--- title: How to Invite Staff and Assign Roles description: Learn how to invite staff members, assign permission levels, and manage team access within your organization in AfterSchool HQ. --- [Skip to content](https://support.afterschoolhq.com/knowledge/how-to-invite-staff-and-assign-roles#main-content) English Show submenu for translations ![ASHQ Logo Vert Flat.png\]](https://support.afterschoolhq.com/hs-fs/hubfs/ASHQ%20Logo%20Vert%20Flat.png?height=40&name=ASHQ%20Logo%20Vert%20Flat.png) Open main navigation Close main navigation - English Show submenu for translations - [Go to afterschoolhq.com](https://go.afterschoolhq.com/) [Go to afterschoolhq.com](https://go.afterschoolhq.com/?hsLang=en) Hi! How can we help you? - There are no suggestions because the search field is empty. 1. [AHQ Help Center](https://support.afterschoolhq.com/knowledge?hsLang=en) 2. [Activity Providers](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en) 3. [Staff & Volunteers](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en#staff-volunteers) # How to Invite Staff and Assign Roles ## Learn how to invite staff members to your organization and help them get started with their AfterSchool HQ account. Inviting staff members gives your team access to **AfterSchool HQ** so they can begin using the platform based on their assigned role and permissions. Staff members are invited using their email address and will receive an invitation with instructions to create their account and join your organization. 00:05: This article explains how to manage staff roles and send invitations within 00:09: AfterSchool HQ. 00:11: In this guide, you'll learn how to assign staff roles and invite team members to 00:15: your organization in AfterSchool HQ. 00:17: HQ. 00:19: Click "Account & Settings" to access your organization settings and staff management 00:23: tools. 00:26: Click "Staff" to view and manage staff members connected to your organization 00:31: Click here to begin inviting 00:33: a new staff member to your organization account. 00:37: Choose the level of access you would like the staff member to have within the 00:40: system. 00:42: Enter the email address of the staff member you would like to invite. 00:46: You can include an optional message that will appear 00:49: in the invitation email sent to the staff member. 00:53: Click "Send Invite" to send the invitation email to the selected staff member. 00:59: This is what the staff invitation email will look like. To accept the invitation 01:03: and create their account, 01:04: the recipient should click the invitation link provided in the email. 01:10: They will then enter their first and last name, confirm their email address, 01:13: create a password, and click "Sign Up" to finish creating their account. 01:19: You have now successfully learned how to assign staff roles and invite staff 01:23: members in AfterSchool HQ. 01:25: Thanks for watching!     ### **1. Open Account & Settings** Click **“Account & Settings”** to access your organization settings and staff management tools.![Open Account & Settings](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2FwgyHaVPawSXMa6UvvvyK4P%2FwtL7Jnb8rATfaroBN88Uac_doc.png?alt=media&token=5f9f119d-333d-46b4-8d01-74ea65f4e9ea&time=1779396381623) > 💡 **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. ![Open the Staff Section](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2FwgyHaVPawSXMa6UvvvyK4P%2FciQU7EKDwYiaGsHhtWSLoN_doc.png?alt=media&token=fd8c98a0-3416-4bd1-a14e-8f5173641d05&time=1779396381624)   ### **3. Start a New Staff Invitation** Click here to begin inviting a new staff member to your organization account. ![Start a New Staff Invitation](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2FwgyHaVPawSXMa6UvvvyK4P%2F92UGNGfqVuBT7snHBnF2rN_doc.png?alt=media&token=e40ef13a-717b-419a-9ff6-57778083f50b&time=1779396381625) > 💡 **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. ![Select the Staff Permission Level](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2FwgyHaVPawSXMa6UvvvyK4P%2F8Epuw7uH8BWQoZbmAgoa5P_doc.png?alt=media&token=1a37103c-5862-4f3b-a706-da8860a72370&time=1779396381626) ![Description / Permissions](https://static.guidde.com/v0/qg%2FcYquRv3Yl1VhoSq3ZLdBHRM0knk2%2F9DfPaJtGwecj9gaPz13b7L%2FnVyWZJMqzEzqbzfvj5pYDc_doc.png?alt=media&token=ad8708e7-8fc5-475d-bdc3-e775e266d399) > 💡 **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. ![Enter Staff Email Addresses](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2FwgyHaVPawSXMa6UvvvyK4P%2Ft9YRjj2L3egcFFSASaCK9M_doc.png?alt=media&token=07f4a87b-3c50-43d5-a95a-c291fc24b9a9&time=1779396381627)   ### **6. Add an Optional Invitation Message** You can include an optional message that will appear in the invitation email sent to the staff member. ![Add an Optional Invitation Message](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2FwgyHaVPawSXMa6UvvvyK4P%2FjfE79bFWEuyLVmX9ZZXnHZ_doc.png?alt=media&token=ce835f94-5067-4529-85fc-e55b17f0e81a&time=1779396381628) > 💡 **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. ![Send the Staff Invitation](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2FwgyHaVPawSXMa6UvvvyK4P%2FtWJZtvRx5mKSq7UKrzFfmX_doc.png?alt=media&token=437d92d4-ccd7-4d59-b83c-61bd5cc376df&time=1779396381629) > 💡 **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. ![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2FwgyHaVPawSXMa6UvvvyK4P%2FtumZcgdfxSkmoeAb29A4pE_doc.png?alt=media&token=d5051bd2-040f-430e-aa90-3fea9b8778ce&time=1779396381630) > 💡 **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. ![Sign Up](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2FwgyHaVPawSXMa6UvvvyK4P%2FeXBfJFZpvsP1BtGCCZA5VM_doc.png?alt=media&token=a4832e56-91ba-4ed8-b353-fae4faa25592&time=1779396381631) --- #### **Frequently Asked Questions** **Q: Can I invite multiple staff members?** **A:** Yes. You can invite multiple staff members, but each staff member must be invited individually using their email address. **Q: What happens after I send the invitation?** **A:** The staff member will receive an email invitation with instructions to create their account and join your organization in AfterSchool HQ. **Q: Can staff members create their own accounts without an invitation?** **A:** This depends on your organization’s setup and permission structure. If you’re unsure, contact the **AfterSchool HQ Support Team** for assistance. **Q: Why didn’t a staff member receive the invitation email?** **A:** If the invitation email does not arrive, ask the staff member to: - Check their spam or junk folder. - Confirm that the email address used for the invitation is correct. - Check whether their organization’s email filters or security settings may be 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](mailto:support@afterschoolhq.com).** - [Welcome to AfterSchool HQ!](https://support.afterschoolhq.com/knowledge/welcome-to-afterschool-hq?hsLang=en#main-content) - [Getting Started](https://support.afterschoolhq.com/knowledge/welcome-to-afterschool-hq?hsLang=en#getting-started) - [Parents & Registrants](https://support.afterschoolhq.com/knowledge/parents-registrants?hsLang=en#main-content) - [Your Account](https://support.afterschoolhq.com/knowledge/parents-registrants?hsLang=en#your-account) - [Registration](https://support.afterschoolhq.com/knowledge/parents-registrants?hsLang=en#registration) - [Check In & Check Out](https://support.afterschoolhq.com/knowledge/parents-registrants?hsLang=en#check-in-check-out) - [Billing & Payments](https://support.afterschoolhq.com/knowledge/parents-registrants?hsLang=en#billing-payments) - [Activity Providers](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en#main-content) - [Account & Settings](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en#account-settings) - [Creating & Managing Activities](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en#creating-managing-activities) - [Activity Billing & Pricing](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en#activity-billing-pricing) - [Sharing & Promoting Activities](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en#sharing-promoting-activities) - [Registration & Enrollment](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en#registration-enrollment) - [Student Roster & Communication](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en#student-roster-communication) - [Attendance](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en#attendance) - [Check In & Check Out](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en#check-in-check-out) - [Forms & Surveys](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en#forms-surveys) - [Payments & Accounting](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en#payments-accounting) - [Staff & Volunteers](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en#staff-volunteers) - [Reports & Data](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en#reports-data) - [Integrations](https://support.afterschoolhq.com/knowledge/activity-providers?hsLang=en#integrations) - [Referral Partners](https://support.afterschoolhq.com/knowledge/referral-partners?hsLang=en) - [FAQs](https://support.afterschoolhq.com/knowledge/faqs?hsLang=en) - [Contact Us](https://support.afterschoolhq.com/knowledge/contact-us?hsLang=en) [![Chill listening crop-3](https://support.afterschoolhq.com/hs-fs/hubfs/ahq-flight-logo@0-75x-3.png?width=21&height=24&name=ahq-flight-logo@0-75x-3.png "Chill listening crop-3")](https://go.afterschoolhq.com/?hsLang=en) AfterSchool HQ Help Center Copyright © 2026, AfterSchool HQ