Invite & Manage Staff

(Keywords: invitation , personnel , employees , teachers , assistant)

Inviting staff into your AfterSchool HQ account is essential for fostering collaboration and maximizing productivity within your team. In this article, you will learn how to invite and effectively manage staff within your AfterSchool HQ account.

For your comfort, we have created a video guide with the contents of this article.

00:00: How to invite and manage staff 00:05: Inviting staff into your after-school HQ account is essential for fostering collaboration 00:09: and maximizing productivity within your team. 00:12: In this video, you will learn how to invite an effectively manage staff within 00:16: your after-school HQ account. 00:21: Head on to the staff section by hovering your mouse over the account and settings area in 00:25: the sidebar then click on the staff button. 00:31: To invite a staff member click on the invite team member button. 00:38: In this screen, you will see all the different account types select the one that fits best 00:42: for your team member. We will cover each account type shortly. 00:50: Administrator can see and edit all settings and account activities within 00:54: your account. 00:58: Treasurer can only View and edit account finances. 01:01: They will not have activity or student information access. 01:07: Program director Similar to an administrator but only for their own activities 01:11: the ones they created themselves. 01:17: Instructor can view and edit all items related to their activities except 01:21: financials. 01:25: Enter the email address of the new staff member. 01:30: In this area, you can type a short message that will be added to their account activation 01:34: email. 01:38: Once the new team member has received the invitation email and then clicked on the link provided. 01:42: They will be directed to this screen where they have to input their information and 01:46: create a password to set up their account. 01:52: When all the fields are filled click on the sign up button. 01:58: Select the owner administrator role. 02:03: Select the owner administrator role. 02:08: If you click on the drop-down menu, you will find all the available roles. 02:15: If you need to remove a team member click on the remove button. 02:21: You will get a pop-up window click on confirm the removal of the team member to 02:25: remove the team member. 02:30: If you have any questions or technical difficulties, do not hesitate to get in 02:34: touch with our support team at support at Afterschool hq.com.

Step 1. Log in to your AHQ Account.

Step 2. Navigate to "Account & Settings" ⚙️.

Step 3. Click "Staff".

Step 4. You can invite team members by clicking the green "Invite Team Member" button (top right). 

Step 5. Select the Account Type for the user from the list below. 

Below you can fine the descriptions of each Account Type

What access does each Account Type provide? 

Administrative Roles 

Administrator: Can see and edit all settings, and account activities within your account. 

Treasurer: Can only view + edit account finances (they will not activity or student information access).

School Sponsered (School Collects Payments)

Program Director: Similar to an Administrator, but they can only view and edit activities they created themselves.
Instructor: Can view + edit all items related to their activities, except financials.

*Important Note* Provider Roles are only fo school districts, so you may not see them if your account is not for a school district.

Provider Roles

Third-Party Organizations:  External Providers you want to invite to host activities within your school. They are not employed by your organization and they collect their own funds for all activities they provide. 

Paid Instructor: This could be Teachers or other staff within your school that will run activities and be paid to their own accounts. 

**These Provider roles will be required to create their own AHQ accounts but will be given access to publish programs directly to your school profile.  This makes it easier for parents to find all of the programs available at your school!

By requiring Activity Providers to create separate profiles, parents will be able to deposit payments directly into their accounts. This will save you from having to route payments to various providers. 

Selecting a Third-Party organization or Paid Instructor Role will bring you to another screen (Provider Management).

Step 6. Selecting an Administrative Roles or School Sponsered Provider to invite into your account will allow you to add their email address, and an optional message to include with their invite. Click the "Send Invite" button when you are done to successfully send the invitation. They will receive an automated email to complete their registration with AfterSchool HQ. You will then see them show in your "Staff" settings. 

Step 7. The staff member will receive an invite via email. To finish your account setup click on the URL link provided by AHQ.

Step 8. Fill in the information required and select "Sign-up"

Once the provider’s account is created, they will be able to create new activities and submit new activities to be published to your school profile.

Step 9. The account owner or administrator will be notified via email of the new activity request to be published and will be able to approve the activity for all parents to see and register their children!

You can also Remove a staff member:

Step 1. Log into your AHQ Account. 

Step 2. Hover over "Account & Settings" ⚙️.

Step 3. Click on "Settings"

Step 4. Click "Staff".

Step 5. Find the staff member that you would like to remove and click on the button.

Step 6. You will get a pop-up confirming that you want to remove the staff member and letting you that if you want re-add, you will have to send the invite again. Click on if you are sure about removing them. 

How to Update User Account Access: 

Step 1. Log into your AHQ Account. 

Step 2. Navigate to "Account & Settings" ⚙️.

Step 3. Click "Staff".

Step 4. Click the drop-down next to the User's name you wish to update and select the new account type.

Step 5. Don't forget to Save!

To Manage External Providers:

You can also navigate to this screen by using the left menu to Account & Settings > Settings > Providers.

You’ll see an invitation link at the top of the page: "Invite Link to Share with providers". You will need to copy that link and share it with your provider via email or your preferred method! 

• Once in the Providers tab, you’ll see all of the currently approved providers on your account.
• Requires Publish Permission
  • The "Requires Publish Permission" switch can be toggled here. When enabled, AHQ will send you an email each time a provider wants to publish an activity to your school profile. You will have to manually review and approve the activity before parents will be able to view and register for it.   
  • When Request Publish Permission is turned off, anytime they create a new activity it will immediately be posted on your school profile for parents. 
• Show All Programs
  • The "Show All Program" switch can be toggled here. When enabled, ALL activities created by this provider will be associated with your account. (We recommend keeping this turned OFF).

A few additional notes:

• Do not invite providers or teachers into your own account unless the person is running a school-sponsored event for free or where money should be deposited into your school account. 
• When providers publish an activity, they must enter your location by typing in the name of your school and selecting it from the Google Maps integration on the Activity Location screen when the activity is being created.
• If Providers already have an existing account, they can enter your location by typing in the name of your school and selecting it from the Google Maps integration on the Activity Location screen when the activity is being created to link to your school for approval.
• In order to collect and transfer payments, providers will be guided by the software to connect their payment accounts. This enables us to make fast deposits - a rolling 2-day schedule for credit card payments, and a rolling 5-day schedule for ACH payments.
  
  

💡If you have any questions or experience any technical difficulties with Invite & Managing Staff, don't hesitate to get in touch with our support team at [e-mail].