Adding Staff

Only a Super Admin can add staff. On Admin > Staff, click Add staff. The dialog has two tabs.

Adding someone does not give them any access on its own. You choose what they do on the next screen.

From a family

Most staff are members: a parent who coaches, or a member’s teen who guards.

1. On the From a family tab, type at least two letters of a name or email.
2. Pick the person from the results.

Results come in two groups:

• People with a login or invite: picking one opens their page straight away. Someone who is already staff is marked Already staff.
• Family roster (no login yet): picking one asks where to send their login invite.

Someone on a roster with no login

Staff sign in as themselves, so a roster member needs a login first.

1. Pick them from Family roster (no login yet).
2. Enter their email under Where should the login invite go?
3. Click Create login and invite.

They receive an invite email, and you land on their page with Invite created. Now choose their roles.

Caution

For a teen, use their own email, not a parent’s. The portal allows one login per email address, and a parent’s address already belongs to the parent.

Teens get a limited login

A login created here is a limited login when the person is under 18, has a member type that is not an adult type, or has no date of birth on file. They can check in and use staff tools, but cannot pay, register or change the family.

This is the only place a login can be created for someone who is not an adult. Enable login on the family page still refuses with Only adults can have a login.

If the person is an adult with no birthday on file, add their date of birth and then remove the limit. See Limited Logins.

Not a member

For a club employee or a board member with no family at the club.

1. On the Not a member tab, enter their Name and Email.
2. Tick Front desk access if they will run check-in and the point of sale.
3. Choose how they will sign in:
   • Leave Set a password now unticked to email them an invite. They choose their own password.
   • Tick it and enter a Password of at least 8 characters to create the login immediately. No email is sent. Use this for a shared kiosk account.
4. Click Send invite or Create login.

You land on their page to choose their roles.

Caution

One login per email address. When creating a login with a password, an address that already has a login fails with A user with this email already exists, and one with an outstanding invite fails with A pending invitation for this email already exists. When sending an invite, either case fails with That email address can’t be used. It may already be associated with an account.

After adding

The person’s page opens with What will [name] be doing?

1. Pick the closest starting point, such as Lifeguard or Front desk. It fills in the rest of the page.
2. Change anything that isn’t right, and add pay if you know it.
3. Click Save changes. Their staff number is assigned now.

Until you save, the page shows Not staff yet and they do not appear in the staff list. See Setting What Staff Can Do.

Managing a login

The Login and family card at the bottom of a person’s page says, in a sentence each, how they sign in and which family they are in. Each sentence has the one action that goes with it.

Action	Who it is for	What it does
Resend invite	Invited logins	Emails a fresh sign-in link
Set password	Active logins with no family	Sets a new password of at least 8 characters
Limit login / Remove limit	Logins in a family	See Limited Logins
Detach from family	Staff in a family	See Limited Logins
Remove (from staff)	Anyone who is staff	Takes away every job and permission. Their staff number and history are kept, and they move to Former staff
Delete login	Logins with no family	Deletes the login itself, with everything on the page. This cannot be undone

A login that belongs to a member family cannot be deleted here. Use Remove instead, and they go back to being a member.

Caution

You cannot remove the last Super Admin who can sign in. You will see You can’t remove the last Super Admin.