Restricting Screens by Groups
Learn how to restrict screens by group to control who can access content in your app, with setup steps, common examples, and clear access behavior.
Step-by-Step: Restrict a Screen by Group
1. Open the Screen Settings
- Open the screen you want to restrict.
- Click the gear icon to open Screen Settings.
- Scroll to the Permissions section.
2. Set Screen Visibility
Under Visibility, select:
- This screen is visible in the app
(This allows the screen to exist while access is controlled by permissions.)
3. Enable Restricted Access
Under Access, select:
- Users can only access this screen ifโฆ
4. Choose Account Types (Required)
- Select at least one account type (Parent, Staff, Visitor), or
- Check Allow any account type
(At least one option must be selected to save the screen.)
5. Choose Groups
Under Groups:
- Select one or more groups that should have access (for example: Toddler, Primary, Elementary)
(Users only need to belong to one of the selected groups to gain access.)
6. Save Changes
- Click Save Changes to apply the restrictions.
Common Group Restriction Setups
Classroom-Specific Screens
Use when: A screen should only be visible to families in a specific classroom.
- Example Screen: Toddler Classroom Screen, Ms. Suzanne's Class
- Account types: Parent
- Groups: Select the classroom group (e.g. Toddler โ Sunflower Room)
Staff-Only Screens
Use when: Content is only for teachers or administrators.
- Example Screen: Staff Handbook, Teacher Resources Hub
- Account types: Staff
- Groups: Select staff groups (e.g. All Staff, Lead Teachers)
Program-Specific Information
Use when: A screen applies to one program but not the entire school.
- Example Screen: Elementary Program Overview, Toddler Program Policies
- Account types: Parent
- Groups: Select the program group (e.g. Toddler Program Families, Elementary Program Families)
Mixed Access (Parents + Staff)
Use when: Both parents and staff should see the same screen.
- Example Screen: School Calendar, Emergency Procedures
- Account types: Parent and Staff
- Groups: Select shared groups (e.g. All Families, All Staff)
Multiple Classrooms at Once
Use when: A screen applies to more than one classroom.
- Example Screen: Primary + Elementary Event Details
- Account types: As needed
- Groups: Select multiple classroom groups (e.g. Primary โ Olive Tree, Elementary โ Oak Room)
When to Use Group Restrictions
Use group-based restrictions when a screen should only be visible to certain classrooms, programs, or cohorts (for example: Toddler, Primary, Elementary).
What Users See If They Donโt Have Access
When a screen is restricted by group or account type, users who donโt meet the requirements cannot view the screen content.
If the user is not logged in
- Theyโll see a message indicating the screen is restricted and prompting them to log in.
If the user is logged in but does not meet the requirements
This applies to most screens, including PDFs, calendars, and feeds.
- The user sees a message explaining that:
- The screen is restricted to certain groups and/or account types
- Their account does not currently have access
- The screen content itself is fully hidden.
Group Chats: One Important Difference
Group chats follow the same restriction rules unless the user is a member of the chat.
- If the user is not a chat member:
- Theyโll see a message stating they are not a member of that chat or feed.
- If the user is a chat member:
- They can access the chat even if itโs restricted by group or account type.
Why this matters:
Chat membership always grants access, so admins can safely restrict a chat to certain groups while still adding specific staff or admins as members.