Data Access Scopes

Data access scopes restrict which programmes, classes, courses, and subjects a staff member can see. While features control what actions a user can perform, data access scopes control which data they can see when performing those actions.

Why Data Access Scopes Exist

In larger institutions, staff members often work with specific programmes or departments — an admissions officer for the MBA programme shouldn't necessarily see data for the Engineering programme. Data access scopes solve this by filtering data at the programme and course level.

How It Works

When a staff member has a data access scope configured:

• They only see profiles, applications, and records associated with their authorized programmes, classes, courses, and subjects.
• List views, search results, and dashboards are all filtered to show only scoped data.
• Staff members without a scope configured have unrestricted access (they see everything their features allow).

flowchart TD
    A[Staff member requests data] --> B{Scope configured?}
    B -->|No| C[See all data\n per feature permissions]
    B -->|Yes| D[Filter by authorized\nprogrammes/classes/courses]
    D --> E[Show only scoped data]

Scope Configuration

Data access scopes are configured on each staff member's profile, under the Permissions tab. Administrators use a segment builder to define which contexts the staff member can access.

Context Types

Scopes can be defined at different levels of the institutional hierarchy:

Context	What it includes
Theme	All programmes and subjects within the theme, plus their classes and courses
Programme	The programme and all its classes
Class	A specific class (intake) within a programme
Subject	The subject and all its courses
Course	A specific course within a subject

Hierarchical Expansion

When a scope includes a parent context (like a Programme), it automatically includes all children (Classes). When a scope includes a Theme, it expands to all programmes, subjects, classes, and courses within that theme.

Next Intake Filter

Scopes support a "next intake" filter that restricts access to only the next upcoming class for each programme. This is useful for admissions staff who only need to see current intake data.

No-Theme Context

Programmes and subjects that are not assigned to any theme can be included via the special "no-theme" context. This ensures unthemed products are not inadvertently excluded.

What Staff Members Experience

• If your scope includes the MBA programme, you see MBA applicants, students, and data — but not Engineering data.
• Sidebar counts, dashboard totals, and search results all reflect your scope.
• If a profile has roles in multiple programmes, you only see the roles and data within your scope.

For Administrators

Setting Up Scopes

1. Navigate to the staff member's profile.
2. Go to the Permissions tab.
3. Use the segment builder to add context rules (programmes, themes, classes, etc.).
4. Save. The scope takes effect immediately.

Removing Scopes

Removing all context rules from a staff member's scope gives them unrestricted access again (filtered only by their feature permissions).