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# How can I manage staff with my administrator account?

The Administrator account, available with SpacesEDU Pro, provides a range of features for managing staff accounts, including:

* Inviting new teachers or administrators
* Editing account details and resetting passwords
* Managing access to schools and classes

This article outlines the various levels of administrator access in SpacesEDU and how you can use the administrator account to manage staff access.

# Administrator Account Types and Access Levels

To access staff management features, you will need an administrator account with **Full Permissions**, either at the district or school level. 

**District Administrators **can**:**

* Access **all licensed **schools within the district
* Access a teacher account for any school within the district
* Access portfolio completion and posts, or download portfolio share links for all students

Only district administrators with **Full Permissions **can invite, approve, and edit staff for the district, or run rostering imports. Creating or modifying portfolio templates also requires Full Permissions.

**School Administrators **can manage only their assigned schools: 

* Admins with full permissions can invite other teachers and administrators for their school, and run rostering imports
* Admins with limited permissions and Counsellor Admins *cannot *invite or approve other staff at the school
* School Admins cannot create or modify Portfolio Templates (but *can *still access portfolios and download links for schools they can access)
* School Admins with Full or Limited permissions can access all classes for schools they have access to. Counsellor Admins *cannot *access classes for their school(s). 
For schools using myBlueprint+, all School Admins can view and manage students' high school plans and course selections. Access to other features varies by account role: 
* *Only *Administrators with Full Permissions can manage course selection settings, run data imports, and open/close course selection - these features are only applicable with the Course Selection Module
* Administrators with Full or Limited Permissions can manage the course offerings for their school(s). Counsellor Admins *cannot *enable, disable, or modify the course catalogue for a school, but can add or remove future year courses from students' high school plans. 
* Current/past year courses cannot be modified in myBlueprint - this data is imported from your Student Information System. 

[All administrators with Full or Limited Permissions can access any class at their district or school(s), without needing to be invited as a co-teacher.](https://help.spacesedu.com/en-ca/article/how-can-i-access-classes-as-an-administrator-1i1r6u/)  Counsellor Admins cannot access all classes, but can still create a class in their teacher account, or be invited as a co-teacher to join specific classes.  

[Click here to learn more about the details of each account type and role. ](https://help.spacesedu.com/en-ca/article/account-types-and-permissions-5t2gnj/) 
 
**Approving and Inviting Staff**

Teachers from any school can access the free version of SpacesEDU. Once a school or district has licensed SpacesEDU Pro, new teacher accounts must be approved by an administrator (or imported through rostering) to ensure that only authorized personnel have access to the school.

![Screenshot of the Approval Request](https://storage.crisp.chat/users/helpdesk/website/47569d15f4313800/2d567c4d-da32-4331-84ab-c31476_ruak2t.png)

If you have access to a SpacesEDU Admin account with Full Permissions, you will receive notifications via email for any new teachers requesting approval for schools within your district.

You *do not* need to approve accounts for teachers that have been imported via rostering - only teachers that have manually signed up for an account, or been invited by a co-teacher.

To approve a request:

1. Open the email and click **View**
2. Log in to your admin account
3. If the list of teacher requests does not immediately populate, click the red **Teacher Requests** button
4. Click the blue **Approve** button to approve or reject the request with the grey X, or click **Approve All Accounts** to approve all pending requests
5. Within the pending requests screen, you will see two types of accounts:
a. **Active Accounts** are the teachers who have already logged in and created an account, but are not yet approved for access to the school
b. Invited Accounts are teachers who have been sent an invitation by another co-teacher, but haven't logged in yet
c. The Approve All option will only approve the requests on the tab you're viewing (either Active or Invited)
---

# Who do I need to approve?

Teachers require approval when they create a new account at a licensed SpacesEDU Pro school, or when another teacher invites them to a class at a school where they haven't been approved.

**The approval step can be bypassed in one of two ways:**

1. With a [rostering import](https://spacesedu.crisp.help/en-ca/article/rostering-what-options-are-available-qple98), any teachers included in the rostering data are automatically approved for access to their school(s)
2. Staff invited by an admin are automatically approved

![Screenshot of the Staff tab](https://storage.crisp.chat/users/helpdesk/website/d17d30639e783800/637d8f72-44b7-4f6b-b53a-559e48_7jvit1.png)

###### To invite a new staff member from an Admin account, you'll need an account with Full Permissions

1. Open the **Staff** page in the left-hand menu
2. Click **Add Staff**
3. Select the school(s) you wish to provide access to, or choose the district name for a district admin invite ( *only available if you are a district admin with Full Permissions*)
4. Select the account type (Teacher/Admin)
5. *Optional -* for teachers, you can select classes to give access to at the time of the invitation
6. Click **Send Invite**

Staff members invited using the steps above will receive an email notification prompting them to create their account.

*Additional notes:*

* If a staff member already has an account with the same email, these steps will update their existing account, not create a new one.
* If they don't receive the email invite and sign up manually at spacesedu.com, they'll still be automatically approved as long as they use the same email address as the invitation.
* When enabling SpacesEDU Pro, we'll need to set up at least one district admin account, and the admin will approve any existing free teacher accounts.
* If staff used a personal email when signing up, ask them to update it in Account Settings or follow the instructions below to update their email.
---

# Managing Staff Accounts

This section explains how to complete some common staff management tasks from the Admin account. **Accessing these options requires a District or School Administrator account with Full Permissions. **

For districts using SpacesEDU Pro with SIS Sync, teachers are automatically added to their new school and removed from their previous school using the rostering data. In other words, with SIS Sync you don't need to worry about manually updating schools for most teachers as an administrator, but you do still have the option to manage staff from your account.

### How can I update a teacher's account if they've changed schools?

To update the school(s) for a staff member (teacher or school admin):

1. Open the **Staff** page
2. Find the staff member and click the menu button (three dots) on the right
3. Click **Edit Account**
4. Click the **Schools and Accounts** tab
5. Click **Add School Record**
6. Select their new school and account type, then click **Add Record**

*Additional notes for updating school associations:*

* We recommend that you keep the teacher's association with their old school if they still need access to previous class information.
* When you're sure a teacher no longer needs access to their old classes, you can delete their previous school association by clicking the delete icon (trash bin) and typing 'delete' for confirmation.
* You can also click the **Delete Account** option to fully delete their teacher account if they are no longer employed with your district/school.
* Removed or deleted teachers will immediately lose access to their classes, posts, and other content from that school.
* Students can still access posts from those classes in their All Work Feed if their school uses SpacesEDU Pro. Teacher posts will no longer display the teacher's name, and instead show 'Deleted' or 'Removed' User.
* If necessary, you can give a teacher admin access by adding an admin record.
* District Admin records can only be added by District Admins with Full Permissions.
* When updating a district admin account, you can't add a School Admin record because they already have access to all schools.
* District admins also have teacher access for all schools by default.

### How can I add a teacher to a class, or remove one?

As an admin, you can add or remove teachers from classes with the following steps:

1. Click **Staff** on the left-hand side of the page
2. Find the staff member and click the menu button (three dots) on the right
3. Click **Edit Account**
4. Click the **Schools and Accounts** tab
5. Click the **Edit** button (pencil) on an existing teacher record, or add a school record if needed
6. Click **Edit Classes**
7. Check off any class(es) you want to add the teacher to, or uncheck any that you want to remove
8. Click **Save Changes**

*Additional notes for class management:*

* Once removed from a class, teachers can't access any class content. They can rejoin if an admin adds them or a co-teacher invites them.
* If you see no teacher names below a class, it means there are no active teachers—either they've all been removed or the rostered teachers for the class haven't logged in yet.
* Archived classes don't show when adding classes from an admin account. Teachers will need to unarchive them first.
* This feature is handy for admins when teachers accidentally remove themselves from a class. Admins can quickly add them back using the steps above.

### How can I update a teacher's name or email address?

To update their name or email, staff can log in, click their initials or avatar at the top right, then select Account Settings.

Admins can also update this information:

1. Go to the **Staff** section on the left-hand side of the page
2. Find the staff member and click the menu button (three dots) on the right
3. Select **Edit Account**
4. Update the necessary fields and click **Save Changes**

*Additional notes when updating teacher information:*

* Updating a teacher’s email address will prompt them to validate the new address.
* Even for schools using Single Sign-On (SSO), you can update an email using the steps mentioned above. For instance, if a staff member initially signed up with the wrong email or their school email changed, you can correct it.
* However, it's not advisable to change an existing account's email to a different email from their SSO username. While it may not stop them from using SSO to log in, it could lead to future issues with duplicate accounts.

### How can I reset a teacher's password?

**Resetting Non-Single Sign-On Passwords:**

* Click **Staff** on the left-hand side
* Find the staff member and click the three dots menu
* Select **Reset Password**
* Enter the new password twice and click **Reset Password**

**Resetting Single Sign-On Passwords:**

* Single Sign-On (SSO) passwords can only be reset through your IT department or account management system (e.g., Google Workspace, Microsoft Azure AD).
* Please contact your IT department for assistance with SSO password resets, or follow their established password reset process.

*Still have questions about using your Admin account? Send us a message in the bottom left corner of your screen, or check out one of these related articles:*

* [How can I manage students with my administrator account?](https://spacesedu.crisp.help/en-ca/article/how-can-i-manage-students-with-my-administrator-account-1aga9aj)
* [Importing Class Rosters with CSV Import Setup](https://spacesedu.crisp.help/en-ca/article/importing-class-rosters-with-csv-import-setup-lavbhp)