Inviting staff and choosing roles

The four roles (defaults)

• Owner: everything, including staff management and billing settings.
• Admin: runs the school day to day, including billing and settings. Admins can add staff, but can't give anyone a permission they don't have themselves.
• Instructor: attendance, curriculum, skills, rank tests and promotions. No billing and no settings.
• Front desk: check-in, new students and families, leads, taking payments (not refunds), memberships, waivers and the shop. Front desk can't score rank tests or promote.

These are the starting points. To change them, use Role bundles on the Staff users page, or tick individual permissions on a person's profile.

Add someone

1. Go to Admin › Settings › Staff users and tap Add staff user. Only owners and admins can do this.
2. Enter their first name, last name and email, and pick a role.
3. Optional: pick their Home site, turn on Simple mode (big buttons and a short menu), or customize permissions.
4. Tap Add staff user.

QuickKicks emails them a temporary password. They choose their own password the first time they sign in. The page also shows the temporary password so you can hand it over in person if the email doesn't arrive.

What instructors can see

On the Staff users page, choose whether instructors see Everyone in the school or Only their own students (students they teach, or who are enrolled in something they teach).

When someone leaves

Edit their profile and untick Active (can sign in). Their history (attendance taken, promotions recorded) stays in place.

Two-factor sign-in

Two-factor is optional but recommended for owners and anyone who handles billing. Each person turns it on for their own login at Admin › Settings › Account security, with an authenticator app such as Google Authenticator, 1Password or Authy.

Part-time coaches

A coach who never takes attendance or records results doesn't need a login. If they will, the Instructor role is the right fit.