Schools
Team & permissions
Everyone on your team signs in with their own account, and their role decides what they see. The owner adds people, switches them off, and can change what each role, or one person, may do.
ForSchool owner
The seven roles
Each colleague has one role at your school. These are the defaults, and the owner can change them, as shown further down.
| Role | What it does | With enquiries |
|---|---|---|
| Owner | Everything, including the team, payment settings, the plan and the activity log. | Sees every enquiry, claims, assigns and replies. |
| Sales | Enrols students, records payments, edits templates and reads reports. | Sees and adds enquiries, claims up to five a day from New Enquiry, and replies to the ones they hold. |
| Operations Manager | Courses and dates, airport pickups, complaints, certificates and reports. | No access by default. |
| Accountant | Records payments, confirms they arrived, and reads enrolments and reports. | No access by default. |
| Grievance Manager | Complaints and reviews. | No access by default. |
| Config Manager | Courses, teachers, certificates, templates, settings, the mini-website and Lead Sources. | No access by default. |
| Viewer | Reads students, payments, courses, reports and settings, and changes nothing. | Reads enquiries and chats, but cannot claim or reply. |
Some screens, such as Reports and Airport pickups, also need a plan that includes them.
A school can have more than one owner. Only the colleague holding an enquiry, or someone who assigns enquiries, can reply to that student. See Assigning enquiries.
Add an employee
Step 1: Open Employees
Open Employees in the menu and click Add Employee.
Step 2: Fill in their details
Under Employee Information, enter their Full Name and Email, which are required, and their Phone if you like.
Step 3: Choose their role
Under Role & Access, pick a Role. Sales is chosen to start with.
- Location is a label for filtering the list. It does not limit what they see.
Step 4: Create the account
Add a photo under Avatar if you like, then click Create Employee.
Employees confirms it, for example Invitation Sent to Priya (Sales). She is on the team straight away, as Active.
She is emailed that she has been added to your school, with a Choose your password button. The link lasts sixty minutes. Someone who already has a YogaTribex account gets a Sign in button instead.
Switch someone off, or resend a link
Step 1: Switch someone off
On Employees, click their Active pill, then Yes, Deactivate. They lose access to your school at once, and their account and work are kept.
Step 2: Switch them back on
Click their Inactive pill, then Yes, Activate.
Step 3: Resend a password link
Click the key icon on their row, then Send the link. Their current password keeps working until they use it.
Nobody is deleted from a team. You cannot switch yourself off, or switch off the school's only active owner.
To change a colleague's name, phone, role or location, click the pencil on their row, then Update Employee. Ticking Can see the school's plan lets them open Pricing.
Role Permissions
Role Permissions changes what a whole role may do at your school. Other schools are not affected.
The grid lists 18 features down the side, such as Leads & Conversations and Payments, with the roles across the top. Each cell is one of three levels.
- - No access
- READ View only
- FULL Full access
Step 1: Open the grid
On Employees, click Role Permissions in the Team Hub.
Step 2: Change a cell
Click the cell where a feature meets a role. Each click moves it to the next level, and Unsaved changes appears.
Step 3: Save it
Click Save Permissions. A box headed Are you sure? names the roles changing; click Save Permissions again.
Everyone in that role at your school gets the new access. The Owner column is locked, and nobody can change their own role's column. Some features have two levels only: Assigning Leads is - or FULL.
Individual Overrides
An override gives one person more or less than their role allows, without changing the role.
Step 1: Choose the person
On Employees, click Individual Overrides in the Team Hub, then pick them in Select Employee.
Step 2: Set an override
Each feature shows the Role Default, an Override and the Effective result. Choose No Access, Read Only or Full Access, or keep Inherit role default.
Step 3: Save it
Click Save Overrides.
Her row on Employees then shows Custom access. Owners cannot be overridden, and nobody can set their own overrides.
Activity and team size
Open System › Activity to see what your team did, and when. It records who claimed or assigned an enquiry, who invited a colleague, and who changed access.
By default only the owner sees it, and entries are never changed afterwards.
Your plan may limit how many colleagues are switched on at once. Employees then shows the limit under its heading.
Owners and switched-off colleagues do not count. When the plan is full, switch somebody off, or move to a larger plan on Pricing.
