Invite users and link accounts

Schoolysoft separates profiles (records) from user accounts (access). A parent or staff member first has a profile created by the administration, then is invited to create their account.

How it works

  1. The administrator creates the profile (pupil, parent, staff member).
  2. They send an e-mail invitation from the profile record.
  3. The recipient receives a link valid for 72 hours.
  4. By clicking the link, they create their password and set up MFA (mandatory).
  5. Their account is automatically linked to the corresponding profile.

The invitation e-mail includes the name of the school so that the recipient can clearly identify the sender.

Invite a staff member

  1. On the Staff list, click Invite to create account on the relevant member’s row (or from their record, User account tab -> Create account).
  2. Check the pre-filled e-mail address (editable if necessary).
  3. Choose the role. The actual invitation matrix is:
RoleWho can invite
HeadteacherSchool admin
TeacherSchool admin, Headteacher
StaffSchool admin
AccountantSchool admin
ParentSchool admin, Headteacher
PupilSchool admin
ArchivistSchool admin
NurseSchool admin
Head of Year (CPE)School admin
School administratorNo one — this role cannot be assigned through an invitation
  1. Click Send invitation.

A staff member holds only one role per school. To change an active member’s role, use Settings -> Accounts & access -> Members -> Change role (the role assigned at invitation time can also be edited from the record before it is accepted).

Invite a parent

  1. On the pupil’s record, Legal guardians tab, find the relevant guardian and invite them to create their account.
  2. Enter the parent’s e-mail address (required).
  3. Click Send invitation.

If a parent has several children at the same school, a single account is sufficient. The system automatically detects duplicates by e-mail address.

Invite a pupil

  1. On the pupil’s record, invite them to create their account and enter their e-mail address.
  2. The Pupil role is set automatically — there is no role choice for this flow.
  3. Click Send invitation.

Track pending invitations

Settings -> Accounts & access -> Invitations:

  • View unaccepted invitations.
  • Resend an expired invitation.
  • Remove from school an already active member if needed, from Settings -> Accounts & access -> Members (this action is logged).