Staff invitations and permissions

Create an access level

1. 1Step 1. Open Users and find the access-level controls.
2. 2Step 2. Add a descriptive level, such as Cashier, and choose the permissions needed for that work.
3. 3Step 3. Review viewing and management permissions separately. Seeing a page does not automatically allow changes.
4. 4Step 4. Save the level before assigning it to staff.

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Create an access level

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Invite a colleague

1. 1Step 1. Select Invite user in Users and enter the colleague’s email.
2. 2Step 2. Choose admin or staff. For a staff member, select the access level.
3. 3Step 3. Send the invitation. The colleague completes the Warmkeys sign-in or joining flow with that email.
4. 4Step 4. Review pending invitations and use Resend invite if needed. Confirm access after the person joins.

Review membership requests

Staff can request membership through Warmkeys → Memberships → Join a school. Open the staff requests page from Users, review the identity and requested access, then accept or decline as appropriate. Access for another product is reviewed separately.

Choose permissions deliberately

• Record payments and backdate payments are separate permissions.
• Adjust fees is different from recording money received.
• Bills, reports, Wallet, settings, scholarships and finance each have access controls.
• Removing or changing a staff account should not erase the school’s financial history. Use Logs to review recorded activity.