Everyone who works at your school — teachers, the bursar, the head of academics, the school secretary — needs a separate login. Each person only sees the parts of Edunile they need. This guide covers adding both teaching and non-teaching staff and picking the right role for each.

Steps

Step 01

Open the Staff page

From your dashboard menu, click Staff. You'll see two sub-pages:

Teachers — for class teachers and subject teachers.
Non-Teaching Staff — for the bursar, secretary, librarian, and so on.

Start with whichever group you want to add first.

Staff → Teachers or Non-Teaching Staff

Step 02

Pick how you want to add them

On either page, the Add button gives you two ways to create a staff member:

Add directly — you type in their details and Edunile creates the account immediately. A welcome email with a temporary password is sent to them.
Invite by email — Edunile emails them a sign-up link. They set their own password and finish the account themselves.

For most cases, Invite by email is the cleaner option — your staff member ends up with a password they actually remember.

Two ways to bring someone onto the team

Step 03

Fill in their details

Whichever option you chose, fill in:

First name and last name — as they should appear on the school's records.
Email — this becomes their login. Use a personal email they check daily, not a shared inbox.
Phone number — for SMS and WhatsApp notifications.
Department (teachers only, optional) — pick from your list.

Click Save (or Send invite). If you used the direct option, the new staff member appears on the list straight away. If you used the invite option, they'll appear under Pending Invites until they complete the sign-up.

Same fields whether they're a teacher or non-teaching staff

Step 04

Open the staff member's profile and pick their role

Once the staff member is on the list, click their name to open their profile. Look for the Roles section. Tick the roles that match what they actually do at the school. The most common ones are:

Class Teacher — can take attendance for their class, mark assessments, and write the class portion of report cards.
Subject Teacher — can mark assessments for their subjects only.
Bursar — can set up fees, send bills, record payments, and chase debts. Cannot edit student records.
Head of Academics — can see across all classes and subjects, not just their own.
Admin — can do almost everything except billing decisions. Use sparingly.
Proprietor — full access. There's usually only one of these.

Tick all that apply and click Save. The roles take effect the next time they sign in.

Step 05

Assign teachers to subjects and classes

This part only applies to teachers. From the teacher's profile, go to the Subjects tab. You'll see a list of every subject taught in every class. Tick the boxes for the subjects this teacher takes — they'll be marked as the subject teacher for each one immediately.

You can also do this from the other direction — open a class, go to its Academics tab, and pick the teacher next to each subject. Either way works; pick whichever is faster for you.

Common issues

My new staff member didn't receive the invite email

Give it a couple of minutes, then ask them to check their spam folder. If it's still missing, go to Staff → Pending Invites, find their row, and click Resend Invite. If a personal Gmail address is being delayed, switching to a different email often unblocks it.

A teacher can't see the classes they should be teaching

Two things to check:

On their profile, is the Class Teacher or Subject Teacher role ticked?
On the class itself (or on the teacher's Subjects tab), is this teacher actually assigned to the class or subject?

A role on its own doesn't grant access to specific classes — you also need the assignment. Both are needed together.

The bursar can't see the Finance menu

Make sure the Bursar role is ticked on their profile, then ask them to sign out and sign back in. Role changes don't take effect on a page they're already looking at.

I added someone to the wrong group (teacher vs non-teaching)

You can't move a staff member between the two groups directly. Delete the wrong entry and add them again in the right group. As long as you use the same email, their previous data isn't kept anywhere that matters.

The staff member left the school — can I remove them?

Open their profile and click Deactivate. This blocks them from signing in but keeps their history (which lessons they taught, which reports they wrote). Don't fully delete a staff member who has marked attendance or written assessments — the historical link matters.