Invite staff and set roles

Invite a staff member

1. 1Step 1. Open Staff → All Staff. The page is labelled Users.
2. 2Step 2. Create or select the staff member and check their email address.
3. 3Step 3. Assign the intended roles and send the invitation using the available invite action.
4. 4Step 4. The staff member follows the invitation and signs in with their own Warmkeys account.
5. 5Step 5. Confirm the staff member is active and can open the correct school.

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Invite a staff member

Desktop app view · Example data

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Separate role access from teaching scope

Roles provide the usual permissions. Administrators can add extra permissions for an individual where needed. Teaching assignments identify which class or subject a teacher works with; granting a permission alone does not turn a teaching-only account into a school-wide office account.

1. 1Step 1. Open Roles & Permissions to review a role’s responsibilities.
2. 2Step 2. In Classes, assign class teachers and subject teachers separately.
3. 3Step 3. Review the staff member’s access before granting broad administrative privileges.
4. 4Step 4. Use Requests & my access to review a specific missing permission or assignment.

Maintain staff access

• Resend an invitation when required after checking the email and the current invite state.
• Use the available invitation cancellation action if the invitation should no longer be accepted.
• Turn off access when a person leaves, and reassign their teaching responsibilities.
• Review named report approvers separately; a staff role does not by itself nominate that person to approve every report.