Every teacher, staff member and parent signs in with their own login. This guide covers how those logins are made, how a login is tied to the right staff record, and how people choose their password.
- Where HR → Staff, Students → Guardians, and System → Users
- Who can use it The Admin, and anyone whose role includes Staff, Guardians or Users
- Set up first Email & SMS setup, so the password links arrive
Logins are made for you
When you add a staff member or a parent with an email address, their login is created when you save. They get a link to choose their password, by email and also by SMS if your school has an SMS gateway.
To add someone without a login yet, untick Create their login now (staff) or Create their parent portal login now (parents) before you save. You can give them one later.
Logins are not made for records brought in through Imports, so a bulk upload never sends hundreds of emails at once. Give those people logins one at a time when you’re ready.
Staff and teacher logins
There are two ways to make a staff login. Both end in the same place.
- From the staff record (recommended). In HR → Staff, add the staff member with their email. Under Login role, pick the role their login should have, for example Teacher. If you leave it on Staff (default), they get the built-in Staff role. For someone already on the list, click Give Login.
- From Users. In System → Users, invite them with a role such as Teacher. If a staff record in your school has the same email, the login is linked to it automatically. The message says Linked to their staff record.
The role decides which menus they see. The staff record decides whose classes, lesson notes and clock-in are theirs. A teacher needs both.
Only people who can manage Users see the Login role choice. Anyone else’s new staff logins get the Staff role. An Admin can change it later in Users.
Link a login to a staff record
A teacher whose login isn’t linked sees Your login isn’t linked to your staff record yet on the dashboard and in Lesson Notes. Their classes and clock-in card don’t appear. To fix it:
- Open HR → Staff and find the teacher’s staff record.
- Click Link Login.
- Choose their login from the list (it shows the name, email and role) and click Link Login.
The login keeps its role and password. The teacher sees their classes the next time they open the dashboard.
Quicker still: give the staff record the same email address as the login. It links itself the next time the teacher opens the app.
Parent logins
A parent gets a portal login when you add them in Guardians with an email. The same happens when you add a new parent on a student’s Parents & Guardians tab or on the admission form. Parents already on file can also be invited from Portals.
The login shows them every student they are linked to. To link a parent to another child, see Guardians.
Choosing a password
The new person gets a message like this:
Hello Efua, Golden Palm Academy has created your account. Username: efua.mensah. Choose your password here: …
- They open the link. It works once and expires after a day.
- They choose a password and save it.
- From then on they sign in at your school’s login page with their username or email and that password.
If the link has expired or the message never arrived, they can click Lost your password? on the login page and enter their email to get a new link.
When something isn’t working
| What you see | What to do |
|---|---|
| No login was created because there is no email address. | Add an email to the record, then click Give Login (staff) or invite them from Portals (parents). |
| No password-setup link could be sent | Neither email nor SMS is set up. See Email & SMS setup, then have them use Lost your password? |
| This email address already belongs to an account at another school. | Use a different email for this school. |
| The teacher sees the school-wide figures, not their classes | Their role includes Analytics. Remove it from the role in Users if they shouldn’t see school-wide figures. |
| The teacher sees no classes | Link their login (above), then assign their classes in Teacher Subjects. |