Project Access
SNA Toolbox controls who can access a project through a role-based system. Every person who needs to log in to the platform — whether to manage students, monitor surveys, or view reports — must be invited to the project and assigned a role. The role they are assigned determines what they can see and do within the platform.
This page explains the available roles, which ones are relevant for school staff, and how to invite and manage users in your project.
Open your Project → Click User Management in the left sidebar
Only users with the ProjectAdmin or DataOwner role can invite new users and manage access. If you do not have access to User Management, contact your SNA Toolbox project administrator.
Understanding Roles
SNA Toolbox includes six project roles. For school staff, the roles most likely to be relevant are:
| Role | What it means for your school |
|---|---|
| ProjectAdmin | Full access to all project features. Can invite and manage other users, add students, manage surveys, and view all reports. Typically assigned to the lead school coordinator or the SNA Toolbox administrator managing your project. |
| DesignManager | Responsible for building and configuring surveys, network widgets, and reports. Can add other users to the project but has no access to real student data. This role is used by SNA Toolbox staff to set up and maintain your project — it is not typically assigned to school staff. |
| DataOwner | Can manage students (nodes), oversee the survey process, and access all project data and reports. Cannot modify survey or report designs. Suited to a school data manager or senior coordinator. |
| ProjectOperator | Can add and manage students and run the survey process, but cannot access survey data or reports. Suited to administrative staff responsible for student setup and survey coordination. |
| DataAnalyst | Can view student data, survey responses, and network analytics. Cannot manage students, run surveys, or modify reports. Suited to a wellbeing coordinator or counsellor who needs to review data. |
| ReportViewer | Can view reports shared with them. Has no access to student data, survey management, or any other project areas. Suited to school leaders or staff who only need to see the final report. |
If you see a DesignManager user in your project's User Management list, this is typically an SNA Toolbox team member responsible for your project's configuration. You do not need to manage or modify this account.
Inviting a Staff Member
To give a staff member access to your project, you need to invite them by email and assign them a role.
Requirements
- You must have the ProjectAdmin or DataOwner role.
- The staff member must have a valid email address.
Steps
- Open User Management from the left sidebar.
- Click Invite User in the top-right corner.
- Enter the staff member's email address in the Email field.
- Click Add.
- Select the appropriate Project Role from the dropdown based on their responsibilities (see the role descriptions above).
- Click Invite — the staff member receives an invitation email containing a secure link to accept the invitation and set up their account.
You can add multiple email addresses before sending, allowing you to invite several staff members in one step.
Each invited user must be assigned a role before the invitation is sent. An invitation without a role cannot be issued.
What Happens After the Invitation
Once the invitation is sent, the staff member will receive an email with an Accept Invitation link.
- If they are new to SNA Toolbox, they will be prompted to create a username and password, set up two-factor authentication (2FA) using an authenticator app, and verify their email before gaining access.
- If they already have an SNA Toolbox account, they can click the link and access the project immediately without registering again.
Staff members who have been invited but have not yet accepted will appear in the User Management list with a Resend Invitation status. If they cannot find the email, click Resend Invitation next to their name to send a new one.
Viewing and Managing Users
The User Management page lists all users currently in the project. Each row shows:
- Name and Email of the user.
- Role — The role currently assigned. This can be updated at any time.
- Status — Either Active (the user has accepted and registered) or Resend Invitation (the invitation has not yet been accepted).
Changing a User's Role
- Locate the user in the list.
- Click the Role dropdown next to their name.
- Select the new role.
- Click Update Access in the confirmation dialog.
Changing a user's role takes effect immediately. Make sure the new role reflects their current responsibilities before confirming.
Removing a User
If a staff member leaves or no longer needs access to the project, remove them to revoke their access immediately.
- Locate the user in the list.
- Click Remove in the Action column.
- Click Revoke Access in the confirmation dialog.
Removing a user immediately and permanently revokes their access to the project. They will not be able to log in or view any project data after removal.