Staff logins and roles

For the owner and the bursar.

When you need this

• A staff member needs a login, has a new job, has forgotten their password, or has left.
• You want to decide what each kind of staff member can see and do: a role is that set of permissions, and every login has one.

Steps

Add a new staff member

1. Open Settings in the menu. Under Security, press Team.
2. Below the staff list, in Pending Invitations, press Invite Member.
3. Email: the staff member's email address. Role: the role they should have.
4. Press Submit. The invitation waits in Pending Invitations until they accept it.

If the invitation doesn't reach them, press Need help? (the headset button at the bottom right) and ask support. Once in, they sign in as in Getting started.

Open the staff list

1. Open Settings in the menu. Under Security, press Team.
2. The list shows each login's Email, Role and Status. The school's owner shows as OWNER.
3. Each row's actions are in its ⋮ menu.

Give someone a different role

1. In the person's ⋮ menu, press Change role.
2. Role: choose the new role.
3. Press Save. The change takes effect the next time their screen loads.

You can't change your own role or the owner's: those rows don't offer Change role.

Send someone a password reset

1. In the person's ⋮ menu, press Send password reset.
2. Check the email address in the message, then press Send code.
3. Tell them to look in their email for a 6-digit code and follow Reset a forgotten password in Getting started. Their old password keeps working until they use the code.

Let in someone who shows PENDING

1. In their ⋮ menu, press Activate.

Someone has left

1. In their ⋮ menu, press Remove member.
2. Press Yes, delete it! to confirm. They can no longer sign in to the school.

This can't be undone: if they come back, invite them again. The owner can't be removed.

Make a new role

1. Open Settings → Roles and press New role.
2. Name: what the staff call the job, for example Clerk.
3. Press Create role. The role's page opens, with nothing turned on yet.

Choose what a role can do

1. Open Settings → Roles and click the role.
2. Permissions are grouped by area of the app (Students, Billing, Payments, Cash and banking, Expenses, Reports, Communications, Team and access, Settings and others). Each area shows how many of its permissions are on.
3. For a whole area at once, press None, View only or Full access.
4. To choose one by one, click the area's name to open it. Each row has boxes under View, Create, Edit and Delete, and any other actions under More actions. Tick or untick them.
   • To find one permission, type in the search box (for example statement). Only show what's on hides the rest.
5. Press Save at the bottom. It says how many permissions you added and removed. Discard changes puts back what was there.

Give a role everything

1. On the role's page, press Turn everything on, then Turn everything on again to confirm.

Use this only for a role you trust with every screen, deleting included.

Rename or delete a role

• Edit details renames it. The Owner role can't be renamed.
• Delete role removes it, and everyone who had it loses its permissions. Give them another role first.

A recommended set-up

Three roles cover most schools:

Role	Who	What to turn on
Clerk	Front office and accounts clerks	Students, Billing and Payments (receipts). In Cash and banking: Cash account View, and Bank statement View, Create (upload) and Edit (work through the lines). Communications if they send messages. Not Team and access, not Settings, and no Delete on Bank statement
Bursar	The bursar	Everything the clerk has, plus Delete on Bank statement, Expenses, Reports and Settings
Owner	The head or proprietor	Already set up: the Owner role has every permission

Only the bursar and the owner should delete or close bank statements.

• Delete: leave the Delete box on the Bank statement row (in Cash and banking) off for every role except the bursar's and the owner's. A clerk then never sees Delete on a statement.
• Close: Close & Reconcile comes with Edit on Bank statement, which a clerk needs to work through the lines. The app can't give one without the other, so agree it as a rule: only the bursar closes a statement (see Close or delete a statement).

What you should see

• Role changed, Reset code sent or Deleted after each Team action, and the list updated.
• Permissions saved after saving a role, and the area counts showing what's on.
• The staff member sees the new menu and screens the next time their screen loads.

If something goes wrong

• A staff member says a menu item is missing, or sees "Access Denied": their role doesn't include it. Open their role and turn on View for that area, or give them a different role.
• An action is greyed out, with "You do not have access to this feature": your own role doesn't include it. Ask the owner.
• Change role isn't offered on a row: it's your own row or the owner's. Another owner or bursar must change yours.
• Save is greyed out in Change role: you haven't chosen a different role yet.
• Turn everything on or Delete role is greyed out: there are unsaved changes on the page. Press Save or Discard changes first.
• Someone left and you can't find Remove member: your role doesn't include removing staff. Ask the owner.