Invite users and manage their access
Give each person their own user account, then grant the access their work requires. A staff profile stores employee information; a user account controls access to Activity Messenger.
Before inviting someone
Open Users and permissions from your organization settings or staff menu. Available actions depend on your own permissions. Use a separate email address for each person and avoid shared logins.
Decide what the person needs to do: administer the organization, manage communications, take attendance, work at the point of sale or view financial information. Prepare the forms and classes they should access.
Add one user or import a team
- Open the user list and click +.
- Enter the person's details and choose an appropriate permission level.
- Review the role details and any granular permissions before saving.
- Send the invitation. The person follows the email to activate their account and signs in with their own credentials.
For a group, use the Excel import and review its required columns and assigned permissions. If Amilia is connected, the Amilia import offers another way to bring in staff. Review the selected people before inviting them.
You can edit the invitation message from the control above the user table. Keep the activation instructions clear.
Understand roles, permissions and assignments
A role provides a starting level of access. It is not a complete description of every action the person can perform. Granular permissions, staff access scope, feature availability and assigned classes or forms also matter.
| Work to perform | What to review |
|---|---|
| Manage the account or organization | Account-management roles, billing access and who can grant protected permissions. |
| Administer daily operations | Administrator role and the specific financial, form and user-management permissions needed. |
| Teach or take attendance | Instructor role, assigned activities/forms and whether messaging is allowed. |
| Send campaigns | Communications role and access to the relevant audience and templates. |
| Work at reception or checkout | Attendant or point-of-sale role and the allowed payment and financial operations. |
| Review accounts | Accountant role and the reports or invoices needed. |
| Maintain employee records | Staff-management role and the scope of profile, schedule and team access. |
| Receive copies only | Guest access and verified contact information. |
Use Details to inspect the available role rather than assuming every administrator has identical access. Instructor access can include messaging or exclude it. A guest is not a substitute for an instructor who needs attendance access.
Review sensitive actions separately
Open the permission editor to review refunds, invoice cancellations, credits, corrections and other granular actions. Grant only the actions the person needs. Who can change these settings depends on the acting user's role and the target user; an administrator cannot necessarily edit every other user's access.
Staff profile and scheduling access can have a separate scope. See staff profiles instead of relying on the older assumption that all staff information is always restricted to a single account-owner role.
Update or revoke access
Open a user to update the information and permissions you are allowed to change, or resend an invitation. To remove access to this organization, use Revoke. This does not delete the person's account or their access to other organizations.
If an invitation is missing, confirm the email address, ask the person to check spam and mark a legitimate invitation as Not spam, then resend if needed. Their mail administrator can review blocked senders or domain allowlists. See sender-domain configuration if you use your own domain.
Help your team get started
Use the instructor dashboard message to provide relevant instructions or shortcuts. Send a message directly to selected users, or use BCC when they need a copy of a client message; see sending options.
Before relying on a role for a new workflow, verify it with an authorized account at that permission level in a separate browser session. Check the intended class/form, required action and a restricted action. Review assignments as well as the role if something is missing.