Link a staff member to their user account

In Schoolysoft, the profile (HR record) and the user account (login access) are two separate entities. They must be linked so that a teacher or administrator can sign in.

Case 1: New member without an account

Two ways to reach the same result:

• When creating the profile (Staff -> Add a staff member), enter the e-mail address and tick Send an e-mail to the employee: the invitation goes out immediately.
• Or, from the already-created record, User account tab -> Create account, verify the e-mail address and confirm.

In both cases, the application automatically links the profile to an existing account if one already has that e-mail address — otherwise, it sends an invitation to create one. There is no separate “Actions” menu for this operation.

Case 2: The member already has an account (from another school)

Member’s record -> User account tab -> Create account, using the existing account’s e-mail address. The linking is automatic — no separate manual search or confirmation is needed.

Remove access

There is no “unlink” feature. To remove a member’s access to the school: Settings -> Accounts & access -> Members -> Remove from school. The user’s global account is retained, but access to this school is cut off immediately. The HR profile is retained.

Check the link status

On the member’s record, the User account tab shows the link status: account active and linked, invitation pending (with the option to resend it), or no account.