Set up leadership and administrator access
Give school leaders the approved role and check its actual scope before they manage records.
Checked on 29 October 2026
Overview
Leadership is an invitation shortcut, while the saved role determines access. Head Teacher, Admin, Director, Owner and Co-Owner should be checked individually against the school’s agreed responsibilities.
Get to know the screen
Practice example: all names, records and amounts are fictional. Options vary with your school’s curriculum, currency and access.
Phone example
Interface labels are shown in English. Follow the translated steps below to find each control. Follow the sequence, review the recorded information and choose the next step.
Who can use this feature
Use an account with school-approved administrative access. Check the school name before managing people or classes. If the action is unavailable, ask the school owner or administrator to confirm your access.
Before you start
Open the intended school and check its current academic year. Use the school’s checked staff, class and learner lists; resolve duplicate records before adding more.
Have the school owner approve the person, contact and intended scope. Check existing roles first, especially when the person already teaches in the school.
Required and optional fields
| Field | Requirement | Format or example | Prerequisite |
|---|---|---|---|
| Phone numbers or emails | Required in this form | Use checked email addresses, separated by a new line, comma or semicolon. Review the recipient count. | The contact supplied by each staff member. |
| Role | Required in this form | Choose only the responsibility approved for this person; check the actual assigned role after joining. | School-approved responsibilities and available role options. |
| School and academic year | Check before continuing | Use the intended school and current year; confirm the year before choosing classes. | School workspace and calendar settings. |
Picklist prerequisites
| Choice | Options come from | Earlier selection | If missing |
|---|---|---|---|
| Role choices | Roles offered by the school’s invitation or access screen. | Agree the intended responsibility before choosing a role. | Ask the owner or administrator; do not substitute a broader role to continue. |
| Teacher choices | People connected to the school as teachers, filtered by the allocation screen. | Confirm membership and the teacher role first. | Check pending invitations, existing assignments and the person’s role. |
Desktop walkthrough
For an existing leader, open the person’s Roles panel and review the exact saved role. A leader who also teaches may need the approved Teacher role and separate allocations. Save roles and reopen to check the combination; do not add ownership or administrator access just to reveal a class.
Check the school, person or class before starting.
Screen walkthrough · 0:45Download GIF ↓- Open Staff and users and check whether the leader already has a school membership or pending invitation.
- For a new invitation, confirm the intended role with the owner. Use Leadership only when its offered scope has been approved; use an exact role selector if that workflow provides one.
- Review the recipient and role before confirming Send. Ownership is a separate responsibility; do not treat a leadership invitation as an ownership handover.
- After joining, open the person’s details and inspect Assigned Roles. Check that the actual role matches the approved scope.
- Have the leader sign in and review the relevant school functions. Arrange any correction with the owner; do not add administrator access merely to make one missing class appear.
For staff outside Kenya, use email invitations unless the invitation screen explicitly supports the correct international dial code. Check phone formatting with the administrator before sending.
Mobile walkthrough
On your phone, open the school navigation and choose Staff and users. Open the relevant tab or person; scroll the drawer to reach the role and action controls.
Check the school, person or class before starting.
Screen walkthrough · 0:45Download GIF ↓Tap a field to enter or choose a value. Close the keyboard if it covers the lower fields or final button. Review the form from top to bottom before submitting; leaving a drawer is not proof that a change was saved.
Return to the relevant list after the action and reopen the item to check it. On a shared phone, sign out when you finish. Keep the written steps available while you follow the highlighted screen areas.
Save and verify
Record who approved the role and verify the person’s own view. Teaching allocations still need to be checked if the leader also teaches.
Troubleshooting
The saved role is broader than the school intended
Pause use of those functions and ask the owner or administrator to review the assigned role. Read any revocation confirmation before proceeding, and verify the remaining access afterwards.
An option or person is missing
Check the school, your role, the academic year and the upstream setup first. Clear search filters and wait for lists to load. If the option is still missing, ask the administrator to check membership, class setup or allocation.
The action is blocked or the response is unclear
Read the message beside the field and correct the specific entry. If a request may already have completed, refresh and inspect the saved list before trying again. Avoid repeated submissions that could add duplicates or send messages twice.
