> ## Documentation Index
> Fetch the complete documentation index at: https://help.hflow.pro/llms.txt
> Use this file to discover all available pages before exploring further.

# Staff

> Organization roles, permissions, and how owners invite and manage coworkers.

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**.

## Organization roles

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

| Role        | Typical use                                | What they can reach in the app                                                                                                                                             |
| ----------- | ------------------------------------------ | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Owner**   | Primary account (first invite from hFlow)  | Everything, including **Staff** management. Assessments are always on. Class assignments are not used.                                                                     |
| **Admin**   | Coordinators, literacy leads, office staff | Same broad access as an owner **except** **Staff** (cannot invite people or change roles). Assessments can be turned on or off per person. Class assignments are not used. |
| **Teacher** | Classroom educators                        | Only students tied to **active classroom assignments** (school year, language, grade, and optional class). Optional access to **Assessments** and related student editing. |

<Note>
  **Owner** and **Admin** both use the full **Students** tools (filters, enrollment, import/export). **Teachers** use a narrower Students experience. Details are in [Students: Admin vs Teacher](/hflow/students/roles-and-permissions).
</Note>

### 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.

### 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.

### 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.

## 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).

| Role        | Assessment access                                                                         |
| ----------- | ----------------------------------------------------------------------------------------- |
| **Owner**   | Always on                                                                                 |
| **Admin**   | Owner sets on or off (staff detail **Assessments** switch)                                |
| **Teacher** | Owner sets on or off; when on, editing is limited to students on their active assignments |

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](/hflow/students/student-home-page) for editing assessments. See [Students: Admin vs Teacher](/hflow/students/roles-and-permissions).

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.

## 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**.

## How to open Staff settings

1. Sign in at [app.hflow.pro](https://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.

## 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.

## 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.

## 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](/hflow/students/roles-and-permissions).

If they already finished setup, they sign in at [app.hflow.pro](https://app.hflow.pro) with that password. They do not need the invite link again.

## 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.

## 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](https://app.hflow.pro).
* **They forgot their password later**: Open their staff detail page and choose **Send Password Reset**.

<Note>
  Only **owners** can manage **Staff**. If you need a new colleague or a role change and you are not an owner, ask someone who is.
</Note>

## 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.