Open Admin > Settings > Staff to manage business access. This is the main page for inviting new staff, tracking pending invites, and reviewing who already has access.
Who should manage staff access#
Owners and managers handle staff access.
- Owners can invite staff, manage existing roles, and remove access.
- Managers can invite staff and choose an assignable role for day-to-day operations. A manager can only give a role within their own access, never to themselves. See Roles & Permissions.
- Billing and payment responsibilities stay with owners.
What the Staff page shows#
The Staff page combines these parts:
- A search field and role filter across the top so you can focus on the people you need.
- An Invite button for new invitations.
- A Pending staff access section showing people who have not accepted yet, plus placeholder teaching profiles that still need an invite.
- The main staff table with current staff members, their roles, and contact details.
- A Former staff list, shown only when someone who has left still has documents you can open. See Former staff.
If your business uses custom roles, those appear alongside the standard system roles in the role dropdown.
Invite a new staff member#
- Open Admin > Settings > Staff.
- Click Invite.
- Enter the person's email address. You can invite several people at once by separating emails with a comma or new line.
- Select the role they should receive.
- Click Send invitations.
If a manager chooses a role they cannot give, the invitation is not sent and they see Only a business owner can give this role. Ask an owner to send it.
After you send an invitation, use Pending staff access to see people who are Awaiting acceptance or have Claims prepared.
Follow up on pending invites#
The Pending staff access section helps you keep the workflow moving after the first invite:
- Copy link if you want to send the invitation directly in Slack, WhatsApp, or SMS.
- Revoke if the invite should no longer work.
- Send invite on a placeholder teaching profile when someone is already scheduled in the system but still needs access.
Use this section during onboarding reviews, substitute staffing, or when a business has older teaching profiles that still need to be linked to a real person.
If the person already exists in your records#
Invite the email address the person already uses. Access is assigned to their account when they accept, even if they are already in your customer records.
If the person already has staff access and you need to connect them to an existing teaching profile, open their staff page and use Link teacher profile there.
Staff documents#
Open a person from the staff table to see their staff page. It has two tabs:
- Profile: their details and teaching profile.
- Documents: the documents your business keeps about this person that you may open.
The Documents tab shows:
- Documents: each contract, payslip, or upload about the person, such as an ID document or bank proof, with its Date, its Sensitivity, and Kept until, how long it is kept. Select Open to open it.
- Private details: masked values such as an IBAN or social security number, when any are stored. Select Reveal to show one.
- Access log: every time someone opened one of these documents or revealed a private detail, with when, who, and what.
You only see the documents your role may open. For example, owners and managers can open payslips, but an ID document or bank proof uploaded with a contract opens only for the person and for staff who can manage contracts. Every open and every reveal is recorded in the access log, and the person can see it too. See Your customer account.
If the person has no documents you can open, the tab shows No documents.
Former staff#
When someone leaves your business, their documents are archived and kept until their retention dates. The Former staff list on the Staff page shows each person who left and still has documents you can open, with the date they left and how many documents there are. Select Documents to open their archived documents.
The list only appears for people who can manage staff, and only when there is someone to show.
Staff who also teach#
When someone receives teaching access, Naayya may ask them to complete their public teaching profile the next time they open the teaching workspace. That banner is part of the normal onboarding flow for staff who teach.
See Public Profiles for Staff Who Teach for the exact completion rules and what staff should expect.
Assigning multiple roles#
Naayya combines access across assigned roles. This is useful when one person handles more than one responsibility, such as a teacher who also helps with marketing.
Removing access#
Only owners can remove a staff member's access. Open the person from the Staff table and use the delete action on their staff page.
Use removal when:
- Someone changes jobs.
- Temporary access is no longer needed.
- A person should no longer belong to that business.
Custom roles#
Owners can create custom roles from the invite flow: open Invite, then choose Create role… in the Role dropdown. Enter a Role name, tick the Permissions the role should have, and select Create role. These roles let you define a business-specific permission bundle when the standard roles are too broad.
For example, to let a front desk book appointments and courts, include Book Appointments. See Access Control.
Staff page vs. Customers#
The Staff page is where you control who can sign in and what they can do. Admin > Customers is the workspace for customer records, such as bookings, purchases, and account details.