# Data Collections/Roles and Row Owners oh my **URL:** \ **Category:** Ask for Help\ **Created:** [December 5, 2024, 7:33pm UTC](https://community.glideapps.com/t/data-collections-roles-and-row-owners-oh-my/78394 "2024-12-05T19:33:15Z")\ **Posts on this page:** 9\ **Page:** 1
**Author:** ![Taylor](https://sea2.discourse-cdn.com/flex002/user_avatar/community.glideapps.com/taylor/32/82826_2.png) [@Taylor](https://community.glideapps.com/u/Taylor)\ **Post date:** [December 5, 2024, 7:33pm UTC](https://community.glideapps.com/t/data-collections-roles-and-row-owners-oh-my/78394/1 "2024-12-05T19:33:15Z")
Hello fellow Gliders. I took the big leap and invested in the Maker Plan. I am getting a little lost in the trenches right now with my data goals. I am a School Counselor working on a Graduation Tracking App for School Counselors to better communicate graduation progress and tracking with their students and parent/guardians. Can someone please please help me set up my collections and data the right way? [Here is an infographic of how I want to set up who see’s what.](https://drive.google.com/file/d/1-PEvzuceP4TyK0LVJ2vfMaxJ997RAaXY/view?usp=sharing) I am using Google Sheets for my primary collection. In summary, I need: - **Myself** (App admin) access to all user data - **Counselors** within a school (School team) access to view/edit/upload student data at their individual school. - **Individual students** - access to view/suggest updates to data (AKA the student Dashboard). (final data only edited by counselor (Credits earned, credits remaining etc.) - Individual parents - access to only their own students data. Read/view only/suggest updates to data (final data only edited by counselor) I need someone to help me understand if I need all this info in one data sheet or can it be multiple and I set up relationships? What Roles, Reader View, Row Owners, Array Columns do I need to set up? Thank you for any guidance! ---
**Author:** ![ThinhDinh](https://sea2.discourse-cdn.com/flex002/user_avatar/community.glideapps.com/thinhdinh/32/49_2.png) [@ThinhDinh](https://community.glideapps.com/u/ThinhDinh)\ **Post date:** [December 6, 2024, 1:32am UTC](https://community.glideapps.com/t/data-collections-roles-and-row-owners-oh-my/78394/2 "2024-12-06T01:32:44Z")
I think of a structure like this. ### 1. **Schools** | School ID | School Name | Counselor ID | Location | | --- | --- | --- | --- | | 001 | Central High | 1234 | Springfield | | 002 | Westview Academy | 5678 | Rivertown | * * * ### 2. **Users** | User ID | Name | Role | School ID | Children ID | | --- | --- | --- | --- | --- | | 1234 | John Doe | Counselor | 001 | | | 5678 | Sarah Smith | Counselor | 001 | | | 1001 | Alice Johnson | Student | 001 | | | 1002 | Bob Brown | Student | 001 | | | P001 | Mary Johnson | Parent | 001 | 1001 | | P002 | David Brown | Parent | 001 | 1002 | ### Key Details: - **User ID** : Unique identifier for each user (Counselor, Parent, or Student). - **Role** : Role of the user (e.g., **Counselor** , **Student** , **Parent** ). - **School ID** : For all users, links them to their school. - **Children ID** : For **Parents** , lists the **Student ID** (s) of their child/children (in cases of multiple children, this can be a comma-separated list of **Student ID** values). * * * ### 3. **Graduation Progress** This sheet tracks the academic progress for each student. | Student ID | Semester | Credits Earned | Credits Remaining | Credits Completed | Suggested Updates | Counselor Approval | Notes | | --- | --- | --- | --- | --- | --- | --- | --- | | 1001 | Fall 2023 | 10 | 10 | 180 | None | Approved | Doing well this semester | | 1002 | Spring 2024 | 20 | 40 | 140 | Needs more electives | Pending | Needs to meet with counselor | * * * ### 4. **Roles & Permissions** This table defines the permissions for each role. | User ID | Role | View Data | Edit Data | Suggest Updates | | --- | --- | --- | --- | --- | | 1234 | Admin | Yes | Yes | Yes | | 5678 | Counselor | Yes | Yes | Yes | | 1001 | Student | Yes | No | Yes | | P001 | Parent | Yes | No | Yes | You can do relation - lookup to retrieve this info back to the Users table, and use that to configure component visibility. It helps to have a centralized table where you can just change it here, and it changes for all relevant components. You can use boolean instead of Yes/No. * * * ### 5. **Updates** Tracks updates suggested by students or parents and the approval status by counselors. | Update ID | User ID | Update Description | Approved By ID | Status | | --- | --- | --- | --- | --- | | 001 | 1001 | Request for Elective Credit | 1234 | Approved | | 002 | P001 | Suggest additional summer course | 5678 | Pending | ---
**Author:** ![Taylor](https://sea2.discourse-cdn.com/flex002/user_avatar/community.glideapps.com/taylor/32/82826_2.png) [@Taylor](https://community.glideapps.com/u/Taylor)\ **Post date:** [December 6, 2024, 7:25pm UTC](https://community.glideapps.com/t/data-collections-roles-and-row-owners-oh-my/78394/3 "2024-12-06T19:25:30Z")
@ThinhDinh -this is amazing feedback, thank you for your help and outlining the various data tables. You listed out the 5 areas (Schools, Users, Graduation Progress, Roles and Permissions, and Updates). Just wanted to get clarification that these 5 would be there own data sheets, and I can use relations to bring data together? And by doing so counselors can see sheets for the students within their school but not other schools (Based on the school ID). THANK YOU AGAIN!!! ---
**Author:** ![ThinhDinh](https://sea2.discourse-cdn.com/flex002/user_avatar/community.glideapps.com/thinhdinh/32/49_2.png) [@ThinhDinh](https://community.glideapps.com/u/ThinhDinh)\ **Post date:** [December 7, 2024, 12:02am UTC](https://community.glideapps.com/t/data-collections-roles-and-row-owners-oh-my/78394/4 "2024-12-07T00:02:51Z")
Yes, they are all correct assumptions. You can use the School ID as the “Role” column in your setup, and then record the School ID in any other table, so you have a “security wall” for each school. [![](https://us1.discourse-cdn.com/flex002/uploads/glideapps/original/3X/c/c/cc5bc22c1cf4493a04d0a5b9c9d427898fe6bf68.jpeg "Glide: Row Owners and Roles DEMYSTIFIED") ](https://www.youtube.com/watch?v=RmMLZINOwjQ) ---
**Author:** ![Taylor](https://sea2.discourse-cdn.com/flex002/user_avatar/community.glideapps.com/taylor/32/82826_2.png) [@Taylor](https://community.glideapps.com/u/Taylor)\ **Post date:** [December 11, 2024, 10:04pm UTC](https://community.glideapps.com/t/data-collections-roles-and-row-owners-oh-my/78394/5 "2024-12-11T22:04:39Z")
Alright I will give his a go. That is a good video - thank you for sharing. I happen to see that there were no tables with Row Owners assigned. Is that something I would not need assigned? Instead just User ID’s/school ID etc…? ---
**Author:** ![ThinhDinh](https://sea2.discourse-cdn.com/flex002/user_avatar/community.glideapps.com/thinhdinh/32/49_2.png) [@ThinhDinh](https://community.glideapps.com/u/ThinhDinh)\ **Post date:** [December 12, 2024, 12:50am UTC](https://community.glideapps.com/t/data-collections-roles-and-row-owners-oh-my/78394/6 "2024-12-12T00:50:20Z")
Do you mean in my sample data? I mean if you need higher level data security in your app, you should do this. > [@ThinhDinh](#): > > You can use the School ID as the “Role” column in your setup, and then record the School ID in any other table, so you have a “security wall” for each school. ---
**Author:** ![Taylor](https://sea2.discourse-cdn.com/flex002/user_avatar/community.glideapps.com/taylor/32/82826_2.png) [@Taylor](https://community.glideapps.com/u/Taylor)\ **Post date:** [December 13, 2024, 6:04pm UTC](https://community.glideapps.com/t/data-collections-roles-and-row-owners-oh-my/78394/7 "2024-12-13T18:04:52Z")
@ThinhDinh yes sorry that’s what I meant - in your sample data. Thanks you for the added security recommendation. ---
**Author:** ![ThinhDinh](https://sea2.discourse-cdn.com/flex002/user_avatar/community.glideapps.com/thinhdinh/32/49_2.png) [@ThinhDinh](https://community.glideapps.com/u/ThinhDinh)\ **Post date:** [December 14, 2024, 8:13am UTC](https://community.glideapps.com/t/data-collections-roles-and-row-owners-oh-my/78394/8 "2024-12-14T08:13:10Z")
So are you cleared about what to do with row owners? The video I linked should help you with that, but please feel free to add any questions. ---
**Author:** ![Taylor](https://sea2.discourse-cdn.com/flex002/user_avatar/community.glideapps.com/taylor/32/82826_2.png) [@Taylor](https://community.glideapps.com/u/Taylor)\ **Post date:** [December 15, 2024, 5:57pm UTC](https://community.glideapps.com/t/data-collections-roles-and-row-owners-oh-my/78394/9 "2024-12-15T17:57:01Z")
I have a vague understanding, I think I will figure it out as I work! But at least I have a direction. Thank you.