Adding Staff and Changing Their Role

Inviting a staff member and assigning them a role uses Manage Team — a different permission from the one needed to design the roles themselves (see Creating and Editing Custom Roles).

Adding a staff member

Go to Team → Users.

Choose Add staff.

Enter their name, email, and the role to assign.

Save — a branded invite email goes out with a Supabase set-password link.

If a staff member has no email of their own

Every staff member needs their own login, so each one needs a different email address. If some staff don't have a personal email, you can give them an address that still arrives in the school's own inbox, by adding a plus sign and their name before the @.

School email: creativekids@gmail.com
Bursar: creativekids+bursar@gmail.com
Front desk: creativekids+frontdesk@gmail.com
Or by name: creativekids+tunde@gmail.com

Fees101 treats each one as a separate login, but every invite and password-reset email is delivered to the school's inbox (creativekids@gmail.com in this example). Whoever reads that inbox opens the invite, then lets the staff member set their own password.

This works with Gmail and Outlook/Hotmail addresses, and with most school domains. Not every email provider supports it, so send one test invite first and check it arrives. Use a different word after the + for each person, and keep the school inbox's own password private: anyone who can read it can reset these staff logins.

Each staff member still logs in with their own address and password, so the audit log shows exactly who did what. Never let two people share one login.

The cap-delegation rule

You can never hand out a permission you don't personally hold. A non-owner inviting staff is capped to assigning roles whose permissions are a subset of their own — this is enforced regardless of what you type into the form. Only the owner can hand out the Administrator role at all.

One login (one email) works across the whole platform — the same rule that applies to parent-family phone matching applies here to staff emails: each one is unique.

Changing a staff member's role

Open the staff member from Team → Users.

Choose Change role, select the new role, and type a reason for the change.

The same owner-only and cap-delegation rules apply to a role change as to the initial assignment.

You can't change your own role, and the owner's role can never be changed by anyone — including the owner themselves.

Resetting a password or changing a login email

Reset password sends a Supabase recovery email. Changing a login email requires a typed reason; when it's admin-initiated it skips the usual double-opt-in confirmation, and a notice goes to both the old and new address so neither side is surprised. You can also resend an invite, and "last signed in" is read live from Supabase Auth rather than cached.

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