Invite Your Team

Kanri uses roles to control staff access. Adding someone as staff and assigning their permissions are separate steps. Create or review the role, add the person, then assign the role on their staff record.

Before you start

You need permission to manage roles. Only owner-tier staff can assign owner-level access or change school assignments. Use a separate account for each team member rather than sharing an owner’s login.

Step 1: Create a role (if needed)

Your school may already have built-in administrative roles. Review them before creating another one. For routine work, create a narrower role, such as Instructor or Front Desk, instead of giving everyone unrestricted access.

1. Go to Settings → Roles.
2. Click Add Role.
3. Give the role a name (e.g. “Instructor”, “Front Desk”, “Admin”).
4. Toggle on the permissions this role should have. Permissions are grouped by area (Members, Billing, Schedules, etc.).
5. Click Create.

Choose at least one permission. You cannot grant permissions you do not have yourself. See Permissions for what each permission controls.

Tip

Start with a conservative set of permissions and add more if staff tell you they need access to something. It’s easier to grant access than to explain why something was visible that shouldn’t have been.

Step 2: Add a staff member

1. Go to Settings → Staff.
2. Click Add Staff.
3. Search for an existing member, or enter the person’s email address. Choose the existing member when you want to use that person’s linked account.
4. Optionally enter a Job Title.
5. Click Add Staff.

What happens next depends on the person’s situation:

• Selected member with a linked account: Kanri adds that account as staff directly.
• Email address already verified on a Kanri account: Kanri adds the existing account directly.
• Selected member without a linked account, or an email without a verified account: Kanri sends an invitation. The selected member must have an email address. Ask the person to accept the invitation; it expires after seven days.

If an invitation expires, repeat Add Staff with the correct email to send a fresh one. Adding staff does not assign a role, so continue with the next step once the staff record is available.

Step 3: Assign the role

1. Open Settings → Staff and select the staff member.
2. Click Edit.
3. Under Roles, select the role or roles the person needs.
4. Click Save.
5. Ask the person to sign in and check that they can access the intended school and tools.

What the staff member can see

Access depends on the person’s combined roles and the features enabled for your school. A role does not enable a feature your school does not have. If something is missing, check both the role’s permissions and the school’s feature availability.

Managing your team

Open a role under Settings → Roles to see its users. To change one person’s assignments, open their staff record, select Edit, change Roles, and save.

A person can have several roles. Removing one role does not remove access granted by another. Kanri also protects the last owner from losing owner access.

You’re set up

That’s everything you need to get Kanri running. Here are some good next steps:

• Set up the kiosk so members can check themselves into class, and learn how to take attendance
• Send a message to your members to let them know Kanri is live
• Explore reports to see what data is already available
• Invite members to the Member Portal so they can view their profile, memberships, invoices, and receipts