Key memberships are linked to the school or organisation, not to an individual person.
This means access is based on what membership your school has purchased, and which school role you are viewing in your account.
Who owns the membership?
The membership sits under the school, trust, or organisation account.
It does not sit under an individual email address.
So if a member of staff leaves, the membership stays with the school. Another member of staff can then be given access through their own account and role. Additionally, consultants or non-school individuals cannot purchase memberships directly but can gain access by associating with a school. In such cases, the membership must be set up under the school, ensuring it remains tied to the school's account.
How access works
Each person has their own account, registered under their own email address.
That account is then linked to a school or organisation through a role.
Your access depends on:
the membership your school has
the role you are currently viewing
For example, if your school has a Leaders membership, users linked to that school can access Leaders content.
If your school has Whole School membership, users linked to that school can access the products included in that membership.
If you are linked to more than one school
If your email address is linked to more than one school, your access can be different depending on which organisation you are switched into.
For example:
School A has Leaders
School B has Whole School
When you are viewing School A, you will only see the access included in Leaders.
When you are viewing School B, you will see the access included in Whole School.
This is because membership is based on the school, not the person.
Managing Document Access During Organisational Transitions
When transitioning between organizational structures, such as moving to a federation, leaving an organization, or creating a new joint board account, it is essential to ensure continued access to important documents. Below are guidelines to help you manage document access effectively.
Exporting Documents Before Transitions
Moving to a Federation: Documents stored under the previous board remain available. To export them, download the “All documents” report. Before exporting, ensure that each document in the Documents area is set to be unrestricted so it is visible to the entire board and not limited to a specific committee.
Creating a New Joint Board Account: Before old board accounts are deactivated, download all necessary documents and historic data. This ensures you have access to critical information, such as for inspections, after the transition. Once the old accounts are turned off, rely on the copies you’ve downloaded and moved to the new account.
Ensuring Document Visibility
Before exporting or transitioning, verify that all documents are set to unrestricted visibility. This ensures they are accessible to the entire board and not restricted to specific committees.
How schools buy memberships
Memberships are purchased by the school, trust, or organisation. Membership pricing is determined based on the school's pupil numbers, ensuring fair and scalable costs for different-sized schools.
This is usually done by a school leader, business manager, admin, or another colleague responsible for subscriptions.
Depending on the enquiry, schools may:
buy a new membership
renew an existing membership
upgrade to include more products
change the products in their subscription
How membership is structured
School or organisation → users → roles → permissions
The membership belongs to the school or organisation. Individual people are added as users. Each user is linked through a role, and that role may include different permissions, such as being able to manage staff, view certain areas, or carry out admin tasks.
Important to know
Membership belongs to the school or organisation
Access is based on the membership the school has purchased
Individual users access that membership through their own account and role
If you are linked to multiple schools, your access may be different in each one
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