolio, generally for the purposes of educational or HR support. They can be added by you, or by other Managers.

Contributors

Peers or mentors invited by the portfolio owner who have limited comment-only access to their portfolio.
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Network portfolio subscriptions

While an educator works for you

During the time an educator works for you, and you manage their portfolio subscription:

  • You have the ability to invite, change permissions of, and remove contributors from your own network/organisation to/from any portfolio

  • You have automatic access to plans created from your network templates.

When an educator leaves

Educators can switch services within your organisation without affecting your access.

But if they leave your network completely their portfolio will now be archived and accessible by clicking 'Archive' under Multi-site Management reports Archived tab.

An archived portfolio contains a locked version of any shared network plans the educator created while they worked within your organisation. Both you as network admins and the portfolio owner themselves will have access to these locked plans but neither of you will be able to open them unless the educator rejoins one of your services.
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What permissions does everyone have?

Portfolio owners can:

  • Invite and remove people with standard Contributor access (but not change their contributor-type)

  • View Manager contributors (but not invite, change contributor-type, or remove them)

  • Start, edit, and delete any non-network plans (ie. plans that aren't started from a network template)

  • Start and edit any plan created from a network template

  • Start and contribute to all conversations

  • Create, view and respond to any portfolio story

  • View portfolio reports

  • Be notified when someone adds a comment to a portfolio story or plan.

Network administrators, Direct Managers and Managers can:

  • Invite, change permissions of, and remove contributors from your own network/organisation

  • Start, edit, and delete plans created from your network templates (but you can turn this off in each template if you wish)

  • Start and contribute to new conversations (you cannot access conversations you are not added to)

  • View and respond to any portfolio story that has been changed from private to visible

  • View portfolio reports

  • In addition, Direct Managers will receive notifications when portfolios are updated.

Contributors can:

  • See who the other contributors are

  • Contribute to plans that are shared with them (comment or edit access)

  • Start and contribute to new conversations (they cannot access conversations they are not added to)

  • View and respond to any portfolio story that has been changed from private to visible

  • View portfolio reports

How to invite a contributor to a portfolio

  1. Go to an educator's Contributors page and tap the Add contributor tile.

2. Place your cursor in the search field and either begin typing or select from the educators in the list (you can only select a single contributor at a time).

3. Select contributor type/level of access they have.

4. Tap the Add contributor button and they will now appear on the Contributors page. You can add as many contributors as you wish. Once you have added a Manager or Direct Manager, those people can then invite others.

 
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What do contributors see when they are added?

Contributors get quick access to each portfolio through their contributor dashboard. See Network admins: Supporting your teams’ use of teacher portfolios.
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Want to invite a mentor but can't see them in the list?

Currently educators can invite anyone who has a Storypark account and works at the same service/s as them. If you'd like teachers to be able to invite mentors from another service within your organisation, you could set up a 'Community Hub' service and invite all teachers to it. This means that people could then invite any educator from across your organisation as a contributor.
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Remove a contributor

You can remove any Contributor from your organisation by tapping the small triangle in the top right corner of a contributor's tile and selecting Remove.

That contributor will now no longer have access to that portfolio.

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