Understanding Your Role
Goal: Understand what your role lets you do in VoTech and where to find the features you need.
VoTech has 9 roles. Your role controls what you can see, edit, and access. Your administrator assigns your role when they create your account.
Super Admin
Access level: Everything, everywhere.
You can see all locations, all students, all data tiers. You manage users, system settings, backups, and audit trails. You're the only role that can view SSN data (Tier 1) and delete documents.
Your key pages:
- Dashboard — Program tab for org-wide view
- User Management — add/remove staff, assign roles
- Backup & Restore
- Audit Trail
- All student sections — including ACE and case notes
Director
Access level: County-wide (Jackson County or Josephine County).
You see all students and classes across your county's locations. You can create classes, manage terms and locations, run reports, send notifications, edit student records, and enroll students. You cannot access Tier 1-2 data (SSN, ACE, case notes).
Your key pages:
- Dashboard — Location and Program tabs
- Managing Classes
- Reports
- Notifications
- Tests & Surveys
Case Manager
Access level: Your assigned location, plus Tier 2 data.
You're the primary data-entry role. You enroll students, take attendance, edit student records, write case notes, access ACE data, and track follow-ups. You're the front line for student interactions.
Your key pages:
- Dashboard — My View tab
- Enrolling Students
- Taking Attendance
- Student Detail Page — all sections including case notes and ACE
- Follow-Up System
- Notifications
Case Managers are one of only two roles (along with Super Admin) that can see Tier 2 data like ACE scores and case notes. This data is sensitive — handle it with care.
Coordinator
Access level: Your assigned location, standard data.
You take attendance, add notes, edit class sessions, manage users (lower-privilege roles only), and send messages at your location. You can file incident reports and view Team Tasks. You cannot edit student records directly or access Tier 2 data.
Your key pages:
- Dashboard — My View tab
- Taking Attendance
- Student Roster
- Staff-to-Student Messages
- Incident Reports
- User Management — scoped to your location
Assistant Coordinator
Access level: Your assigned location, limited actions.
You can view students and their contact information, take attendance, add notes, and view incident reports at your location. You cannot edit student records, access sensitive data, or manage classes.
Your key pages:
- Dashboard — limited My View
- Taking Attendance
- Student Roster — view students and contact info
- Incident Reports — view only
Grant Writer
Access level: Multi-location, read-only, Tier 3-4 data only.
You run reports and export data for grant applications (BOLI, YDD, etc.). You can see demographics and program data across locations but cannot see contact info, case notes, ACE data, or SSN. You cannot edit any student records.
Your key pages:
- Reports
- Student Roster — filtered view
- Permission Matrix — to understand what data you can export
Grant Writers cannot access case notes, ACE data, SSN, or contact information. If a grant application requires data you can't see, work with a Case Manager or Super Admin.
Volunteer
Access level: Your assigned location, Identity section only.
You have the most limited view. You can see student names and basic identity information at your location, take attendance, and add notes. You can't see contact details, health information, education records, or any sensitive data.
Your key pages:
- Dashboard — limited My View
- Taking Attendance
- Student Roster — names and identity only
Parent
Access level: Portal only, your child's data.
You can view your child's attendance, certifications, and upcoming sessions through the Parent & Student Portal. This is read-only — you can't edit anything.
Your key pages:
Student
Access level: Portal only, your own data.
You can view your own attendance, certifications, and complete follow-up surveys and daily check-ins through the portal. This is mostly read-only except for surveys.
Your key pages:
Still Not Sure?
Check the Permission Matrix for the complete feature-by-feature breakdown of what each role can do.