Invite and manage staff

Written for: Alternative provision leaders.

In an alternative provision, adding a member of staff and giving them a login are two separate steps. First you add them to your staff directory. Then, if they need to sign in, you invite them, after checking exactly what their role will let them see and do. Both happen on Staff and access.

This article covers what’s different in an alternative provision. For how invitations work in schools, see Invite a member of staff.

Open Staff and access

In the sidebar, open Settings and choose Staff and access.

What you see depends on your role:

• Leaders and administrators: you see three tabs: Staff Accounts, Users and Invitations. The steps below are for this view.
• Other staff: if you can manage staff but don’t have the Leader role, for example as a DSL, you see a Staff directory list instead. See If you see the Staff directory.

If you can’t manage staff, the page says “You do not have permission to manage staff records or invitations at this provision.”

The AP roles

Each member of staff has a staff role. In an alternative provision, the roles are:

Role	What it’s for by default
Leader	All alternative provision work, including reviews, decisions, placements and exports.
Teacher	The learners and cases they’re assigned to: notes, forms and their own actions. Exports are off by default.
TA	The same as a teacher. TAs don’t make professional decisions or approve placements.
Inclusion Lead	Like a teacher, for the learners and cases they’re assigned to.
DSL	Leads safeguarding, with leader-level access to alternative provision work.
Deputy DSL	Deputises for the DSL, with the same access.
Office	Administration: details, scheduling, uploads and administrative notes, and administrative exports only.

Access to restricted safeguarding information keeps its own rules, whatever the role. Finance access is a separate grant.

Add a member of staff

1. Click Add staff member.
2. Fill in their First name and Surname.
3. Add their Work email (optional). You’ll need it to invite them later.
4. Choose their Staff role.
5. Click Add staff member.

You’ll see “Staff member added”. This adds them to your staff directory and to your Single Central Record. It doesn’t create a login or send an email.

Invite them to sign in

1. On the Staff Accounts tab, find the person. You can search, or choose Not invited in the status list.
2. Click Invite on their record.
3. In Invite staff member, check the Email address.
4. Choose their Role, then what the Access applies to: Provision for everyone, or a Class or Year group. Choose the class or year group if you need to.
5. To give them more than one role, click Add assignment, and mark one as Primary.
6. Click Review proposed access.
7. Read what the role will let them view, edit or record, and manage, and for whom. Each rule says whether the role allows it, denies it or allows it only in some cases.
8. Click Send invite.

If you change the email address, role or scope after the review, review the access again before you send.

The preview shows the rules for the role you’ve chosen. Restrictions on a particular person and access to particular learners are checked separately, so the preview doesn’t promise access to every record.

The person gets an email with a link to set up their account. See Accept your invitation and set up your account.

Follow up an invitation

The Invitations tab lists every invitation with its state:

• Awaiting sign-in: sent, but not used yet.
• Account activated: they’ve signed in.
• Invitation withdrawn or Invitation expired: the link no longer works.

If an invitation says “Email delivery is not confirmed”, check with the person that the email arrived.

To send it again, click Resend on the Invitations tab. Student Radar asks you to review their access first: click Review proposed access, then Resend reviewed invitation.

To change the email address or role before you resend, click Resend invite on their record on the Staff Accounts tab instead. Make the changes, review the access, then click Save and resend.

Change someone’s role or access

1. On the Staff Accounts tab, click Manage access on the person’s record. It appears once they have an account.
2. In Manage role assignments, change their role or what it applies to.
3. Click Save roles.

You’ll see “Roles updated”.

To remove someone’s access to your provision when they leave, see Change a colleague’s role or remove their access. Their staff record stays, so mark them as left on the Single Central Record too.

Set someone’s working hours

When AP operations are active, click Working hours on a person’s record to set the hours they usually work each week. A session they’re assigned to has to fit inside those hours. Changes apply from today, and existing assignments are kept.

If you see the Staff directory

If you’re not a leader but can manage staff, Staff directory lists your staff with their email, Invite role and Class access.

1. Check the email address in the person’s row.
2. Choose their Invite role and Class access.
3. Click Review invitation.
4. In Review staff account invitation, click Review proposed access and read the rules.
5. Click Send reviewed invitation.

Remove access takes away someone’s access to your provision. It’s greyed out until they have an account.

Notes

• Who can do what: by default, leaders and administrators can add staff, invite them and change their access. Some other roles can invite staff. The buttons you see depend on what your role can do.
• In the demo: the alternative provision demo shows a read-only preview of this page. Nothing on it creates a staff record or sends an invitation.
• School sharing: what commissioning schools can see is set separately, under Commissioning Schools.

If something doesn’t work

What you see	What to do
“You do not have permission to manage staff records or invitations at this provision.”	Ask your provision’s leader to add or invite the person.
“A staff member with that email address is already in this provision.”	Search for them on Staff Accounts. They’re already in your directory.
“Please provide an email address for this staff member.”	Fill in the Email address before you review and send the invitation.
“Exactly one primary assignment is required”	Mark one of their roles as Primary.
“Class scope requires class only”	Choose the class the role applies to, or change Access applies to to Provision.
“Unable to save invite”	Read the reason under the message. Check the email address and try again.
“Email delivery is not confirmed”	The invitation was recorded, but Student Radar couldn’t confirm the email was sent. Check with the person.