How to Invite Staff and Assign Roles

Need to add staff members to your organization account? Watch the video below to learn how to invite team members, assign staff roles, and help staff complete account setup in AfterSchool HQ.

1. Open Account & Settings

Click “Account & Settings” to access your organization settings and staff management tools.

💡 Tip: Only users with administrative permissions can invite or manage staff members.

2. Open the Staff Section

Click “Staff” to view and manage staff members connected to your organization.

3. Start a New Staff Invitation

Click here to begin inviting a new staff member to your organization account.

💡 Tip: Staff invitations are sent by email, so make sure email addresses are entered correctly before sending.

4. Select the Staff Permission Level

Choose the level of access and permissions you would like the staff member to have within the system.

💡 Tip: Carefully review permission levels to ensure staff only have access to the areas they need.

5. Enter Staff Email Addresses

Enter the email address of the staff member you would like to invite to your organization.

6. Add an Optional Invitation Message

You can include an optional message that will appear in the invitation email sent to the staff member.

💡 Tip: Adding a welcome message can help staff understand why they are receiving the invitation.

7. Send the Staff Invitation

Click “Send Invite” to send the invitation email to the selected staff member.

💡 Tip: Staff members must accept the invitation through their email before they can access the organization account.

8. Review the Staff Invitation Email

This is what the staff invitation email will look like. To accept the invitation and create their account, the recipient should click the invitation link provided in the email.

💡 Tip: If the invitation email is not received, staff should check their spam or junk folder.

9. Complete Staff Account Registration

The staff member will enter their first and last name, confirm their email address, create a password, and click “Sign Up” to finish creating their account.

Frequently Asked Questions

Q: Can I invite multiple staff members?

A: Yes. Staff members can be invited individually using their email addresses.

Q: What happens after I send the invitation?

A: The staff member will receive an email invitation prompting them to create their account and join the organization.

Q: Can staff members create their own accounts without an invitation?

A: This depends on your organization’s setup and permission structure.

Q: Why didn’t the staff member receive the invitation email?

A: Ask them to:

• Check spam/junk folders

• Confirm the email address was entered correctly

• Verify organizational email filters are not blocking the message

💡If you have any questions or experience any technical difficulties with “Inviting Staff and Assigning Roles”, don't hesitate to get in touch with our support team at support@afterschoolhq.com.