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Overview

Adding a staff member is a two-step process. You first add them to the system — entering their details and role — and then separately send them an invitation email so they can set up their login credentials. Staff management is available on paid plans only.

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Step 1 — Add the staff member

  1. In the left sidebar, click Staff & Users.
  2. Click + Add Staff in the top right.
  3. Fill in: First name, Last name, Email, Role, and any other relevant details.
  4. Click Save.
The staff member now appears in your list with an Invitation badge showing Not Invited.

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Step 2 — Send the invitation

Once the staff member is in the system, you send their invite separately:
  1. On the Staff & Users screen, tick the checkbox next to the staff member(s) you want to invite.
  2. The Send Invite button in the top right becomes active once at least one staff member is selected.
  3. Click Send Invite.
  4. A confirmation message will confirm how many invitations were sent.
The staff member will receive an email with a link to set up their password and access the system.
If your organisation requires SSO (Microsoft / Google), do not rely on this password email. Add the staff member with their work email and share your organisation login URL instead — they click Continue with Microsoft (or Google). Full steps: Staff sign-in and SSO.
You can select multiple staff members and send invitations in bulk — useful when onboarding a whole team at once.

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Invitation status badges

Each staff member in the list has an Invitation column showing their current status:

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Staff roles

The role you assign is a label for how they work day to day. Full list and who can change Settings / SSO / billing: Staff roles. For example, a school nurse is typically Nurse; office coordination is Administrator. Super Admin is the organisation owner — not the same as Administrator.
Staff management is available on paid plans only. Free tier organisations see a preview with an upgrade prompt.

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If staff will use Microsoft or Google (SSO)

Decide how staff sign in before you invite a large team. Password invites and SSO are different:
  • Password (default) — use the steps above.
  • Microsoft Entra / Google Workspace — Super Admin turns this on under Settings → SSO, then staff use Continue with Microsoft (or Google) with the same email you entered here.
Step by step, including Entra tenant ID and requiring SSO: Staff sign-in and SSO. Parents and guardians are never switched to SSO. They keep a magic link / email code.