Staff

This page is for organization owners who add colleagues, set roles, and control who can see assessments and which classes each teacher serves. Admins and teachers use other parts of hFlow according to the permissions below; only owners see Configuration → Staff.

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Organization roles

hFlow has three roles inside your school. Each person has one role per organization.

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Owners

Owners can:

• Open Configuration → Staff and manage everyone in the organization
• Change another person’s role, Active status, and Assessments access (except their own controls when viewing their own profile)
• Invite new owners, admins, or teachers
• Use all areas of the app: Students (including enrollment and candidate students), Reports, Languages, Communications, and Configuration (org profile, email templates, data exports)

Assessments are always enabled for owners; you do not turn them off on the staff detail page.

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Admins

Admins can:

• Work across the whole organization on Students, Reports, Languages, and Communications
• Open Configuration items such as Org Profile, Email Templates, and Data Exports
• Receive Assessments access when an owner enables it on their staff record (same toggle as for teachers)

Admins cannot open Staff or send staff invitations. Ask an owner if you need a new colleague or a role change.

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Teachers

Teachers can:

• See Students and Groups for their active assignments only
• Use Communications
• Open Assessments only when an owner has enabled Assessments on their account

Teachers cannot open Reports, Languages, Student Enrollment, Candidate Students, or Configuration. The header menu stays focused on day-to-day classroom work.

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Assessment access

Assessment access is separate from the role name. It controls whether someone sees the Assessments page and can add or edit assessments and checkpoints (within their scope). When assessment access is off for a teacher, they can still use the Students roster for their assignments, but student names do not open the student home page for editing assessments. See Students: Admin vs Teacher. When adding someone, use Allow access to assessments and checkpoints in the Add Staff Member window (for admins and teachers). Owners always receive assessment access automatically.

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Classroom assignments (teachers only)

Teachers need classroom assignments so hFlow knows which students they serve. Each assignment includes school year, language, grade, and optionally a specific class (or all classes in that grade).

• Assignments are added when you invite a teacher, or later on that person’s staff detail page.
• Each row has an Active toggle. Inactive assignments no longer include those students in the teacher’s roster.
• Owners and admins are not assigned to classes; they already see the full organization on Students.

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How to open Staff settings

1. Sign in at app.hflow.pro.
2. In the header, open Configuration.
3. Choose Staff.

If Staff is missing, your account is not an owner. Ask an existing owner to adjust your role or to complete the invite for you.

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How to add someone new

1. On the Staff page, click + Add Staff Member.
2. Choose Role: Teacher, Admin, or Owner.
   • Owner: full access including staff management; assessments always on; no class assignments.
   • Admin: org-wide access except staff management; no class assignments.
   • Teacher: limited to assigned classes; set assignments before or right after saving.
3. Enter name and email.
4. For Admin or Teacher, optionally check Allow access to assessments and checkpoints.
5. For Teacher, select school year, language, and grades or classes.
6. Choose how to finish:
   • Save: creates the invitation and opens the invite page so you can review teacher assignments before emailing.
   • Save and send invite: creates the invitation and emails it right away; you return to the Staff list.

A new pending row appears on Staff until the person finishes setting up their account.

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How to send or resend an invitation

If you used Save without sending, or you need a fresh link:

1. On Staff, open the pending row (Set up & send or the person’s name).
2. For teachers, add or adjust Classroom Assignments on that page if needed.
3. Click Send invite.

After the email goes out, the row shows Invite sent with the date and time. To send again (for example if the link expired), open the same page and click Resend invite. Each resend replaces the previous link. Invite links work for 48 hours. An expired invite is marked (expired) on the Staff list until you resend. If you try to send a teacher invite with no classroom assignments, hFlow asks you to confirm before sending.

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What your colleague does next

They receive an email from hFlow with a Set up your account link. The message explains that the link expires in 48 hours and that they should contact you, their school administrator, if they have questions. The sending address is not monitored for replies. Your colleague should:

1. Click Set up your account in the email (a regular browser works best).
2. Choose a password (at least 8 characters) and confirm it.
3. Sign in to hFlow. Teachers see a smaller menu than owners and admins; see Students: Admin vs Teacher.

If they already finished setup, they sign in at app.hflow.pro with that password. They do not need the invite link again.

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How to tell whether someone has joined

On the Staff list:

• Invite not sent: you saved the person but have not emailed the invite yet.
• Invite sent: the email went out; waiting for them to set a password.
• (expired): the link timed out; open the invite and choose Resend invite.
• Last Login: after they sign in at least once, this column shows a date. A blank Last Login means they have not signed in yet (even if they already set a password).

Turn on Show pending at the top of Staff to focus on people who still have not logged in. Click a person’s name to open their detail page. There you can see Last Login, recent sign-in activity, and, if they forgot their password after setup, Send Password Reset. That reset email is different from an invitation; use it only after they already have an account.

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If something goes wrong

• They did not get the email: Check the address on Staff, ask them to look in spam, then Resend invite.
• The link expired: Resend invite from the pending invite page.
• You invited the wrong person: On the pending row, choose Remove to cancel that invitation.
• They set a password but never come back: Check Last Login or use Show pending; remind them to sign in at app.hflow.pro.
• They forgot their password later: Open their staff detail page and choose Send Password Reset.

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How to edit someone on staff

1. On Staff, click the person’s name.
2. Change Role, Active, or Assessments (for admins and teachers) as needed.
3. For teachers, update Classroom Assignments (dates, scope, Active per row, or Manage Assignments).

You cannot demote or deactivate the only active owner in the organization. Changing someone from Teacher to Admin or Owner removes their classroom assignments.