---
title: How to Manage Staff Permissions and Activity Access
description: Learn how to manage staff roles, update activity permissions for multiple staff members, and use bulk staff management tools in AfterSchool HQ.
---

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# How to Manage Staff Permissions and Activity Access

## Learn how to manage staff roles, update activity permissions for multiple staff members, and use bulk staff management tools in AfterSchool HQ.

**AfterSchool HQ** makes it easier to manage staff permissions and control which activities your team members can access. With the updated ***Staff*** section, organization administrators can review staff information, manage individual permissions, and update activity access for multiple staff members at once.

You can also use bulk actions to change staff roles, resend invitations, or remove staff members from your organization.

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00:05: This article explains how to manage staff activity permissions and invite new team

00:09: members in AfterSchool

00:10: HQ.

00:11: You will learn how to adjust roles, set access levels, and send invitations to ensure

00:16: proper account management.

00:06: This article explains how to manage staff activity permissions in afterschool hq.

00:12: Start by opening the Staff section to view and manage the staff members associated

00:16: with your organization.

00:19: Use the available search and filter options to find staff members by name, email,

00:23: role, account status, or activity access.

00:28: Here, you can review your invited staff members, including their assigned roles,

00:32: account status, number of accessible activities, and invitation dates.

00:38: To manage permissions for an individual staff member, open their Manage Permissions

00:42: menu.

00:44: From here, you can access options to change a staff member's role or remove them

00:48: from your organization.

00:50: Keep in mind that the Owner role cannot be changed or removed through these options.

00:55: To update activity access for multiple staff

00:58: members, select the staff members

01:00: you want to modify, then choose Set Activity Permissions.

01:04: You can assign different levels of activity access, including Limited Access or Full

01:09: Access, which includes access to activity setup.

01:13: For this example, we'll select Limited Access to restrict the selected staff members'

01:18: activity permissions.

01:21: If you also need to manage permissions for archived activities, select Show Archived

01:25: to include them in the available activity list.

01:29: Once you've configured the activity permissions, review your selections to make sure

01:33: the correct access levels are assigned.

01:37: Select Next: Review to continue to a summary of the permission changes before

01:41: applying them.

01:43: Read the acknowledgments carefully, including the information about Owner role

01:47: restrictions, before confirming your changes.

01:51: When everything looks correct,

01:52: select Confirm & Apply to update the activity

01:55: permissions for the selected staff members.

01:58: After the changes are applied, you'll see a confirmation showing how many records

02:02: were updated and the access levels assigned.

02:06: Select Done to finish the permission update and return to your staff list.

02:11: You can also select multiple staff members to perform other bulk actions, such as

02:15: changing roles, resending invitations, or removing staff from your organization.

02:21: When you're finished, select Clear Selection to deselect all currently selected staff

02:26: members.

02:28: You've now learned how to manage staff permissions, update activity access in bulk,

02:32: and use additional staff management options in AfterSchool HQ.

02:36: Thanks for watching!

 

### **❗Before You Begin**

- Make sure you're logged in to your organization's AfterSchool HQ account with the appropriate administrative permissions.
- Identify the staff members whose permissions you want to update.
- Determine which activities each staff member should have access to.
- Decide whether staff members need ***Limited Access*** or ***Full Access***.

> 💡 **Tip:** Review your staff members' current roles and activity access before making bulk changes to avoid granting or restricting access unintentionally.

 

### **1. Open the Staff Section**

From your AfterSchool HQ account, navigate to the **“Staff”** section.

![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2FdErU7CuyQASjRgPC3rTpNB%2Fbqh3n5mTWQu8bj8e58Xahd_doc.png?alt=media&token=fe9f3637-1249-46fc-9eac-83150ba15b21&time=1791565757576)

 

### **2. Search and Filter Staff Members**

Use the available search and filter options to find specific staff members.

You can search or filter by:

- **Staff name**
- **Email address**
- **Assigned role**
- **Account status**
- **Activity access**

![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2FdErU7CuyQASjRgPC3rTpNB%2F68dKMMgCSf9DSV7zfFSYFm_doc.png?alt=media&token=392c9eec-271b-4504-b4fe-b48f33bee1af&time=1791565757579)

> 💡 **Tip:** Filtering your staff list can help you quickly locate specific team members, especially when managing a large organization.

 

### **3. Review Staff Information**

The staff list provides an overview of your organization's invited staff members.

This information can help you identify staff members whose roles or permissions may need to be updated.

![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2FdErU7CuyQASjRgPC3rTpNB%2F9xJTJ1ae38Qgf8bLTT8Trf_doc.png?alt=media&token=03ad427b-d7e9-4bb9-9c3b-af51b9834213&time=1791565757581)

You can review information such as:

- **Staff Member:** The individual associated with your organization.
- **Role:** Their assigned role within AfterSchool HQ.
- **Account Status:** The current status of their account or invitation.
- **Activity Access:** The number of activities they can access.
- **Invitation Date:** When they were invited to join your organization.

 

### **4. Open Manage Permissions**

To manage permissions for an individual staff member, locate their record and open **“Manage Permissions”**.

![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2FdErU7CuyQASjRgPC3rTpNB%2FibqAsFUPaYTcavpYLT5qFo_doc.png?alt=media&token=e99b6edf-82de-47b3-b01f-5746ff7960c4&time=1791565757584)

![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2FdErU7CuyQASjRgPC3rTpNB%2FnW42iQy2BDkx97yL46p262_doc.png?alt=media&token=30a7de87-98eb-47f3-ba06-40d10c93d88e&time=1791565757587)

 

### **5. Review Role Management Options**

Within the available management options, you can:

- ***Change a staff member's assigned role.***
- ***Remove a staff member from your organization.***

![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2FdErU7CuyQASjRgPC3rTpNB%2FnW42iQy2BDkx97yL46p262_doc.png?alt=media&token=30a7de87-98eb-47f3-ba06-40d10c93d88e&time=1791565757587)

**⚠️ Important:** The ***Owner*** role cannot be changed or removed through these staff management options.

> 💡 **Tip:** Review a staff member's responsibilities before changing their role, as role changes may affect the features and information they can access.

 

### **6. Select Staff Members and Set Activity Permissions**

To update activity access for multiple staff members:

1. Select the checkboxes next to the staff members you want to update.
2. Choose **“Set Activity Permissions”** from the available bulk actions.

![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2FdErU7CuyQASjRgPC3rTpNB%2FxjB2i42eoMv6TmjZ6u4WND_doc.png?alt=media&token=e1608c38-84cb-4b5c-b777-92443341d44e&time=1791565757589)

> 💡 **Tip:** Bulk permission management is especially useful when assigning multiple instructors or staff members to the same activities.

 

### **7. Review Activity Access Levels**

After opening **“Set Activity Permissions”**, review the available access levels.

These include:

- **Limited Access:** Provides restricted activity access.
- **Full Access:** Provides broader activity access, including activity setup.

![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2FdErU7CuyQASjRgPC3rTpNB%2FqPJwHkaKhfKQVQs9zcjKbs_doc.png?alt=media&token=b730353b-2e5e-447a-b727-a90692f07680&time=1791565757592)

> 💡 **Tip:** If staff members only need to perform specific tasks within an activity, consider whether Limited Access is sufficient before granting Full Access.

 

### **8. Select Limited Access**

For this example, we chose **“Limited Access”** to restrict the selected staff members' activity permissions.

![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2FdErU7CuyQASjRgPC3rTpNB%2F1GAsxUfuSmT4eWyqdsTZxb_doc.png?alt=media&token=501c15a0-4855-4cd7-9253-02571e5d9ed8&time=1791565757595)

 

### **9. Include Archived Activities**

If you need to manage permissions for archived activities, select **“Show Archived”**.

![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2FdErU7CuyQASjRgPC3rTpNB%2FtR5pZfHjeoQPdu8n1fivpx_doc.png?alt=media&token=006487b2-fee1-4b33-b89f-9e09fd1eef00&time=1791565757597)

> 💡 **Tip:** Archived activities may still be relevant when reviewing historical program access or managing staff responsibilities across previous activities.

 

### **10. Review Your Permission Selections**

After configuring the activity permissions, review your selections carefully.

Confirm that:

- **The correct staff members are selected.**
- **The intended activities are included.**
- **The appropriate access levels have been assigned.**

**![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2FdErU7CuyQASjRgPC3rTpNB%2FiAJfQhU1FPjP5krvb3XbnX_doc.png?alt=media&token=fbc363d2-a4c4-428e-b245-ec6f0dee6131&time=1791565757600)**

> **⚠️ Important:** Bulk permission changes can affect multiple staff members. Review your selections before proceeding.

 

### **11. Continue to the Review Summary**

Select **“Next: Review”** to continue. 

![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2FdErU7CuyQASjRgPC3rTpNB%2FmJo92VBxvj4XPjgGiUJz38_doc.png?alt=media&token=fa58c7d1-9bba-49d6-9394-b70301ec1f47&time=1791565757602)

 

### **12. Review the Acknowledgments**

Read the displayed acknowledgments carefully, including the information regarding ***Owner role restrictions**.*

![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2FdErU7CuyQASjRgPC3rTpNB%2FeerkR4TeuZz33cjQUQDPjK_doc.png?alt=media&token=55e22fb1-db1d-46c0-9e45-e9b42daaa97b&time=1791565757605)

 

### **13. Confirm and Apply Permissions**

Once you've reviewed the changes, select **“Confirm & Apply”**.

![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2FdErU7CuyQASjRgPC3rTpNB%2FtMDzKMsyd3nRBQYZRYGLPG_doc.png?alt=media&token=1292b5d7-5cf9-4101-980b-b3c641eff086&time=1791565757607)

 

### **14. Review the Update Confirmation**

After the changes have been applied, a confirmation message will appear.

This confirmation includes information such as:

- **The number of records updated.**
- **The activity access levels assigned.**

![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2FdErU7CuyQASjRgPC3rTpNB%2FwKPwPTaxQUswNkZb9Tztgp_doc.png?alt=media&token=43b2e3ed-b51d-4ec3-bfcf-8f26933614d2&time=1791565757609)

> 💡 **Tip:** Review the confirmation to make sure the number of updated records matches your expectations.

 

### **15. Complete the Permission Update**

Select **“Done”** to finish the process.

You'll return to the staff list, where you can continue reviewing or managing staff permissions.

![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2FdErU7CuyQASjRgPC3rTpNB%2FdEW59m9WT2s6z8iUqxS865_doc.png?alt=media&token=7e70e5f3-b03c-4646-a1de-778475c0ed8a&time=1791565757612)

 

### **16. Explore Additional Bulk Staff Actions**

In addition to updating activity permissions, AfterSchool HQ provides other bulk staff management options.

After selecting multiple staff members, you can access actions such as:

- **Change Roles:** Update the assigned roles of selected staff members.
- **Resend Invitations:** Send invitations again to selected staff members.
- **Remove Staff:** Remove selected staff members from your organization.
- **Set Activity Permissions:** Update activity access for multiple staff members.

![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2FdErU7CuyQASjRgPC3rTpNB%2Fuut5B8EQogQFeNWRAb6Cou_doc.png?alt=media&token=dfb8ebaf-f432-4588-8a64-3cd2182ded7b&time=1791565757614)

> ⚠️ **Important:** Before changing roles or removing staff members in bulk, carefully review the selected individuals to avoid unintended changes.

 

### **17. Clear Your Staff Selection (Optional)**

When you're finished managing staff members, select **“Clear Selection”**.

This will deselect all currently selected staff members so you can begin a new selection or continue working with the staff list.

![](https://storage.app.guidde.com/v0/b/guidde-production.appspot.com/o/quickguiddeScreenshots%2FqYRUAwYcU3bXLuW84uJ30yacbVS2%2FdErU7CuyQASjRgPC3rTpNB%2FmaNwpf2dqjsjtXZXkyvazB_doc.png?alt=media&token=813450b1-6615-44b1-9927-0228c3bca664&time=1791565757617)

 

---

#### **Frequently Asked Questions**

**Q: What can I manage from the Staff section?**  
**A:** The Staff section allows authorized users to review staff information, manage roles, update activity permissions, resend invitations, and remove staff members from their organization.

**Q: Can I update activity permissions for multiple staff members at once?**  
**A:** Yes. Select the staff members you want to update, then choose **“Set Activity Permissions”** to configure their activity access in bulk.

**Q: What's the difference between Limited Access and Full Access?**  
**A:** Limited Access provides restricted activity permissions, while Full Access provides broader access, including the ability to access activity setup.

**Q: Can I manage permissions for an individual staff member?**  
**A:** Yes. Locate the staff member in the Staff section and open **“Manage Permissions”** to access their individual management options.

**Q: Can I search for staff members by name or email?**  
**A:** Yes. You can search for staff members by name or email and use additional filters for role, account status, and activity access.

**Q: Can I see which staff members have access to activities?**  
**A:** Yes. The staff list displays activity access information, including the number of activities associated with each staff member's access.

**Q: Can I manage permissions for archived activities?**  
**A:** Yes. Select **“Show Archived”** when configuring activity permissions to include archived activities in the available list.

**Q: Can I change staff roles in bulk?**  
**A:** Yes. Select multiple staff members and use the available bulk role management option to update their assigned roles.

**Q: Can I resend invitations to multiple staff members?**  
**A:** Yes. Select the applicable staff members and use the bulk invitation option to resend their invitations.

**Q: Can I remove multiple staff members at once?**  
**A:** Yes. The Staff section includes a bulk removal option for selected staff members. Review your selection carefully before proceeding.

**Q: Can I change or remove the organization's Owner?**  
**A:** No. The Owner role cannot be changed or removed using the staff management options covered in this guide.

**Q: Can I review permission changes before applying them?**  
**A:** Yes. Select **“Next: Review”** to review a summary of your changes and any required acknowledgments before confirming.

**Q: How do I know if my permission changes were applied successfully?**  
**A:** After selecting **“Confirm & Apply”**, AfterSchool HQ displays a confirmation showing the number of records updated and the access levels assigned.

**Q: What does Clear Selection do?**  
**A:** ***Clear Selection*** deselects all currently selected staff members. It does not undo permission changes that have already been applied.

**Q: Who can manage staff permissions?**  
**A:** Staff permission management is available to users with the appropriate administrative access within their organization.

 

💡If you experience any issues or have further questions with **“How to Manage Staff Permissions and Activity Access”**, don't hesitate to get in touch with our support team at [**support@afterschoolhq.com**](mailto:support@afterschoolhq.com)***.***

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